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How to Write a Power Packed Formal Letter?
Simon, just like any other student, ignored the basic rules and format of writing a formal letter. He thought it to be the same as writing other letters. The real trouble came on the next day he submitted the letter for final checking. The letters that his classmates wrote were far different compared to the one he wrote. On top of that, he had no idea of how to format the letter appropriately. If you also don’t want to end up like Simon, you can read this blog thoroughly for future reference.
We will help you understand what formal letter is actually and how to structure it properly. We also have a few tips for you that will help you write the letter easily.
When you are writing a formal letter, the tone should be serious and formal. Students are mostly required to write formal letters for their curriculum.Often times, they wonder “how to write a formal letter”.
Formal letters are generally written to various authorities, dignitaries, collegaues and seniors. When you are writing a formal letter, you need to be concise and make sure it’s not too personal. It should be direct to the point. Tell them exactly what you need them to know and share directly. It needs to be informative and explain in coherent manner.
Formal letters are a necessary part of any academic life. You might need to write one to your teacher or complain about something to authorities, or request something, or make a formal statement.
How to write the Perfect Subject line?
One of the most integral parts of a formal letter is coming up with a perfect subject line. A formal letter heading or subject line should not be too long. Most of us prefer writing the subject line after writing the letter, and that is the right decision. After writing the actual letter, the main idea of it will become clear to you, so it will be easier for you to draft the subject line ( which specifies the topic of the letter).
Students who have problems coming up with the perfect subject line can take help of the following tips
- Be straightforward
Your subject line should be straightforward and to the point. Be specific while you are writing the letter. Precisely state the main purpose of writing the letter in the subject line.
- Write a subject line in question format
A subject line written in the question format tends to sound better as well as perform better. However, consider understanding your recipient’s interest, need while you are writing it.
- Keep it short as much as you can
Avoid making your subject line too long and complicated. It should be short and crisp. Try keeping it within 50 characters.
- Make it interesting and direct
Your recipient probably gets 100 emails or letters every day. So try writing the subject line in a way that it easily attracts the recipient’s attention. Be direct while writing the main issue of the letter. This way, the recipient can easily understand the main purpose of the letter.
Some examples of good subject line for formal letters are
- Request for Job Application Pack
- Enquiry for interview
The subject line can also be a bit detailed
- Experienced legal Secretary seeking long term opportunity with your legal firm
- Enquiry for release of tenders
- Concern for workers involved in 2022 World Cup Preparation
Understanding how to write a subject line is as important as knowing the right formal letter format. We have broken down each section in the formal letter to help you understand the details you need to provide while writing the letter.
How to Write a Formal Letter?
Students who are new to this letter writing format can take the help of the following details.
Here are the details you need to add in the top right corner
- Your full name
- Job title
- Your full address
- Current date
- Email address
- Phone number
The left-hand side of the paper must include the following details
- Full name
- Name of the company/organisation
- Full address
The introductory line should begin with the following details
- Write dear
- Add the title of the recipient (if there is any)
- Write the full name of the recipient
The opening paragraph should have the following
- Introducing yourself
- State your reason for writing the letter
- Your purpose for writing the letter should be clear.
- Give details of the issue you are facing or about the offer you are asking from the recipient.
- Make one or two paragraphs while elaborating on the points mentioned in the introductory paragraph.
- Be sure to thanks the recipient for giving their time to listening to your query.
- Make sure it is convincing by stating what exact result you are expecting from them.
- Signing off should begin by stating ‘Thanking you’.
- You must address the recipient with respect by writing ‘Yours sincerely’, ‘Yours faithfully’, ‘Yours truly’.
Are you still worried about how to start and end your formal letter properly? We understand this is the most crucial area in a formal letter. You are not the only one who has the same concern. Both the introduction and conclusion are the vital areas of writing a formal letter. But don’t worry as we will help you understand how to deal with them.
How to start a formal letter?
Begin your formal letter by addressing the recipient “Dear Sir/Madam”. You need to decide how formal your letter should be by considering your recipient.
There are various levels of formality that you need to understand according to the recipient and the context in which you are sending the letter.
- Formal Tone: I am eager to apply for the position of cook in your company. I have excellent culinary skills and have required degree in the field of hospitality management.
- Semi-Formal- I wish to apply for the position of cook with XYZ. As I have worked in your organisation previously and have good recommendations from Mr. X of your organisation, I would be able to understand and mitigate the recent requirements in the company.
- In-formal– Hi Guys, I read in your newsletter column that ya’ll were looking for a cook. I am a good one and prepare great dishes. You people would surely love to relish my delicacies.
The first paragraph of the formal letter should tell the purpose of the letter directly. Get straight to the point without beating around the bush.
How to end a formal letter?
At the end of the formal letter, place your thoughts regarding what kind of solution you would like from the recipient. You need to thank the recipient for giving his/her time out of the busy schedule. You need to respect as well as persuading by including a line like “I hope you consider my leave” to show your interest in their response.
On the right side of the paper you would require the writer either “Yours faithfully”, “Yours sincerely” or “Yours truly”.
What is the format of writing a formal letter?
Now that you are aware of the basic structure let’s understand how to format your formal paper. We will present to you the actual format you would require to following while writing it.
Here is the format of your format letter:
Title of the
Dear/Respected (recipient’s name)
(Write the main context of the paper)
Yours sincerely / Yours faithfully/ yours truly
Your full name
Here is a formal letter example for you:
876 Widget Street
Miami, Florida 45899 04/01/2020
14 Blue Street
Subject: Leave application
It is for your kind information that I will have to take leave from 1st January to 6th January since I will have to attend my brother’s wedding.
I wouldn’t have asked for the leave if it was not necessary. I assure you that I would complete the deficit amount of work once I return from the holiday.
I hope you consider my leave. I am looking forward to your approval of my holiday.
Whenever you face trouble regarding how to write your formal letter, you can refer to this example. Formal letter is most used in the academic and professional field. As a first-timer, if you have just started to write your formal letter, these tips will definitely help you.
Here are a few formal letter writing tips for you:
Tips for writing a formal letter
- Make sure to use the right tone
While writing a formal letter you will not be using your everyday language. It needs to sound professional and always to the point. Avoid using any kind of slang or flowery language. Always be polite and respectful when you are attempting a formal letter.
- Always be concise
Don’t beat around the bush when you are writing a formal letter. Come straight to the point in the beginning only. Your first paragraph should give the purpose of writing the letter. Try keeping it short and simple as much as possible for you.
- Formatting should be done accurately
The recipient will not take you seriously if the formatting of your paper is not right. You must adhere to the standard structure of the formal letter. Give your attention to the format of the paper and make sure everything is well presented.
- Don’t forget to proofread
Proofreading is a necessary step if you want a flawless work. Revise it thoroughly to get a power compact formal letter at the end of the day. Read your paper again and again t see if you can use an even better choice of words than the ones you’ve used before.
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