Knowing how to write a formal letter is important for your academic and professional career. We’ve made formal letter-writing easy. All you have to do is follow the steps below.
A formal letter is a letter—or correspondence—written for a professional or academic setting.
Types of formal letters include:
As you can see, there are several reasons you may find yourself writing a formal letter. If you don’t know how to write one, don’t panic. Below, we’ll go over the five easy steps of writing a formal letter.
Formal letters are easy to write, all you have to do is follow these steps:
To start your formal letter, write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this:
Add another space, and then the recipient’s name and contact information.
After writing the date and the recipient’s contact information, open with a greeting. Formal letters begin with “Dear” and the name of the person receiving your letter. If you don’t know the name, write the job title or department. Only use “To Whom It May Concern” as a last resort.
The most common formal letter format is block style: single space and left justify each paragraph.
Dear Fiona Fernandez,
Note that the comma comes after the name.
When writing the body of a formal letter, remember to be brief and stick to the point, avoid contractions, and proofread your text. Regardless of what type of formal letter you’re sending, the last thing you want to do is send one riddled with errors.
If you want to be certain your writing is free of spelling and grammar mistakes, LanguageTool’s online editor can check your writing as well as offer stylistic improvements and formatting suggestions.
You’ll want to end your formal letter with a complimentary close. The most common complimentary close for a formal letter is “Sincerely.” Other closes include:
The comma comes after the complimentary close, and only the first word is capitalized. After the complimentary close, leave a space for your signature, and then type your name below it.
You can send your formal letter in multiple ways. One, by folding the letter into a stamped and addressed envelope and sending it in the mail. Or two, by sending it as an attachment in an email. Keep in mind that you may follow these same steps to write the letter as a formal email instead, without including the date and contact information.
There’s no way around it. Knowing how to write a formal letter is important. When the time comes, and you find yourself having to write one, just follow these steps to write an excellent formal letter.
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Gina holds a Bachelor of Arts in English. With a passion for creating art with words, she spends her free time reading and writing. And no, we didn’t force her to say that. You can find her strolling the shorelines with her loyal canine companion, Mango, or (painfully) cheering on her favorite team, the Miami Dolphins.
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