In dealing with professional entities, organizations, or individuals, we must make sure that we are employing the proper method of communicating with them. One of the most acceptable method of professional communication is the sending of a formal letter. Formal letters can be used by business owners, business partners, managers, employees, professors, and even students.
Whatever the reason for the creation of a formal letter, one needs to refer to a proper template. On this page, we are providing you with a varied collection of Formal Letters, which you may download easily. Scroll down below and start downloading our templates now!
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Free Formal Letter Example
Free Formal Letter Format
Free Formal Reference Letter Template
Formal Request Letter Template
Formal Complaint Letter
Formal Application Letter Format
Formal Leave Letter Template
Free Formal Business Letter
Free Formal Excuse Letter
Formal Demand Letter
Formal Invitation Letter
Formal Letter of Interest Template
Formal Interview Request Letter Template
Free Formal Thank You Letter Template
Free Formal Grievance Letter
Formal Resignation Letter Examples
Formal Job Resignation Letter Example
Formal Request Letter Examples
Formal Leave Request Letter Example
Formal Business Payment Request Letter Example
Formal Complaint Letter Examples
Formal Employee Complaint Letter Example
Example of Formal Complaint Letter
Formal Business Letter Examples
Formal Business Complaint Letter Example
Formal Business Thank You Letter Example
Formal Business Invitation Letter Example
What Are Formal Letters?
A formal letter is a letter which is written with a formal purpose. There is a general misunderstanding that formal letters are equivalent or synonymous to business letters. For the sake of clarification, all business letters are formal letters but not all formal letters are business letters.
Formal letters are written for various reasons, depending on the contextual factors which serve as an impetus for its creation. For example, in the corporate world, a chief executive officer might be able to communicate with his/her subordinates by sending a notification letter, an employee disciplinary notification letter, or an employee termination letter. On the opposite end of the spectrum, employees are also able to convey their concerns through employee formal letters such as job formal resignation letter, job promotion letter, etc.
Not only are formal letters used in the business arena but also in other formal settings such as in educational institutions and in other types of organizations. Even government agencies churn out formal letters on a regular basis. The various types of formal letters would be discussed below.
What Are the Uses of Formal Letters?
There are various reason for the creation of formal letters and some of the most common ones are the following:
- It is used by business owners to communicate with another business entity in order to communicate his/her intent to form a business partnership with such entity.
- It is used by business owners to formally purchase items by bulk form a vendor.
- It is used by business owners to formally severe a business relationship which he/she no longer finds profitable.
- It is used by employers to formally warn an employee who has conducted himself/herself in such a manner which is in violation to the company’s rules and policies.
- It is used by employers to formally notify an employee whose employment is to be terminated.
- It is used by managers or team leaders to formally notify his/her subordinates with information regarding their tasks, functions, or company goals.
- It is used by employees who want to communicate with their managers or employers that they are planning to tender their resignation.
- It is used by employees who want to apply for a job promotion.
- It is used by job seekers to attract the attention of hiring managers in order to convince them that they are qualified for the job positions which they are applying for.
- It is used by students who are in need of financial aid or a scholarship from a charitable institutuion in order to pursue their academic goals.
- It is used by prospective graduate students to apply for a slot in a graduate degree program which they want to study.
- It is used by college applicants who want to get accepted in a university.
- It is used by graduating college students to apply for internship.
- It is used by individuals who want to express their complaint formally.
- It is used by a prospective leasee to convince a landowner or real estate owner that he/she wants to rent a property (land or building).
- It is used by individuals who are asked to recommend another person to provide testimonies regarding the applicant’s qualifications and other positive attributes.
For more information about the various purposes of formal letters, check out our collection of letter templates in PDF. Simply click on the link provided.
Formal Grievance Letter Examples
Example of Formal Grievance Letter to Employer
Free Formal Grievance Letter Example
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Formal Invitation Letter Sample for an Event
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Formal Email Cover Letter Example
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Formal Request Letter Format Sample
Formal Business Letter Format
Formal Job Application Letter Format
Formal Letter Heading Example
Formal Cover Letter Heading Example
Formal Complaint Letter Example
Formal Thank You Letter Heading Example
Formal Letter of Application Examples
Sample Formal Letter of Application for Scholarship
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Formal Letter of Application for Graduate School
Formal Letter of Application for Internship
Tips in Writing Formal Letters
Writing a formal letter is easy if one has a template to base it from. The following are some guidelines which can provide you with the basics of writing formal letters.
Formal letters follow a standard format. You must always start it by writing the date when the letter is to be sent. If you are writing the letter days before you plan on sending it, make sure that the date which you would indicate on you letter is the day when you actually send it. That way, your recipient would not be confused as to the urgency of your letter and the level of concern which he/she should give to its contents. Sometimes, when a letter’s date indicates that it has been written several weeks ago, the recipient might assume that the reason for your letter is no longer existing or necessary and thus decide to not respond to it.
After the letterhead and the date, you leave two spaces then start writing your information which should include your name, your title if you are writing a professional letter, and your address. Below the block for your personal information, leave one space. Then, you can start writing another block which should be dedicated to the basic information of your recipient. On this said block, write the name of your recipient first, then his/her address, and job position.
It is crucial that you research ahead of time the full name of the person you are addressing your letter to. Whenever you address your letter recipient using their complete name, it is more likely that he/she will view this as a sign of your motivation to be taken seriously and in turn, your recipient would be more invested in you letter’s content.
After the letterhead, leave two spaces then write the formal salutation. In this part, address your recipient formally by using formal addresses such as, “Dear Ms./Mr./Mrs” or “Dear (insert their professional title)” After that, write your recipient’s surname if the purpose of your letter is extremely formal such as when you are applying for a job or a job promotion.
However, when you are simply asking someone whom you know intimately such as a close friend or a previous college professor, then you may address him/her on a first-name basis. Of course, the decision whether or not to address your recipient with his/her surname or first name should depend on all the contextual factors of the situation that is why, you must be careful in making this decision.
Begin your letter with a short greeting. No matter how formal the letter is, never forget to add a hint of warmth for after all, your recipient is human too and he/she may be having a bad day at the time he/she is reading your letter. A simple “Good day!” would suffice. You don’t need to overdo it since you are writing a letter with a formal purpose. After the greeting, start with a statement which clearly expresses the purpose of your letter. You may write, “I am writing this letter in order to…”
Body of the Letter
After stating the primary purpose of your letter, you may dedicate the next paragraph for the sole purpose of enlightening your recipient regarding any information which are necessary and directly related to your letter’s purpose. For example, if you are writing a cover letter, you may use this part to state your relevant qualifications, academic history, and skills.
After you have written all the necessary clarifications, you can then start another paragraph which would serve as your concluding paragraph. This paragraph must not be long. Two to three sentences would suffice. In this paragraph, you can express your availability should your recipient have any inquiries regarding your letter’s content. Also, you may provide your contact number here if you have not already provided it on your letterhead. When all the concluding concerns are addressed, end this paragraph by thanking your recipient for the time he/she has given to read your letter and to consider your appeal or concern.
To formally close your letter, leave two spaces below your last paragraph. Then write a short and polite remark which ends your letter. Below such remark, leave enough space for your signature which should not exceed 4 spaces. Then below your signature, write your full name.
To know more about the proper formatting of formal letters, refer to our collection of formal letter formats which you can access by clicking on the link provided.
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Formal Letter of Recommendation for College
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Different Kinds of Formal Letters
Formal letters can vary in content but not so much in form. The following are examples of the most commonly written formal letter.
Formal Cover Letters
One of the most effective way of getting hired despite the stiff competition in the corporate arena is to submit a cover letter together with one’s resume and other credentials. A cover letter aims to illuminate the hiring manager’s opinion regarding the qualifications of the job applicant. In this letter, only the most salient qualifications and skills must be mentioned. It would also help to inculcate a more personal yet still formal tone in addressing the hiring manager.
Formal Thank-You Letters
There are moments when we just want to express our gratitude to another person and one of the best ways to do so is by sending him/her a warm thank-you letter. It could be as simple as expressing gratitude for a friend who helped you move out, as personal and intimate as thanking someone for joining you on your big day, or even as heartfelt as thanking a colleague who’s about to retire for their years of service to company.
Formal Letters of Recommendation
Recommendation letters or also known as reference letters are letters which contains a detailed description of another person’s desirable traits. The usual individuals who are commonly asked to write reference letters are any of the following:
- A previous professor
- A current or previous manager
- A current or previous employer
- A current or previous team leader, department head, or supervisor
- A previous internship adviser
- A church pastor or priest of the religious congregation which the applicant (or person recommended) is a part of
- A previous landlord or landlady of the building, land, or establishment previously rented
- A previous lender (individuals, banks, any lending institutions)
There are several circumstances which necessitates the submission of recommendation letters. The following are the different types of recommendation letters:
- Formal Letter of Recommendation for Scholarship Grant Recommendation Letters. This particular reference letter is sent with the intent of convincing a prospective scholarship grantor that a student is deserving of a scholarship grant.
- Formal Letter of Recommendation for Academic Recommendation Letters. This letter aims to ensure that a prospective student would be accepted in an educational institution and gain a slot in the degree program which he or she is aiming for.
- Formal Letter of Recommendation for Employment or Job Application. Probably the most common reference letter there is, this letter strives to increase a job applicant’s chances of getting hired. In this letter, it is important that the job applicant’s qualifications must match the ones which are required in the job description of the position which he or she is applying for.
- Formal Letter of Recommendation for Promotion. The best way to climb up the ladder of success in your career is to ensure that you apply for a job promotion when you think that your productivity level and performance in your job is excellent and deserving of promotion. Job promotions can take a lot of time and consideration on the part of the managers who have the authority to decide on promotions, that is why if you want to increase your chances of getting promoted, it is advisable if you ask another person to write a recommendation letter on your behalf. This letter is called the letter of recommendation for job promotion.
For more reference on recommendation letters, check out our collection of recommendation letter templates. Simply click on the link provided.