PREPARING A FORMAL LETTER

formal letter

• a type of written communication that sticks to a set structure and tone. It includes specific elements like the sender's and recipient's addresses, a formal greeting, and a closing statement. Formal letters are often used for job applications, official complaints, or business inquiries.

• To give importance for formal events

• Cover letter

• Offer acceptance letter

• Professional thank you letter

• Business letter

• Sales letter

• Termination letter

• Letter of intent

• Letter of recommendation

Some examples of Formal Letter:

• Formal letters are sent in situations that require a professional approad or official communication. Here are examples of these instances:

  • job applications

  • Sending a resignation letter

  • Making formal requests or inquiries to a company

  • Lodging complaints

  • Communicating with government agencies

  • Conducting official business transactions

  • Addressing Individuals you do not have a personal relationship with

WHEN DO YOU SEND FORMAL LETTER:

HEADER

• date

• Address

• Return address

Date

When you write a formal letter. it's crucial to include the date on which you wrote it. This information is essential for time sensitive communication.

Address

Write the recipient's full address, including their PO Box number or office suite

Return address

include your company's full address. This makes it easy for the recipient to send a response

1. header

2. salutation

3. body

4. closing

5. signature

parts of formal letter

Salutation

In a formal letter, the standard salutation is "Dear" followed by the recipient's title and last name. Begin your letter with "Dear [recipient's name]" and add a comma after the name. When you cannot determine the recipient's name, you may address the letter to their title.

Body

• The body paragraphs are the main text of the letter. In these paragraphs, the sender outlines the purpose of the letter. It includes these sections:

  • Introduction paragraph

  • Middle paragraph

  • Final paragraph

Introductory Paragraph

An introductory paragraph that states the letter's main purpose and, if necessary, introduces the letter writer.

Middle Paragraph

One or more middle paragraphs that discuss the letter's subject in greater detail. It's important to organize this section logically, with each paragraph addressing a specific point or aspect of your overall message.

Final Paragraph

• A final paragraph that summarizes the key points and, if applicable, indicates the next steps. This could involve suggesting a meeting, requesting a response, or expressing anticipation for resolving the matter at hand.

• The final paragraph is also an appropriate place to offer thanks to the recipient for considering your message or for their time and attention.

Closing

• After the body section, close the letter with a simple, professional sign-off Polite ways to end the letter include the following sign-offs:

  • Sincerely

  • Best regards

  • Respectfully

sincerely

• Emotional

• Requesting for something

best regards

• To close an email

• Ex. resigning 

respectfully

Writing in higher up

Signature

• The final component of a formal letter is your signature. Include your full name and job title if relevant, followed by your wet signature and printed name.

• Plan your message

• Start with a Proper Format

• Craft a clear opening

• Develop the Body

• Conclude Effectively

• Review

How to write formally

1. Sounding too casual and using informal phrasing, slang, or jokes 

2. Inconsistent formatting

3. Failing to proofread before sending

4. Using outdated or incorrect contact information

5. omitting a call to action

Common mistakes to avoid