Letters
21+ Formal Letter Templates in Word
In the course of your career, you might have had to write down different kinds of sample letters for a variety of reasons. In that case, you would need different aids like formal letter formats to help you with writing any such formal letters you may need to make.
When it comes to writing Word formal letters, there are a number of rules and procedures you would have to conform to. As such, you may be well-served by tools like formal letter templates that could give you a framework so that you need not have to handle all the work on your own. Fortunately, we provide short yet professional layout samples for writing personal and official letters in English. Use our letter for a school, absence, teacher, permission, principal, and so on.
Formal Letter Template
Details
File Format
- Google Docs
- MS Word
- Pages
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Professional Letter Example Template
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File Format
- Google Docs
- MS Word
- Pages
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Formal Letter of Interest Template
Details
File Format
- Google Docs
- MS Word
- Pages
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Formal Interview Letter Layout
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File Format
- Google Docs
- MS Word
- Pages
Size: A4, US
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Short Formal Apology Letter Template
Details
File Format
- Google Docs
- MS Word
- Pages
Size: A4, US
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Formal Letter of Intent Template
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File Format
- MS Word
- Pages
Size: A4, US
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Formal Resignation Letters
Sample Formal Resignation Letter
change-job.com
Formal Permission Letter for Resignation
salesstaff.com.au
Free Formal Request Letters
Formal Invitation Letter to Visitor with Address
wvu.edu
Sample Formal Teacher Invitation Letter
cdc.gov
Components of a Formal Letter
There are some elements of simple letter templates that you can generally expect to find, no matter what kind of template you use such as formal offer letter templates or formal complaint letter templates.
- Sender’s information, which contains your name and address in case of a reply.
- Recipient’s information, which contains the recipient’s name and address so as to make those details clear.
- Salutation, which you would need to open your professional letter to whomever receives it.
- Body, where you place the content of your academic letter.
- Complimentary close, which you use to politely end the letter.
- Name and signature, so that you can affix your creative signature to the letter.
Why You Would Want These Templates?
Aids like formal letters in Google Docs samples generally make for convenient tools when it comes to writing Word documents like these. The help of the best formal printable letter templates can definitely make your life easier for several reasons.
- Convenience, as you need not make each basic letter on your own. Considering that letter-writing can be complicated, some of the difficulty in writing one is taken out of your hands.
- Time-saving, as you need not make the entire letter yourself. This gives you more time to focus on the content of your letters like agency rather than the format.
- Flexibility, as there is a variety of different sample templates available so that you may pick whichever one suits your needs best.
Formal Complaint Letters
Formal Complaint Letter for Goods
pdst.ie
Formal Complaint Personal Letter
healthwatchcoventry.co.uk
Free Formal Business Letter Templates
Basic Formal Business Letter
wikihow.com
Free Formal Apology Letter Template
Formal Apology Letter for Student
uncfsu.edu
Formal Business Apology Letter in English
mbahro.com
Types of Formal Letter Templates
It is no secret that there are any number of different letters that you could possibly write as part of your professional life. However, there are different tools such as formal letters in Pages and offer letter in Docs that you can use for those different purposes. This should allow you to find different templates suited for different purposes so you need not worry about finding whatever you may need.
- Resignation letter templates, for those who wish to resign from their current positions in their companies. Being that this is a type of business letter, a certain amount of formality would be required, hence the need for a formal request letter templates.
- Complaint letter templates, to address your complaints to the appropriate bodies. It is important to remain formal in writing such reference letters, as one would be expected to remain professional even when trying to make a complaint.
- Business letter templates, which precisely have to do with companies or individuals corresponding so as to establish a small business relationship. In that case, a formal tone would be especially useful so as to make a good impression and facilitate the companies going into business.
- Application letter templates, which you would need in simple order to apply for a job. Being that such a writer would be an outsider asking for admission into a company, it would be important to remain formal, polite, and respectful so as to make a good impression.
- Invitation letter templates, as there are different occasions where one can invite other people to certain events and functions. These are not quite like a PDF invitation letter, as you would be trying to invite the recipient to a more professional event than a party, hence the need for a formal tone.
Free Formal Application Letter Templates
Formal Job Application Letter
money-zine.com
Formal Application Cover Letter Format
ames.net.au
Details
File Format
- DOC
Size: 17 KB
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Free Formal Letter Format
Formal Business Writing Letter Format
bereal.com.au
Who Can Use These Templates?
In general, most people would have a need for these simple templates, but you may be wondering at the specifics as there are different kinds of people who could use formal resignation letter in Google Docs or formal reference letter in Word.
- Employees, as some basic templates such as complaint and resignation templates could be utilized by them for their various needs.
- Businessmen, as they could definitely find a use for such templates as business introduction letters to communicate with their peers, or with their own employees.
- Job seekers, who could make use of application letter in Word to help make their own letters more effective tools.
Tips for Using Formal Letter Templates
When using tools like information letter format, there are some guidelines that may help you. After all, such tips may well help when using formal application letter templates, or any other kind of template for that matter.
- Use formal language at all times. These intent letters are used for very particular purposes, which should be reflected by the language.
- Always check the formatting of the letter. This ensures that your formatting is well-done, and properly communicates your intentions for the event letter.
- Be sure to use the right template for the job. Being that there are so many kinds of templates, it is important that you choose one appropriate for the purpose you intend it for.
Formal Letter Examples
Formal Official Government Company Letter
titanplanet.net
Free Formal School Principal Invitation Letter
umanitoba.ca
Details
File Format
- DOC
Size: 122 KB
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Free Leave of Absence Letter for Family Reasons Template
Details
File Format
- MS Word
- Google Docs
- Apple Pages
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How to Write a Formal Letter
While you may have seen different like student letter examples, you would do well to be aware of the steps involved in making one. These steps generally apply to most types of letter types, such as formal thank you letters templates.
- Start with a heading. This is where you place your name, address, contact information, and date.
- Then you include the address of your recipient. This also includes their name, titles, contact information, etc.
- You write down the body of your formal letter word next. Always remember to begin with a salutation to your recipient, and end with a complimentary close to be polite.
- Spacing is important in the body, so remember to leave a space between the salutation and the body proper, and again when you make it to the close. If you have multiple paragraphs, leave one space between them for ease of reading.
- After the close, leave several spaces blank before writing your name. This allows you space to write your signature by hand.
More in Letters
Официальные письма/электронные письма пишутся в формальном (официальном стиле) людям, которые занимают официальные, руководящие должности, например, менеджерам, директорам.
Содержание
- 1 Основные виды официальных писем
- 2 Структура делового письма
- 2.1 Имя и адрес отправителя
- 2.2 Дата
- 2.3 Адрес получателя
- 2.4 Обращение к адресату письма
- 2.5 Название должности отправителя
- 2.6 Отметка о приложениях
- 3 Деловые и формальные письма. Структура делового письма и речевые модели для использования в нем
- 4 Samples of business/formal letters
- 5 Примеры деловых официальных писем
- 5.1 Letter of enquiry (письмо-запрос)
- 5.2 Letter of complaint (письмо-жалоба)
- 5.3 Letter of application
- 5.4 (Письмо-заявление)
- 5.5 Деловое рекомендательное письмо на английском языке
- 5.6 Деловое поздравительное письмо
- 5.7 Письмо о приеме на работу (сопроводительное письмо к резюме)
- 5.8 Деловое пригласительное письмо
- 5.9 Ответ на деловое письмо на английском языке
- 6 Вывод
Основные виды официальных писем
Официальные письма могут быть разных видов:
- Деловое письмо;
- Письмо-запрос информации;
- Письмо-жалоба;
- Письмо-заявление о приеме на работе;
- Письмо-жалоба;
- Письмо-извинение.
Структура делового письма
Имя и адрес отправителя
Реквизиты отправителя и располагается в верхнем левом углу.
Последовательность реквизитов следующая:
- имя руководителя;
- его должность;
- название компании отправителя;
- номер дома, улица;
- город, почтовый индекс;
- страна.
Пример:
Mr Viktor Moskvin
Director
School of foreign laguages “Lingva”
154 Sadovaya St
Moscow 123456
Russia
Отсутствие знаков препинания в деловом письме называется «открытой пунктуацией».
Дата
Дата располагается под реквизитами, отступ три строки. Вариантов написания даты несколько:
- July 28, 2017;
- July 28th, 2017;
- 28 July, 2017;
- 28th July, 2017.
Адрес получателя
Адрес получателя пишется после даты следующим образом:
- полное имя получателя;
- должность;
- название компании;
- номер дома, улица;
- город, почтовый индекс;
- страна.
Перед именем обязательно указывается сокращенное обращение:
- Mr. (мистер, господин),
- Dr. (доктор),
- Ms. (мисс, для незамужней женщины),
- Mrs. (миссис – для замужней женщины или если не уверены в статусе).
Пример:
Mrs Jennifer Grey
editor publishing company “GoodBook”
25 Downing St
London SW1A 2AB
United Kingdom
Расположение адреса аналогично написанию адреса отправителя.
Обращение к адресату письма
- Обращение к адресату начинается начинается со слова «Dear…»(уважаемый(-ая)): Если указано полное имя получателя, то приветствие начинается именно так, с личного приветствия: Dear Mrs Jennifer Grey.
- Если имя неизвестно, то в письме обращаются неопределенно: Dear Sir or Madam.
- В случае обращения на имя компании, обращение является общим: Dear Sirs.
- Если письмо адресовано американской компании, в конце обращения ставится двоеточие: Dear Mrs Jennifer Grey:
Название должности отправителя
Если письмо составлено мужчиной, то слово Mr не ставится. Если письмо составлено женщиной, то после имени в скобках стоит (Mrs). Точка в конце предложения не ставится. Например: Yours sincerely,
Viktor Moskvin
Director
School of foreign laguages “Lingva”, или
Yours sincerely, Nikole Noble (Mrs)
Director
School of foreign laguages “Lingva”
Отметка о приложениях
Деловое письмо может сопровождаться другими документами. Для указания этого в деловой переписке после подписи пишется сокращение Enc или Encs («Enclosures» — «Приложения»). После этой надписи ставится запятая и перечисляются все документы, прилагаемые к основному письму. Например:
Yours sincerely,
Viktor Moskvin
Director
School of foreign laguages “Lingva”
Enc, a copy of the license.
Деловые и формальные письма. Структура делового письма и речевые модели для использования в нем
|
Структура письма |
Речевые модели |
| 1. Официальное обращение к получателю (Address the recipient in a formal manner) |
Dear Sir or Madam — Дорогой Сэр(обращение к мужчине) или Мадам (к женщине) |
|
2. В первом абзаце укажите цель написания письма. (Не используйте глаголы в сокращенной форме!) |
I am writing in connection with/to ask about… – Я пишу в связи с/для того, чтобы узнать/спросить…. I have read/found your advertisement in…and would like to … — Я прочитал/нашел Ваше объявление в…и хотел бы… I am interested in… — Меня интересует… I would like to know more details about… — Я бы хотел узнать больше деталей о… I would like to ask further information about/concerning… — Я бы хотел узнать/спросить дополнительную информацию о/информацию относящуюся… I would like to ask if/when/why/where… — Я бы хотел спросить, возможно ли, если/когда/почему/где… I look forward to your answer/ to hearing from you. – Жду с нетерпением Вашего ответа… |
|
3. Конец письма в соответствующей форме: |
|
| Если письмо начинается Dear Sir or Madam, то письмо нужно закончить фразой |
Yours faithfully,… — искренне Ваш, с уважением… |
|
Если письмо начинается Dear Mr/Mrs Wilson, тогда письмо заканчивается |
Yours sincerely,… — искренне Ваш, с уважением… |
Samples of business/formal letters
Примеры деловых официальных писем
Letter of enquiry (письмо-запрос)
1.Dear Sir/Madam,
2.I am writing in connection with an advertisement for your English course. I am 19 years-old student from Russia. I am interested in English and have been looking for a course in English at higher level.
I would like to ask for more details about this English course. I would be very grateful if you could inform me about payment forms and enrolment requirements.
I look forward to your answer.
3.Yours faithfully,
Ann Rudova
Дорогой Сэр/Мадам
Я пишу Вам в связи с объявлением относительно Вашего курса английского языка. Я 19-летняя студентка из России. Я интересуюсь английским языком и поэтому ищу курсы английского языка для повышения своего уровня.
Мне бы хотелось узнать больше деталей об этом курсе английского языка. Я была бы очень признательна, если бы Вы предоставили мне информацию о формах оплаты и требованиях для зачисления.
С нетерпением жду Вашего ответа.
С уважением,
Анна Рудова
Dear Mr. Stevens,
Mrs. M.K. Collins has applied for work as saleswoman in my drugstore. She has referred me to you as one for whom she has done similar work. Please give me some general information as to her fitness for this work. I shall be grateful to you for this help.
Sincerely yours,
Brian Warner
Уважаемый мистер Стивенс,
Миссис М.К. Коллинз обратилась с просьбой взять ее на работу на должность продавца в нашу аптеку. Она указала Вас в качестве человека, к которому можно обратиться за дополнительной информацией, поскольку она выполняла данную работу для Вас. Пожалуйста, предоставьте мне общую информацию о ее соответствии на данную должностью Я буду благодарен Вам за помощь.
Искренне Ваш,
Брайан Уорнер
Letter of complaint (письмо-жалоба)
Dear Mr. Olsen,
I am writing to complain about ineffective work of your book service centre. On February the third I ordered from you one copy of «Dandelion wine» by Ray Bradbury. The book arrived by mail and I found that some of the pages were transposed so that the book was not usable.
As a result I was left without a needed book. I would like the privilege of returning the defective book to you in exchange for a perfect copy. I hope it would be possible for you to replace it as soon as possible. I look forward to your answer.
Yours sincerely,
Bill Berry
Уважаемый Мистер Олсен,
Я пишу, чтобы пожаловаться на неэффективную работу Вашего книжного центра. 3го февраля я заказал у Вас одну копию книги «Вино из одуванчиков» Рэя Брэдбэри. Книга пришла почтой и я обнаружил, что некоторые страницы книги располагались в не верном порядке, поэтом у книга была «не читабельной».
Как следствие, я остался без нужной мне книги. Я бы хотел заменить бракованную копию книги на нормальную. Надеюсь, что Вы сможете заменить книгу так быстро, насколько это возможно. С не терпением жду Вашего ответа.
С уважением,
Билл Бэрри
Дополнительные речевые модели для письма-жалобы:
- I must express my dissatisfaction with… — Я должен выразить свое недовольство…
- In fact I have already talked/written about it but nothing has changed/happened to… — Фактически, я уже говорил/писал об этом, но ничего не изменилось…
- There has been no replay to my previous letter. – На мое прошлое письмо не было ответа.
- The item has not been replaced. – Изделие не было заменено.
- It suddenly stopped working. – Неожиданно товар перестал работать.
- The keyboard was missing. – Клавиатура была потеряна.
- Contrary to the description in the menu/brochure/time-table…Описание в меню/брошюре/расписании не соответствует…
- The food was not cooked properly. – Еда не была приготовлена надлежащим образом.
- The price was expensive enough. – Цена была завышена.
- It was a very unfortunate event because… — Это событие закончилось неудачей, потому что…
- In this way it ruined all my plans as… — Таким образом, все мои планы были нарушены из-за…
- I hope I can expect… — Надеюсь, что я могу рассчитывать (ожидать)…
Letter of application
(Письмо-заявление)
Dear Sir or Madam,
I am writing in response to your job offer concerning the post of computer operator which I found in the latest issue of «Daily News».
I believe this position fits my expectations of a perfect job for a young person. As far as my qualifications are concerned I have been working for about two years as a computer operator in Gray Service Company, where I have had the chance to get «hands-on» experience with computers in a real working office and coming into contact with the public for the first time. There I have gained a lot of valuable professional experience. In addition to this, I consider myself to be hard-working and a very sociable person.
I would be happy to attend the interview at any time that is convenient to you. I am enclosing the names of two referees from Gray Service Company, whom you can contact for more details. I look forward to hearing from you.
Yours faithfully,
Jane Morrison
Уважаемый Сэр/Мадам,
Я пишу, чтобы ответить на Ваше объявление на должность компьютерного оператора, которое я нашел в последнем выпуске «Дэйли Ньюз».
Я верю, что эта должность соответствует моим ожиданиям идеальной работы для молодого человека. Что касается моей квалификации, я работал оператором компьютеров 2 года в компании «Грэй Севис», где я имел шанс получить практический опыт работы с компьютером в рабочем офисе и первый опыт общения с людьми в рамках профессии. На рабочем месте я приобрел ценный профессиональный опыт. Кроме того, я считаю себя трудолюбивой и очень коммуникабельной личностью.
Я буду счастлив посетить собеседование в любое удобное для Вас время. Я предоставляю имена двух бывших коллег, с которыми Вы можете связаться для получения более детальной информации обо мне. С нетерпением жду Вашего ответа.
С уважением,
Джейн Моррисон
Дополнительные речевые модели для письма-заявления для получения работы:
- I am writing in reply to/with regard to… — Я пишу, чтобы ответить/в связи…
- I am writing in connection with… — Я пишу в связи…
- I would like to express my interest in… — Я бы хотел выразить свой интерес к…
- I found the position/job/post offer extremely interesting because… — Я считаю, что должность/работа/пост является чрезвычайно интересной, поскольку…
- I would like to apply for this job because… — Я бы хотел получить эту должность, так как…
- My reason for applying for this job is that…(I am very sociable, hard-working, talented in…) –Причина, которой я хочу получить это место…
- As for my experience it includes… — Что касается моего опыта работы…
- I worked for…as… — Я работал на должности… в течении…
- I am ready to come to an interview at any time. – Я готов прийти на собеседование в любое время.
- I enclose my CV/references from my previous employers. – Я прилагаю резюме/рекомендации от прежних работодателей.
Деловое рекомендательное письмо на английском языке
В рекомендательных письмах содержится информация о рабочих умениях, навыках, знаниях, опыте, заслугах рекомендуемого человека и оценка его работы предыдущим руководителем.
Дополнительные речевые модели для рекомендательных писем:
- I met him…in…, when he joined… Я встретился с ним … в…, когда он присоединился к…
- …has asked me to write a letter of recommendation to accompany his application for… I am very pleased to do so…. попросил меня написать рекомендательное письмо для подачи по месту требования…. Я рад сделать это.
- …distinguished himself / herself … показал себя как…
- His / her greatest talent is … Его/ее главным талантом является…
- He/she is а creative person… Он/она креативная личность…
- His / her excellent capacity to…was invaluable… Его/ее отличный потенциал к… был бесценен…
- While he / she was with us he / she… His responsibilities included…За время работы у нас он/она… В его/ее обязанности входило…
- His / her main responsibilities were… Его/ее главными обязанностями было… His / her daily tasks included… Его/ее ежедневные задачи включали…
- The only weak spot that I ever noted in his / her performance was… Единственный недостаток, который я отметил в его/её личности…
- I am confident that…will continue to be very effectively. He/she deserves my best recommendations. Я уверен, что … продолжит работать очень эффективно. Он/она заслуживает моих наилучших рекомендаций.
- I would happily recommend …as a hopeful candidate. Я с удовольствием рекомендую … как подающего надежды сотрудника.
Деловое поздравительное письмо
Цель поздравительного делового письма — официально поздравить руководителя компании или своего коллегу. Это письмо может быть короче, чем официальное деловое письмо, но иметь более эмоциональную окраску.
Дополнительные речевые модели для поздравительных писем:
- Best wishes for a happy and prosperous New Year from …! Примите наилучшие пожелания счастья и процветания в Новом году от …!
- In appreciation of our association during the past year, everyone at … extends our very best wishes for a wonderful holiday season! — Ценя наше сотрудничество в течение прошедшего года, каждый сотрудник … выражает наши наилучшие пожелания в связи с праздниками!
- Warmest wishes for a happy holiday season and a wonderful new year! — С самыми теплыми пожеланиями счастливых праздников и прекрасного наступающего года!
Письмо о приеме на работу (сопроводительное письмо к резюме)
Во вступлении к сопроводительному письму рекомендуется упомянуть об источнике информации и желаемой должности.
В основной части письма говорится о профессиональных знаниях, умениях и навыках претендента, содержится информация о резюме, сопровождающем письмо. Изъявите желание прийти на собеседование, по возможности в удобное для работодателя или его представителя время, а также о надежде на положительное решение в сторону претендента. В заключительной части поблагодарите за прочтение письма.
Дополнительные речевые модели для писем о приёме на работу:
- I was interested to read your advertisement for … Я был заинтересован, когда прочитал вашу рекламу в …
- Please accept this letter as application for the … position currently advertised in the … Пожалуйста, примите это письмо как заявление на замещение вакантной должности … , которая была объявлена в …
- I have exceptional verbal and written communication skills. Я обладаю исключительными устными и письменными коммуникативными навыками.
- I can supply references from…if required. Я могу предоставить рекомендации из…если потребуется…
- Thank you for your attention. Спасибо за внимание.
Деловое пригласительное письмо
В деловом мире встречи с партнерами являются частичным залогом успеха, поэтому правильное оформление приглашений является очень важным. При составлении приглашения обратите внимание, чтобы имя партнера было указано полностью. Приглашение должно быть кратким, уместно использование юмора, и конечно же, время отправки приглашения!
Фразы для приглашения:
- You are cordially invited to be the guest of… Мы сердечно приглашаем Вас быть гостем на…
- Allow me the pleasure of inviting you to… Не откажите в удовольствии пригласить Вас…
Ответ на деловое письмо на английском языке
Некоторые письма, полученные компанией, предполагают предоставление ответа. Структура такого письма не отличается от делового письма.
Дополнительные речевые модели для ответа на письмо:
- Thank you for your letter. Спасибо за Ваше письмо.
- We much appreciate your offer. Мы высоко ценим Ваше предложение…
- We shall be pleased to supply you with… Мы будем очень рады поставить (выслать )Вам…
- Regarding your question about… Относительно вашего вопроса о…
Вывод
Официальное письмо состоит из следующих частей:
Официальное приветствие: Dear Sir/Madam – когда Вам не известна фамилия человека; Dear Mr/Mrs Wilson – когда Вы не знаете имени получателя.
Первый абзац содержит приветствие и вступительное слово, цель письма.
В основной части письма раскрывается его содержание – предоставляются аргументы, запрашивается интересующая информация (обычно 1-3 абзаца).
Последний абзац – итог всего письма, а именно, ожидаемые Вами действия от получателя, заключительные комментарии.
Формальное окончание письма: Yours faithfully,… – когда Вам не известна фамилия человека; Yours sincerely,… когда Вы не знаете имени получателя.
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План письма |
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Вступление Абзац 1: приветствие и вступительное слово, цель письма |
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Основная часть Абзацы 2-3: раскрытие содержание письма |
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Заключение Абзац 4: заключительное слово, ожидаемый результат |
Официальные письма также могут быть ответом, содержащим запрашиваемую информацию. Письмо-ответ имеет ту же структуру.
Убедитесь, что при написании Вами письма не упущена ни одна из частей.
Хорошо продуманное и аккуратно написанное деловое письмо является эффективным инструментом в бизнесе, который может не только помочь в заключении различного рода сделок, при приеме на работу и т.д., но и испортить впечатление об отправителе, что не гарантирует ему успех в достижении цели.
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 correspondence and many more. In these situations it’s important that you follow
the expected letter format.
- Layout of a formal letter
- Formal letter writing rules
- Content of a formal letter
- Formal letter template
- Abbreviations used in letter writing
- Template for a covering letter
- Template for a letter of enquiry
Use a formal letter format
The example letter writing format shown below shows you a general outline for a
formal or business letter. Further information about each part of a formal letter can be found after
the image.
Follow a formal letter format when writing formal
letters
In English there are a number of official letter format conventions that should be
used when formatting a formal or business letter. Furthermore, you try to write as simply and as
clearly as possible, and not to make the letter longer than necessary. Remember not to use informal
language like contractions.
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 be
written on the left, often starting below your address. If you are going to print and post the
letter
using a windowed envelope, make sure you align this address with the clear plastic window.
3) Include the date
Different people put the date on different sides of the page. You can write this on
the
right or the left on the line after the address you are writing to. Write the month as a word.
4) Use the right salutation
The tip to starting a formal English letter is to greet the person you’re writing to
in
the correct way. This is known as the Salutation. If you know the name of the
person
you’re writing to then use ‘Sir’ or ‘Madam’ here, otherwise write their full name, including their
title. Remember, try not to be too informal or casual.
Examples:
a) If you do not know the name of the person you are writing to, use the
following 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 uses
Mrs or Miss, you can use Ms, which is for both
married and single women.
Dear Mr Jenkins,
Dear Ms Hamers,
Dear Mrs Hutchins,
Dear Miss Davis,
Dear Dr Green,
Etc.
5) Create the body of your formal letter
Write the body of your letter in formal language. Be direct and try to keep it as
brief
as possible, often between three or four paragraphs in total.
The first paragraph should be kept short and is designed to introduce you and to state the purpose of
the
letter- to make an enquiry, complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should contain the relevant information
behind
the writing of the letter. Most letters in English are not very long, so keep the information to the
essentials and concentrate on organising it in a clear and logical manner rather than expanding too
much.
The last paragraph of a formal letter should state what action you expect the recipient to take- to
refund, send you information, etc.
6) Close the letter with a formal sign-off
Just as there are conventions about creating the salutation for your letter, there
are
also rules about how you close or sign-off your letter. If you do not know the name of the person,
end
the letter using ‘Yours faithfully’. If you know the recipient’s name, use ‘Yours sincerely’.
7) Add your signature
Sign your name, then print it underneath your signature using capital letters (or
type
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 phone number
and
email address.
Proofread your letter
Proofread your letterNow that you’ve completed the first draft of your letter, read if over from start to
finish and check for any errors in grammar and spelling. Make sure it reads
well and that the recipient
will understand what the letter is about.
If you want more help with how to write formal or informal letters please feel free to ask us in our Letter Writing forum.
Our teachers will be able to help answer any questions you might have. Ask us a Question
Download our free formal letter template:
MICROSOFT WORD TEMPLATE (DOCX)
Abbreviations Used in Letter Writing
The following abbreviations are widely used in formal letters:
- asap = as soon as possible
- cc = carbon copy (when you send a copy of a letter to more than one person, you use
this
abbreviation to let them know) - enc. = enclosure (when you include other papers with your letter)
- 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 (when you want to add something after you’ve finished and signed it)
- pto (informal) = please turn over (to make sure that the other person knows
the
letter continues on the other side of the page) - RSVP = please reply
Outline: A Covering Letter
A covering letter is the one that accompanies your CV when you are applying for a job. Here is a fairly
conventional plan for the layout of the paragraphs.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the
vacancy.Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be considered for
that particular post. State your relevant qualifications and experience, as well as your personal
qualities
that make you a suitable candidate.Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you think could
help your case.Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest and
close the letter.
Outline: A Letter of Enquiry
A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach
without their having advertised or announced a vacancy.
Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you
are 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 along
with 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 like
them to focus on in it.Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company and
desire to be considered for posts that might as yet be unavailable.
Learning how to write a formal letter is essential when establishing a sense of professionalism in the workspace. Whether you’re communicating with your boss, employees, or someone outside of your business, a business letter acts as a representative of the organization. The way you present yourself in your letter sets the tone for your business.
Using a professional tone informs readers that you are serious about your work and possess expert knowledge on the subject you are bringing forward. This article looks at formal letter examples and formal letter formats, which will help you become an expert in professional communication.
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What Is a Formal Letter?
A formal letter is a document written in a professional tone that follows a specific format, addressed to authorities, coworkers, dignitaries, and seniors. You do not address these types of letters to friends, family, or personal acquaintances. They are the opposite of an informal letter, which uses more conventional language.
Formal letter examples include business letters, appointment letters, resignation letters, cover letters, and recommendation letters. You can send formal emails, but a paper letter gives more detailed personal attention.
What Are the 5 Parts of a Formal Letter?
- Address: You must include both the sender and the recipient’s address. The sender’s address belongs to the writer and is written on the top-right corner of the paper. It is followed by the sender’s email address and then the date. The recipient’s address appears below the sender’s address, in the upper left-hand corner. You do not repeat the date under the receiver’s address.
- Salutation: The salutation is an essential part of a formal letter. Unlike an informal letter where you can address the recipient however you see fit, the standard salutation for a formal letter is “Dear Sir/Madam”. If you do not know the recipient’s gender, you can address them by occupation or full name. Your salutation should depict respect.
- Title: After the salutation, the title or heading comes next. The title contains brief information on the subject of your letter. It should clearly state the letter’s purpose, and it is usually written in caps lock or underlined.
- Body: The body is the main part of the letter, written in single-space paragraphs. The body paragraph comes after the introduction, before the conclusion, and should state the key reasons for writing the letter. You should divide this section into small, concise paragraphs.
- Signature: Once you’ve concluded your arguments, you must include a subscription and a signature at the bottom of your letter. An example of a subscription is “Yours Faithfully”. Your signature should appear below the subscription, in the same position. In a formal letter, the authentic signature is usually handwritten.
How to Write a Formal Letter: Beginning and Ending
You want to draw the reader in from the very first sentence, so it’s vital to know how to address formal letters. On the same note, you want to end your letter strongly so the reader is left with a good impression of you as a professional. Below are key points to note when beginning and ending your formal letter.
How to Begin a Formal Letter
The majority of formal letters begin with the word “Dear” before the name of the recipient. You can either use the person’s first and last name or their title and surname. If you do not know the person’s name, you must address the letter using “Dear Sir or Madam”.
Regardless of how you begin your letter, it must be accompanied by a comma. Your first sentence, which should start on a new line after the title, should directly indicate why you’re writing the letter.
How to End a Formal Letter
How you end your letter will be determined by the message you want to send. Examples of letter closings include “Yours sincerely”, “Yours faithfully”, “Respectively”, and “Warm regards”. Remember that you must use a comma to end your message.
How to Write a Formal Letter: 5 More Useful Tips
Make Use of the Right Tone
You must write a formal letter with a professional approach. Take into account your target audience and be wary of the words you use. Write in the proper format, avoid using slang and contractions, and maintain a courteous approach.
Be Clear and Concise
It is important to state the objective of your correspondence clearly in the introduction of your letter. Ensure that it is brief and straightforward. Knowing how to communicate is a professional skill everyone should know in the workspace.
Proofread Your Letter
Proofread your letter and review your work thoroughly. This letter could be an essential part of transitioning into the next stage of your career. Give yourself at least four weeks to write, review, and check for spelling and grammar mistakes before sending it in. A letter that is free of errors will appear more professional.
Include the Proper Elements
When writing this type of letter, make sure to include all of the required information. This includes the address of the recipient, your name, and your signature.
Use Proper Format and Presentation
When writing a handwritten formal letter, choose high-quality paper and a matching envelope. Ensure that you spell the name of the recipient correctly and that the address is correct. Remember to sign the letter.
Formal Letter Examples to Help You Communicate Effectively
Writing any kind of formal letter is easy once you have mastered the techniques of sharing clear and concise messages. Below are formal letter examples that will help you communicate effectively. The first is a common example of a formal letter delivered by email, and the second is a common example of a formal handwritten letter.
Formal Letter Example 1: Application Letter
Lynn Thomas
123 Main Street
Anytown, FL
32821
lynn@email.com
February 12, 2022
Hiring Manager,
WebTech Solutions
123 Business Road
Business City, NY
54321
Dear Sir/Madam,
I am writing in regards to the human resources consultant position advertised on CareerKarma.com. I am very interested in this position and would appreciate being considered a candidate for it.
I have work experience in human resources departments, providing help to various sectors. I have been employed as a human resources generalist for the past four years. Before this position, I worked as a human resources assistant for two years.
I have a strong desire to help people, and I excel in looking for answers to common HR issues, which I believe would be a valuable asset to your organization. I possess excellent communication skills, which are critical for HR success. I have a degree in human resources from Arizona State University.
«Career Karma entered my life when I needed it most and quickly helped me match with a bootcamp. Two months after graduating, I found my dream job that aligned with my values and goals in life!»
Venus, Software Engineer at Rockbot
I promote employee retention and improve business cultures by establishing training and education programs. Making sure my employees have access to the information they need to succeed and comply with legal obligations is of utmost importance to me.
I appreciate your taking the time to read this message, and I am looking forward to hearing from you about the next steps in the recruiting process. Please contact me if you have any questions or require extra information.
Sincerely,
Lynn Thomas
Formal Letter Example 2: Resignation Letter
Jennifer Lee
22 Main Street
Business City, NY
87321
lee@blue.com
February 12, 2022
Mr. Isaac
Managing Director
Blue Enterprises
546 Business Road
Business City, NY
54321
Dear Mr. Isaac,
I am writing to inform you that I am resigning as the Product Manager for Blue Enterprises, effective March 23, 2022.
Thank you very much for the professional and personal development opportunities you have afforded me over the last three years. I have loved working for the organization, and I appreciate the help during my tenure.
Sincerely,
[Signature]
Jennifer Lee
How to Use Formal Letter Examples to Write Your Own
This article has provided you with formal letter examples to write your formal letter. According to ResumeLab, an excellent cover letter will get you the job 85 percent of the time, even if your resume isn’t impressive. Follow a sample letter and include all of the right elements to help you make the professional leap to boost your career needs.
Always ensure that you maintain a formal tone and avoid a friendly tone, and proofread your work to ensure that you have no grammatical errors. With constant practice, you will develop your formal letter writing skills.
How to Write a Formal Letter FAQ
What is the best way to start a formal letter?
The best way to start a formal letter is with a greeting. The salutation is the formal greeting. Most salutations begin with “Dear,” followed by the recipient’s name. All salutations begin their titles with a capital letter and end in a comma.
Is it necessary to include a subject in a formal letter?
Yes, it is necessary to include a subject in a formal letter. The subject line should be written in a concise formal manner and should summarize the objective of the letter. Because the subject line functions as a title or heading for the material, it must be related to the written content.
What is the basic format of a formal letter?
The basic format of a formal letter includes six elements: the address (sender’s and receiver’s), date, salutation, subject, body text, and end. These elements are essential for the proper flow of information in any formal letter.
What tone should a formal letter always carry?
A formal letter should always carry a polite tone. Your formal letter should be professional and convey respect for the recipient. This polite and professional tone will also imply that the writer is serious about his or her subject.
Download Article
A step-by-step guide to writing a traditional block style and AMS letter
Download Article
- Sample Letters
- Block Style Letter
- AMS Style Letter
- Sending a Letter
- Expert Q&A
- Tips
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Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.
Things You Should Know
- Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
- AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.
- Always use a positive tone throughout your letter that clearly states your wants, needs, or actions.[1]
Sample Letters
-
1
Put your address and phone number in the top left-hand corner. If you’re representing a company, write the company’s address. If you’re the sender, write your address. Place your street address on the second line and your city, state, and zip code on the third. Include your phone number directly below your address.[2]
-
2
Write the date a line below the sender’s address. The date is important because it shows when the letter was written. Place the date 2 in (5.1 cm) from the top of the page a line after your address.[3]
- If you live in the United States, write your date as June 15, 2017.
- If you live in a European country, write your date as 15 June 2017.
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-
3
Put the recipient’s name beneath the date. Skip a line and write out the recipient’s name. Include the sender’s title (Mr., Mrs., Ms., Miss, Dr., etc.) before their name for formality.[4]
Follow the recipient’s name with their job title, then write the name of their company or business below it. Write out the address the same way you printed yours at the top of the page.[5]
- If you don’t know the recipient’s title, do some background research or call the company.
-
4
Greet the recipient with a polite salutation. Start your letter with a greeting like “Dear” to directly and formally address the recipient. Then, write out the recipient’s name again (including their title), and place a colon after the greeting to introduce the body of your letter.[6]
- Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
- If you typically address the recipient by their first name, it’s okay to address them as such in your letter.
-
5
Compose the body of the letter. Keep your letter clear, concise, and polite. Write in a formal tone and include at least 2 paragraphs about 5 sentences long that explain the purpose of your letter. Use a single space left-aligned format throughout, using the enter key to divide each paragraph.[7]
- In the first paragraph, start with a friendly opening that briefly states the reasoning or goal of your letter.[8]
- “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”
- In the second paragraph, use examples to stress or underline your points if necessary, especially if you’re persuading someone.
- “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”
- In the final paragraph, summarize your purpose for writing again and suggest how you might want to proceed.
- “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”
- In the first paragraph, start with a friendly opening that briefly states the reasoning or goal of your letter.[8]
-
6
Sign your letter with a formal goodbye. Close with “Sincerely,” “Thank you,” or “Best,” followed by your full name. Place any other contact information below your name, including your job title, phone number, and email address.
- If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
- If you’re emailing your letter, digitally sign the document.
-
7
Add an enclosure to the bottom of the document if you’ve attached materials. If you’re sending other documents or paperwork along with your letter, note how many documents are enclosed. Write “Enclosure:” along with the number of items below your signature.[9]
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-
1
Write your address in the top left-hand corner. AMS letter format has been around since the 1950s and uses a full-block form and open punctuation. Put your business’s name, along with your street address, in the top left-hand corner.[10]
- If you’re using a letterhead, you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.
-
2
Place the date directly below your address. Don’t leave a blank line between the sender’s address and date, as this is one of the ways an AMS style letter differs from the traditional block style.[11]
-
3
Write the recipient’s address a line below the date. Skip a line after the date and list the recipient’s name, company, and address. Keep this left aligned as well.[12]
-
4
Include an all-caps subject line. One main difference between an AMS style letter and other formats is that it includes a subject line, like an email. Summarize your letter in one line or sentence, put the title in all caps, and place it directly under the recipient’s address.[13]
- For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
- If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.
-
5
Put together the body of your letter. As with any formal letter, keep the body of your letter short, simple, and to the point.[14]
Express what you need or want from the recipient right away, detail any information that may be necessary to prove your points, and then provide a solution or call for action.- Introduce your reason for writing them in the first paragraph.
- “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
- Explain any further details or points in your second paragraph.
- “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”
- Use a formal and polite tone while discussing your topic, even if your letter addresses an unfortunate circumstance.[15]
- Introduce your reason for writing them in the first paragraph.
-
6
Sign your name at the bottom of your letter. Unlike traditional letters, a formal AMS letter does not include a salutation before or after the body paragraphs. So, once you’ve finished the body paragraphs, print your name and job title in closing.[16]
- Leave enough space for a physical or digital signature.
-
7
Add any enclosures. Enclosures are extra materials sent with your letter. Write the word “Enclosure” below your signature, and then list the names of the enclosed materials. Only do this if you have other materials attached with the letter.[17]
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1
Pick out an envelope. Opt for an envelope that’s plain and either square or rectangular. While brightly colored envelopes can be fun, they may not be the best idea for a formal letter (remember, you mean business). So, avoid ones with patterns or designs.
-
2
Fold your letter so it fits inside your envelope. A double or triple fold may be needed to fit your letter snuggly. Do your best to make the folds even.[18]
- If you’re using a standard rectangular envelope, fold your letter in horizontal thirds.
- If you’re using a square envelope, fold your letter in half horizontally and then in half vertically, so it forms a rectangle.
- Try only folding your letter once, as a letter with too many creases could make your envelope bulky and more difficult to mail.
-
3
Place the letter inside the envelope. Seal the envelope shut by licking along the seal line or peeling off the strips covering the sticky part of the seal. This will depend on the type of envelope you have.[19]
- If you don’t like licking envelopes, no worries! Use some tape to seal it shut.
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4
Write your name and address in the top left-hand corner. Putting a return address on your envelope is very important because it’ll tell mail carriers where to bring the letter if it doesn’t reach its destination. Put your name and street address in the top left corner on the front of the envelope (the side without a flap).[20]
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Put the recipient’s address in the center of the envelope. Use the same address you used when writing your letter. Write the recipient’s name and address on the front center of the envelope in neat handwriting. If you’re sending the letter to a specific company, put the company’s name below the recipient’s name and above their address.[21]
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Stick a stamp (or 2) in the envelope’s upper right corner. In order to mail your letter, you need to pay for postage. Stamps are the easiest way to do this. Simply place a stamp in the right corner, across from your address, and you’re good to go![22]
- Typically, it costs $0.63 to mail a standard letter first class.
- One stamp generally equals $0.63, but if your envelope is heavier than 1 oz of paper, it may need 1 or 2 stamps to cover the cost.
- If you’re unsure how many stamps to use, head to your local post office to weigh your envelope.
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Question
How do I start the address on a formal letter?
Shannon O’Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life’s work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master’s of Technology, Innovation, & Education from Harvard University.
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Expert Answer
Always call the person by their title if you know it. If you can, do some research to find out what their titles are so you address them properly.
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Question
What are the correct page size and margins for a formal letter?
This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.
wikiHow Staff Editor
Staff Answer
Use 1 inch margins and standard letter or printer paper that’s 8.5 inches by 11 inches.
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Question
How do I write a formal letter to a government official?
This answer was written by one of our trained team of researchers who validated it for accuracy and comprehensiveness.
wikiHow Staff Editor
Staff Answer
Follow the advice and format above, but make sure to address the letter to the government official you wish to write. Some officials state how to send them mail on their websites, so check that before heading to the mailbox.
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Use 1 inch (2.5 cm) margins for all formal letters.[23]
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In cases where you represent a business, consider putting the business’s logo and address in the middle of the page as a background.
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Always proofread your letter before sending it. This way, you can catch grammatical errors before your boss or potential employer.
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Article SummaryX
To write a formal letter, start in the top left corner. Write the sender’s name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like «November 16th, 2015.» Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you’re ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you’re enclosing other materials with the letter, put «Enclosure» at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading!
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