Help with formatting formal and business letters. A summary of writing rules including outlines for cover lettersand letters of enquiry, and formal abbreviations.
How to Write a Formal Letter
There are times in life when you will probably want to write a formal letter instead of an informal letter or email.These include cover letters for job applications, letters of enquiry, letters of resignation, legal correspondenceand many more. In these situations it's important that you follow the expected format.
Use a formal letter format
Layout is a crucial aspect of professional writing. It sets the tone and communicatesthe seriousness of the content within.
The Power of Proper Formatting: The layout of your letter speaks volumes! Ensure it's professional andcommunicates your message effectively.
The example formal letter shown below shows you a general outline for a formal or businessletter. Further information about each part can be found after the image.
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Follow formatting rules and conventions
When writing a formal or business letter, there are certain rules and conventionsthat need to be followed. These rules ensure that the letter maintains a professional tone and iseasily understood by the recipient.
You must try to write as simply and clearly as possible, and avoid making the letter longer thannecessary. Remember not to use informal language like contractions.
Keep your letter's content concise, clear, and relevant. Every word counts!
How to start a formal letter
1) Include your name and contact information
The return address should be written in the top right-hand corner of a formal letter.This will usually your address, but could be any other address to which a reply should be sent.
2) Include the recipient's name and address
Add the address of the person you are writing to. The recipient's address should bewritten on the left, often starting below your address. If you are going to print and post theletterusing a windowed envelope, make sure you align this address with the clear plastic window.
3) Include the date
There is no strict rule about the placement of the date, but it can be placed oneither the left or right side of the page after the recipient's address. Write the month as aword.
4) Use the right greeting or salutation
The tip to starting a formal English letter is to greet the person you're writing toin the correct way. This is known as the 'Salutation'. If you know the name of theperson you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, includingtheir title. Remember, try not to be too informal or casual.
Salutations Set the Tone! - Greet your recipient appropriately, whether you know their name or not.
Examples:
a) If you do not know the name of the person you are writing to, use thefollowing form (it is always advisable to try to find out a name):
Dear Madam,
Dear Sir,
Dear Sir or Madam,
b) If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr,etc.) and the family name only. If you are writing to a woman and do not know if she usesMrs or Miss, you can use Ms, which is for bothmarried and single women.
Dear Mr Jenkins,
Dear Ms Hamers,
Dear Mrs Hutchins,
Dear Miss Davis,
Dear Dr Green,
Etc.
Did you know?
Complex Salutations
In the past, English formal letters had a variety of intricate salutations based onthe social status and relationship between the writer and the recipient. For example, letters toclergymen might begin with "Reverend Sir" or "Most Worthy Sir."
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How to write the letter body
5) Create the body of your letter
The body content should be clear, concise, and relevant to the purposeof the letter. It should not include any unnecessary information or informal language.
Be direct and try to keep it as brief as possible, often between three or four paragraphs intotal.
The first paragraph should be kept short and is designed to introduce you and to state the purpose ofthe letter- to make an enquiry, complain, request something, etc.
See AlsoHow to Write Any Type of LetterThe paragraph or paragraphs in the middle should contain the relevant informationbehind the writing of the letter. Most letters in English are not very long, so keep the informationto the essentials and concentrate on organising it in a clear and logical manner rather thanexpanding too much.
The last paragraph should state what action you expect the recipient to take- torefund, send you information, etc.
How to end a formal letter
6) Close the letter with a formal sign-off
Just as there are conventions about creating the salutation, thereare also rules about how you close or sign-off your letter. If you do not know the name of theperson, end the letter using 'Yours faithfully'. If you know the recipient's name, use 'Yourssincerely'.
7) Add your signature
Sign your name, then print it underneath your signature using capital letters (ortype it). If you think the person you are writing to might not know whether you are male of female,put your title in brackets after your name. Optionally, it can also be helpful to include your phonenumber and email address.
8) Proofread!
Now that you've completed the first draft, read if over from start tofinish and check for any errors in grammar and spelling. Make sure it readswell and that the recipientwill understand what the letter is about.
Proofreading is Key! - Before sending, always check for errors. A well-proofed letter showcases attention to detail.
Did you know?
Lengthy Closings
In the 18th and 19th centuries, it was common for formal letters to have long andornate closing statements. An example might be: "I remain, Sir, with the most distinguishedconsideration, your most obedient servant."
Abbreviations Used in Letter Writing
There are several abbreviations that are commonly used in professional letters. From "AKA" to "TBD",getting to know these common abbreviations will help to keep your letters sharp.
- AKA
- Also Known As - Used to introduce an alternative name or alias for a person or thing.
- ASAP
- As Soon As Possible - Used to indicate the urgency of a request or action needed.
- Attn:
- Attention - Indicates that the letter is intended for a specific person or department.
- BCC
- Blind Carbon Copy - Similar to CC, but the recipients' names are not visible to other recipients.
- CC
- Carbon Copy - When you send a copy of a letter to more than one person, you use this abbreviation to let them know.
- CEO
- Chief Executive Officer - Refers to the highest-ranking executive in a company or organization.
- COB
- Close of Business - Specifies that a task or response is expected by the end of the business day.
- Enc.
- Enclosure - Used to indicate that additional documents or materials are included with the letter.
- EOD
- End of Day - Specifies that a task or response is expected by the end of the workday.
- EOM
- End of Month - Specifies that a task or response is expected by the end of the current month.
- ETA
- Estimated Time of Arrival - Indicates the expected time of arrival for a package, person, or event.
- FAO
- For the Attention Of - Similar to 'Attn', FAO is used to show that you intend the letter for a particular person or department.
- FAQ
- Frequently Asked Questions - Refers to a list of commonly asked questions and their answers.
- FYI
- For Your Information - Used to provide information or share something without expecting a specific response.
- N/A
- Not Applicable - Indicates that something does not apply to the given context or situation.
- PP
- Per Procurationem - A Latin phrase meaning that you are signing the letter on somebody else's behalf;if they are not there to sign it themselves, etc.
- PS
- Postscript - (also written as 'P.S.') Used when you want to include an additional thought or message at the end of a letter after the signature.
- PTO (informal)
- Please Turn Over - Used to make sure that the other person knows the letter continues on the other side of the page.
- Re:
- Regarding - Indicates that the letter is in reference to a particular subject or previous correspondence.
- RSVP
- Répondez s'il vous plaît - (also written as 'R.S.V.P.') French abbreviation meaning "Please respond." Used to request a response to an invitation or inquiry.
- TBD
- To Be Determined - Indicates that a decision or information is yet to be finalized or confirmed.
Outline: A Covering Letter
A covering letter accompanies your CV or resume when applying for a job. It shouldinclude information about the applicant's qualifications, experience, and interest in the position. This isa simple formal letter example that uses a fairly conventional layout of the paragraphs.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about thevacancy.Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be considered forthat particular post. State your relevant qualifications and experience, as well as your personalqualitiesthat make you a suitable candidate.Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you think couldhelp your case.Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest andclose the letter.
Outline: A Letter of Enquiry
A letter of enquiry is sent when you are approaching a company speculatively,that is you are making an approach without their having advertised or announced a vacancy. It's an exampleof a basic business letter, and should include information about the applicant's qualifications, experience,and interest in the company.
Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position youare seeking, why you are interested and how you heard about them.Paragraph 2
Show why their company in particular interests you, mention your qualifications and experience alongwith any further details that might make them interested in seeing you.Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you would likethem to focus on in it.Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company anddesire to be considered for posts that might as yet be unavailable.
What is MLA letter format?
This refers to the guidelines recommended by the Modern Language Association for writing and formattingletters in a uniform and professional manner. This format is commonly used in academic settings, such aswhen writing cover letters for research papers or submitting correspondences to scholarly journals.
The primary purpose of following MLA format is to ensure clarity, consistency, and proper organisationin written communication. The format includes specific guidelines for elements such as the heading, date,recipient's address, salutation, body paragraphs, closing, and signature. By adhering to these guidelines,writers can effectively convey their ideas while maintaining professionalism and adhering to academicstandards.
More information: Using MLA Format
What is APA letter format?
The APA format recommended by the American Psychological Association is a standardised way to structure andpresent written correspondence in the field of psychology and other social sciences. It outlines specificguidelines for fonts, margins, spacing, and citation style to ensure consistency and clarity in academiccommunication.
This format is widely used in research papers, professional letters, and manuscripts, aiming to provide acohesive and professional appearance. The format emphasises readability and organisation byincluding a clear heading, concise and formal language, and proper referencing. Additionally, it includesspecific guidelines for the placement of addresses, dates, salutations, subject lines, body paragraphs, andsignatures, allowing writers to maintain consistency and professionalism in their correspondence.
Overall, the APA format serves as a tool to enhance communication within the academic community andensure that ideas and information are conveyed accurately and effectively.
More information: Using APA Format
What is Chicago letter format?
Chicago letter format is a specific style of formatting business letters that is commonly used in the UnitedStates. It follows a set of guidelines to create a professional and visually appealing document.
The format typically starts with the sender's contact information, including the name, address, phone number,and email address. This is followed by the date on which the letter is written, and then the recipient'scontact information, including their name, title, company name, and address.
An appropriate salutation is used to address the recipient, after which the body of the letter is typicallydivided into paragraphs, with each paragraph conveying a distinct idea or point. It is crucial to maintain apolite and formal tone throughout the letter.
It is common to include a complimentary closing, such as "Sincerely" or "Best regards," followed by thesender's name and title. Lastly, the sender's initials may be included, along with any enclosures orattachments.
The Chicago format ensures that business correspondence is clear, organized, and professional,allowing for effective communication between parties.
More information: The Chicago Manual of Style Online
Final Thoughts
We hope you have found this comprehensive guide useful. Mastering the art of writing this type of letter isan essential skill in both professional and personal contexts. The ability to communicate effectively andappropriately through a formal letter can open doors and facilitate important conversations. Byunderstanding and applying the principles outlined here, you can ensure your formal letters are clear,concise, and convey your message effectively.
Remember, practice makes perfect! - The more you write, the better you'll get. So, keep practicing and refining your skills.
Written by Richard Flynn, co-host & editor of UsingEnglish.com, withadditional contributions by Adam King.
