How to Write a Formal Letter in English: Structure and Examples
A formal letter is a type of written communication used for professional or official purposes. It follows a specific format and structure to convey information clearly and respectfully.
Structure of a Formal Letter
A formal letter consists of the following parts:
- Heading:
- Your Address: Your complete address should be placed at the top left corner of the page.
- Date: The date should be written on the line below your address. You can use the following formats:
- Month Day, Year (e.g., January 1, 2024)
- Day Month Year (e.g., 1 January 2024)
- Inside Address:
- Recipient's Name and Title: Place the name of the person you are writing to, along with their title, on the left side of the page, two to three lines below the date.
- Recipient's Address: Include the recipient's complete address below their name.
- Salutation:
- Formal Salutation: Start with "Dear" followed by the recipient's title (e.g., Mr., Ms., Dr., Professor) and last name.
- Alternative Salutations: If you don't know the recipient's name, you can use "Dear Sir/Madam" or "To Whom It May Concern."
- Body:
- Introduction: State the purpose of the letter clearly in the first paragraph.
- Supporting Paragraphs: Provide additional information, details, and explanations to support your main point. Each paragraph should focus on a single idea.
- Closing Paragraph: Briefly summarize your request or reiterate your main point.
- Closing:
- Formal Closing: Use "Sincerely," "Yours faithfully," or "Yours truly."
- Signature: Sign your full name above your typed name.
- Enclosure:
- "Enclosure" or "Enclosed" - If you are attaching any documents, write this at the bottom left of the page.
Example of a Formal Letter: Job Application
[Your Address] [Date]
[Recipient's Name and Title] [Recipient's Address]
Dear [Mr./Ms./Dr. Last Name],
I am writing to express my interest in the [Job Title] position advertised on [Source of Job Posting]. I have been working in the [Industry] industry for [Number] years and have a strong track record of success in [List Relevant Skills].
In my previous role at [Previous Company], I was responsible for [List Responsibilities]. I am proficient in [List Relevant Skills and Software] and have a proven ability to [List Key Achievements].
I am confident that my skills and experience align well with the requirements of this position. I am a highly motivated and results-oriented individual with a strong work ethic.
I have attached my resume for your review and would welcome the opportunity to discuss my qualifications further in an interview.
Thank you for your time and consideration.
Sincerely,
[Your Typed Name]
[Enclosure]
Example of a Formal Letter: Complaint
[Your Address] [Date]
[Recipient's Name and Title] [Recipient's Address]
Dear [Mr./Ms./Dr. Last Name],
This letter is to formally complain about [Briefly describe the issue].
I purchased [Product/Service] from your company on [Date] and experienced [Describe the problem].
[Provide details of the problem, including dates, times, and specific examples].
[State your desired resolution, such as a refund, replacement, or apology].
I look forward to your prompt response and resolution to this issue.
Thank you for your time and attention to this matter.
Sincerely,
[Your Typed Name]
[Enclosure]
These are just two examples of formal letters. Remember to adjust the structure and content to fit the specific purpose of your letter. It is crucial to proofread your letter carefully before sending it to ensure it is free of grammatical errors and typos.
