How To Write A Formal Letter In English?
As we are living in the world of development, there has been so much advancement in almost every field mainly technology. Different softwares and applications have been launched to help people in understanding everything. The one basic defect of these applications is that people have their lost command on the use of formal languages.
We really need to know about the formal way of communicating with people around us. For instance, we need to know the difference between writing a letter for a job and writing a letter to a friend. Here, on TapeDaily, we will tell How to Write a Formal Letter in English.
A Formal Letter should have the best and polite way of conveying the message to the receiver. Choice of words must be kind and effective. Try not to stuff in your writing with complex words. Keep it short, simple and easy so that the reader can understand it quickly.
The letter should not contain phrases like ‘do it’, ‘do this’ etc. as this may offend the reader. Always write it in a way that you are requesting, not ordering.The letter should be to the point. No extra information should be given or asked. Letter’s content must be clear and not vague as it impacts a false impression on the reader.
Only include the main point while writing a letter. Do not give too many details that are irrelevant or that deviates from the actual cause of writing. Main points can be highlighted. The reason for writing the letter should be written clearly and should be underlined at the start of letter.
Steps To Follow
Following are the basic steps that should be followed while writing the formal letter:
- Correct Grammar
- Correct Format
- Nature of The Letter
- Correct Heading
- Subject of The Letter
- Greeting Words
- Reason for Writing The Letter
- Call For Actions
- Final Salutations
- Your Information
While writing a formal letter we should make sure that there are no mistakes in it. Double check your spellings and grammar. Incorrect spellings or grammar may have a false impression on the reader.
Keeping in mind that this is a formal letter you should focus on the format of the letter. The correct format must be strictly followed.
Nature Of The Letter
We should keep in the mind the nature of the letter and proceed likewise. If it is for a job, then we should choose our words according to that. Kind and polite words must be used to please the reader. If it is for a friend, then you may use your convenient way of communication.
Heading should be given carefully, which must include the receiver’s name, address, details like company’s name and position that he occupies there. Contact number and email address can be added. This will help you in identifying the person later.
Subject Of The Letter
The letter must contain a subject, telling about the main point of writing the letter. The subject is mainly written in a way that it becomes prominent to whoever reads the letter. Make it bold and underlined so that whenever someone opens the letter, it is the first thing they see.
The body letter must start from the greeting to the person, exclusively, for whom the letter has been written. The selection of words for greetings must be done carefully. For example Dear Sir, Respected Principal etc. It also depends on the nature of the letter.
Reason For Writing The Letter
The first paragraph of the body must contain the reason or problem which led you to write the particular letter. The detailed problem must be discussed. If you are writing on behalf of someone else like your classmates or teammates, try adding their point of view also and mention them as well.
Call For Action
The second paragraph should be indicating the solutions to the given problems stated in the former paragraph. Also tell them, what you think that how can a problem be solved or what your teammates think about it.
Language in this paragraph must be easy, kind and motivating words should be used. Do not write anything that may seem you’re ordering the reader. The use of ‘I suggest’ or ‘In my opinion’ can be helpful.
In the last paragraph, write a few formal lines telling that you have confidence in them for considering their request. You may thank them for taking out time to read your letter. For example: thank you in anticipation. Also, write your motivation for writing this letter.
In the end, write your name followed by your signature, your designation, details etc. so that they can identify you. For example Yours Obediently, Amna Shaheen, Manager, Jubilee Life Insurance.
After completing the letter, write the complete address of the receiver on the envelope. Also mention his/her name, contact number etc. so that the person who is delivering the letter may contact the receiver directly for any query, in case. Re-check your letter and find out the mistakes yourself.
- Keep in mind, you must use correct and non-abusive language for the situation.
- You should not make spelling and grammar mistakes.
- Cross check your letter and make sure it’s correct and impeccable.
- For more opinions, get your letter checked by someone else first.
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