How to write a formal letter

Composing a formal letter but feeling a bit overwhelmed? Don’t worry, you’re not alone! Writing a formal letter can be very challenging, especially if you’re new to this form of writing. But fear not, because we’re here to guide you through how to write a formal letter step by step.

Step 1. Choose a letter format

The format is very important because it sets the tone and conveys professionalism. By choosing a formal letter format, you demonstrate respect towards your recipient and create a positive impression. Here are the four standard formal letter options that you can choose from:

• Full block: ALL elements of the letter are left-aligned and open punctuation should be used. There are no indents for paragraphs which gives the letter a clean and modern appearance.
• Modified block: The sender’s address, date, and closing lines are aligned to the right margin, while the recipient’s address and the body of the letter are aligned to the left margin. No indents for paragraphs.
• Semi-block: There is one difference between the modified block and this: the first line of each paragraph in the body of the letter is indented. You can use this style for a slightly less formal tone.
• AMS simplified style: AMS stands for Administrative Management Society. You should left-align all content, capitalise the subject line, and eliminate salutations and complimentary closes. This style is useful when you don’t have the recipient’s name because it doesn’t require a salutation.

Step 2. Include the following elements

Write your letter using the following elements arranged in the following order:

1. Header

This includes your name, address, city, state, zip code, email address, phone number, and date. Make sure that your header details are correct.

Example:

Chris Adams

123 Primrose Street

Manchester, M14 6AQ

makebelieve@gmail.com

1234-567-8910

[leave a blank line]

9 August 2023

2. Recipient’s name and contact information

This includes the recipient’s name, title, company/ organisation, address, city, state, and zip code. Be sure to spell the recipient’s name correctly. It wouldn’t be nice to receive a letter with your name incorrectly spelt.

Example:

James Brown

Manager

Best Company Ever

456 Maple Street

Manchester, M15 7AB

3. Subject line

Subject lines summarise a letter’s content, so they should be concise.  

Example: Subject: Outstanding Payment for Invoice #1234

4. Salutation

Begin your letter with a respectful salutation, based on the recipient’s title and your relationship with them. 

Examples: “Dear Mr. Brown,” or “Dear Sir or Madam,”

5. Body of the letter 

The formal body of a letter typically contains an introduction, the main content, supporting details, requests or clarifications, and concluding remarks. 

Remember–be clear and concise about why you are writing. Make sure your paragraphs are single-spaced, but skip a line between them. Don’t forget to use formal language.

To conclude your letter, use a meaningful sentence. 

Example: “Your prompt attention to this matter would be greatly appreciated.” 

6. Sign-off

Choose a complimentary close that’s fit for the occasion, each followed by a comma. 

Examples: “Sincerely,”, “Yours truly,”, “Regards,”, “Respectfully,”  or “Thank you,”

7. Signature

It can be an electronic or physical signature. If you’re sending a printed letter, leave a space between the sign-off and your typed name to give space for your physical signature.

Example:

Sincerely,

[your signature]

Chris Adams

Step 3. Proofread your letter

Never underestimate the power of proofreading. It doesn’t matter how many formal letters you’ve written in the past – there’s always a chance of errors creeping in. Remember, your letter mirrors both you and your company. So, taking a moment to proofread before hitting that send button can truly work in your favour. If you need a fresh pair of eyes to check your document, hire a professional proofreader.

Whether you’re reaching out to a potential business partner, expressing gratitude, or making an inquiry, following these steps will help you craft a letter that leaves a lasting impression. Also, it’s important to keep in mind that the formal letter should be both clear and concise, conveyed in an appropriate tone, structured correctly, and thoroughly proofread.