How to Write a Formal Letter

The following is a step by step guide on How to Write a Formal Letter

It is essential that you know how to write a formal letter when corresponding with a business or in any situation where respect must be shown for the recipient. A conversational tone like you would use with a friend or family member is not appropriate when corresponding in business matters. This article will outline how to write a formal letter, so that you can correspond in a professional manner when necessary.

How to write a formal letter properly

1. Use the right stationery. When writing in a formal manner, choose white or cream colored stationery. It is best to stay away from bright colored or decorated stationery when corresponding for business or professional purposes. Also consider using your own letterhead paper.

2. Type your letter. Professional or business correspondence should always be typed, and not hand-written. Use a word processor or typewriter to construct your letter.

3. Align your text to the left-hand margin. Most people use this format when writing a formal letter. Addresses, dates, salutations and the body of the letter should all be aligned to the left.

4. Type your name and address. If you do not have letterhead paper, space down 4 to 6 lines from the top and include your name, title and address at the left-hand side of the page.

5. Skip three lines and type the date.

6. Type the recipients address. Skip down two lines from the date and type the recipient’s name, title and address. Use Dr., Mr., Mrs., or Ms., whichever is appropriate followed by the recipient's name.

7. Type your salutation. In addressing the recipient, use "Dear" followed by the appropriate preceding title as mentioned above. For example, if you are writing to a woman and you do not know whether she is married, address the letter "Dear Ms. Smith". If you do not know the recipient’s name or gender, simply address the letter to "Dear Sir or Madam".

8. Write the body of your letter. The first sentence should summarize your letter; in other words, it should state the purpose of why you are writing, and introduce you as well if the recipient does not know who you are. In the main body of your letter, include relevant information and be brief. Write in a concise manner, and do not include information that is not necessary. Close your formal letter with a paragraph describing briefly what action you expect the recipient to take.

9. Close your letter. "Sincerely" or "Respectfully" are good closing remarks to use in your formal letter. Skip down four lines and include your name and title if applicable, then sign your letter before sending it off.

This may seem like a lot of information, but the task is pretty simple and straightforward. The tips above will help you understand how to write a formal letter that accomplishes its purpose.