Formal Letter Format Demystified: Craft Letters that Shine

Formal letter format writing is essential for effective communication within organizations. It allows employees and management to announce important information, make requests, or seek clarification. Formal letters establish clear authority and follow a proper format, ensuring transparency and accountability. Unlike verbal communication, formal letters provide a documented record, minimizing misunderstandings and offering tangible proof of correspondence. This structured approach is crucial in official settings.

But one should remember that these official letters must not contain personal information and that these letters follow a special letter-writing format. The writer should follow a formal tone and language in a standard letter format. The formal letters should be direct and should avoid using confusing words and information. The writer should also avoid using creative and informal language in official letters.

An essential feature of these letters is their fixed formal letter format. In a standard letter format, the writer should use official words and a formal tone of the language. Official letter writing is an important skill and it always helps if you know how to write a formal letter.

Several types of official letters can be used for different purposes. Each official letter has a different formal letter format. One needs to understand the meaning of writing these formal letters and learn the format for formal letters. Let us study more to know what is a formal letter through some formal letter examples.

Types of Formal Letters

Inquiry Letter

The writer can write an inquiry letter when they have to understand to get some new information. People write inquiry letters to learn about things that might help them in the company. These formal letters help the writer to enquire about new job opportunities. In an inquiry letter, one could also enquire about new courses and programs in the company.

Inquiry letters can also help know the product costs, service charges, employment terms, etc.

When writing a letter of inquiry, one must remember these points:

• State with a brief self-introduction.
• Write the letter’s purpose in the subject line.
• Write to the point.
• Include the company’s name.
• Make sure questions or concerns are directed.

Order Letter 

The writer can write an order letter to give orders for the services and products they wish to buy. The writer explains the product or service’s features in such formal letters.

The order letter helps in sharing the exact need of the buyer. The writer can mention if they wish to change or delete any product or service feature they want to buy. The writer must write the following points in the order letter:

• Explain the features of the items needed.
• Mention the number of items needed and also any other important details.
• Give exact details on product shipment. The writer must tell the date they expect delivery of the product or service. The letter must also include information on the destination.
• The order letter must also have all questions about payment. The letter should cover the date, manner, and payment terms.
• Explain all issues and concerns in detail.
• Mention if the parties need to take any action before the sale.

Respond to a Complaint Letter

Consumers write a complaint letter to an organization when they face some issues. These issues might be related to the making of these products or services. In response to such complaint letters, organizations often write answers to complaint letters. The company makes a legal statement to the consumer in this formal letter. These letters help in protecting the brand image of the company. By doing so, the company can also maintain a positive business relationship with the consumers.

But organizations must do proper research about the complaint. After making sure of the complaint, the organization should think about making a statement. Here are a few things that must be remembered while writing a response to a complaint letter:

• The organization should make a committee to understand the problem of the consumer.
• Talk about the organization’s concern and apology for the situation.
• Try to get the customer’s confidence by telling them the action plan for the issue.
• Set a deadline for solving the issue.
• Provide confidence to the consumer that there will be no more complaints or problems in the future.

Sales Letters

Organizations write sales letters to discuss the merits of their products and services. The sales letters help in the marketing of these products and services. The notes also mention the product details, which allows the consumer to buy. One should remember the following points for a good sales letter:

• The sales letter should use a proper formal letter format.
• It should have clear and easy-to-understand language.
• The sales letter should avoid difficult-to-understand words and phrases.
• It should mention all the product details and should not create confusion.
• The letter should be brief and to the point.
• The sales letter should not have any short forms or abbreviations.
• The letter should focus on the positive points of the product or service.
• The sale letter must also convince the consumer to buy the product or service.

Components in a formal letter format

A formal letter has a fixed format. The facts and information must be in simple language that the client can understand. When writing the email, use respectful, easy-to-understand language. The writer should mention all the essential things in the letter. The letter should not have any extra information and should talk to the point and avoid getting distracted.

Here are the main components of a formal letter format, as well as what to put in each section:

Address of the Sender

It is essential to give the sender’s address in a formal letter format. Doing so would avoid any confusion in the future. If the letter is not delivered, it will be returned to the sender’s address.

Date

Mention the exact date on which the letter was sent.

Addressee’s Name / Designation

Give the full title of the recipient along with all necessary information. This ensures that the letter reaches the right person and there is no confusion in the future.

The Addressee’s Address

Mention the recipient’s correct address, which will guarantee that it reaches the right person.

Salutation

One must approach the receiver with respect. This is an essential aspect of any formal letter as it helps set the right tone for the rest of the letter.

Closing Line for Free

After the body, write a complimenting concluding sentence. It will include phrases such as With Greetings, Best Wishes, Yours Truly, and so on.

Signature / Sender’s Name

Remember to provide the identity of the person sending the letter. It will remove any uncertainty from the message.

Sender Identification

The last component of the letter must have a suitable sender designation. It is an integral feature of the formal letter format.

A standard formal letter format is as follows:

Date:

To:

The recipient’s name:

Designation:

Name of the company:

Address:

Subject:

Respectfully, (respected sir/madam):

Letter Body (The content should be in a formal way):

Thanks (consistently thanking you/yours)

Sender’s name:

Designation:

Address:

Uses of a Formal Letter

A formal letter format may be used in several situations when one wishes to communicate officially with authorities.

• HR employees can write professional letters on promotions, onboarding, job offers, and retirement.
• A formal letter format can communicate with other organizations’ top authorities or HR. One can submit or accept a contract offer or revise the conditions of an existing agreement.
• Another example is that a formal letter format may be used to communicate with one’s teacher or higher authorities in academic institutions. One may use it for purposes like writing an application for leave or requesting a letter of recommendation.

Formal letters use simple and structured language to communicate appropriately. They help directly deliver information. An excellent standard letter format allows the writer talks with employees, bosses, other businesses, and others in positions of power, such as government officials, without fear or hesitation.

Also read: How to accept an offer letter

Formal letter format Samples

Sample 1- Template for a job application letter

The candidate sends a job recruitment letter to request that he be considered for that specific position or role by HR or the appropriate authorities. This application can be to apply for a job at an organization.

Here is a sample formal letter format for a job application:

HR or recruitment authority’s email address

(Subject/purpose statement)

Application for the position of account executive at a coffee shop

(Salutation/greeting)

Respectfully, Sir,

(The writer should write the letter’s introduction describing themselves and their interests. They can write about the reason for reporting the letter) I am writing this letter as I came across an advertisement in (Name of the publication) about the job vacancy at your organization. I read the job requirements and qualifications and would like to apply for the position (Name of the work)

(The second paragraph should mention the professional and educational qualifications. It should also mention other certifications and degrees that the candidate has)I did MBA from IIM Ahmedabad and have worked with many companies in the accounting industry. I have also worked in the accounting department of a waffle business. I have experience working on product launches and dealing with customers. The company allowed me to work in the sales department to improve the profit margins.

(The candidate should close the letter on a positive note and give their contact information)Along with this letter, I have sent my CV and resume. I have also included all my work samples, and I hope you will review my application.

(Final salute)

Thank you very much,

With Regards,

Sample 2-Resignation Letter Format Example In addition to the template

Resignation letters are official letters that give information about leaving or quitting a particular firm. It is written to the recruiting authority or the chief executive officer, expressing the exact reason you wish to exit the organization. there are different type of resignation letter. The resignation format for a Nurse is different from the resignation letter of a Teacher

The formal letter format for a resignation letter is mentioned below:

Name

Address

Date

To,

Name of the recipient

Designation

Name of the company

Address of the organization

Subject: Letter of Resignation

Respectfully, Sir/Ma’am,

I want to inform you that I am submitting my resignation from the role (name of the post) from (Name of the organization). I want to request you to kindly accept my resignation w.e.f (with effect from) ________(Date). Further, I take this opportunity to offer my gratitude toward the organization. I have learned much from seniors and colleagues during the last five years. I thank the organization for giving me encouragement for all my projects. Please notify me of the acceptance of this letter. I will be available for any help if needed for an easy transition.

Regards,

Name

Signature

Sample 3- Invitation Letter

An invitation letter is prepared to invite someone to a special event. Some examples include an invitation from a corporation to sponsor an event, an invitation to go to a meeting or a conference, and so on.

One can write an official invitation letter in the following way:

Name of the Sender

Address

Date

To,

Designation of the Recipient

Company Name

Address

Subject: Invitation letter for (Subject/statement of purpose)

Dear Sir/Madame (Greetings/Salutation)

(The writer should write the introduction describing themselves and their interests, followed by a declaration of purpose)It will be an honour to have your kind participation at (the venue). The [name of the occasion], and it will be made more joyous by your presence.

The event will take place at the location [address of the site] on [day of the occasion] at [event start time]. (Conclude the paragraph with a positive note and attach the necessary details) I hope that you will be able to devote some time and attend the event. And I am hoping for a positive reaction from you. We value your presence.

(Concluding salutation)

Thank you so much,

Yours sincerely,

Signature & Name

Take away

A formal letter is legal proof of communication between two or more parties. It is an essential document as it helps to avoid confusion and miscommunication. Writers who do not have enough experience in writing official letters should refer to formal letter format. One can also refer to the standard letter format to better understand. Organizations should encourage written communication in the form of formal letters. It has a lot of advantages and helps to create positive communication channels.

Frequently Asked Questions