Formal letters vary from informal letters in a number of ways. Formal letters follows a certain standard and form. They are usually used for business and official purposes. In line with this, writing one can be a stressful endeavor for some because of some minor technicalities.
To help you hasten your search, you choose your favorite from our list of simple, formal, and professional letter templates. They are suitable for various purposes. Our collection of samples and templates are diversified from application letters to resignation letters. When selecting the template that you will use, make sure that you will consider the purpose on why you need to make the letter and the particular format that you would like to use in the letter creation.
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Distinctions between Formal and Informal Letters
There are relevant distinctions between a formal and an informal letter that must not be ignored and overlooked. The key to understanding the essence and nature of such letters rest on how one can easily distinguish one against the other. Here are some distinctions that are worth knowing:
- Language. In the course of writing an informal letter, you can freely use nonstandard jargon, abbreviations, and the like.This means that the language that you use on informal letters is basically the language that you also use when talking to a friend. On the other hand, a formal letter should contain information that are stated in a professional manner. Most formal letters are used in business transactions which is why it is essential to be aware of the usage of words and how they are put together. It is advisable to avoid the usage of abbreviations and slang.
- Format. In terms of format, informal letters are considered to be freestyle. You can choose any format that you like. You can even be creative. In contrast to this, formal letters follow a certain format and arrangement depending on the purpose of the letter. You have to take into account the right positioning for the address, the introduction and the closing signature.
- Manner of writing. In writing a informal letter, you can greet and gist a little before going straight to the main issue. On one hand, formal letters must be direct and straightforward. Businessmen and other authorized officials do not have all the time in the world to read your letter. It is indeed impersonal by nature. Moreover, formal letters are written in the third person except for some business letters that used the first person.
- Purpose. Informal letters are personal by nature. It is the kind of letter you would like to write to a friend, family member or an acquaintance. In contrast to this, formal letters are written for official, business, and professional reasons. It follows a certain prescribed layout and structure.
- Size. The size or length of a formal letter is concise and brief. They are direct to the point and straightforward. In contrast to this, informal letters can be as lengthy as you like.
For more sample letter formats, we also have templates in store for you.
Features of a Formal Letter
In terms of structure, formal letters are straightforward. In here, you must take into account the arrangement of the sections. In line with this, you can also check out our Formal Letter Templates which are also of great quality. Here are some of features of a formal letter:
- Date. The date that should be present in the upper part of the letter is the exact date when the letter has been sent by the letter sender.
- Address. Along side the date of the letter writing, the page’s top right corner should also contain the accurate address of the letter sender.
- Salutation. Opening and closing salutations are imperative. In here, you need to skip a line and then greet the recipient with “Dear . . .” or other similar page.
- Heading. This carries the reason why you are writing a letter. Is it a letter of complaint or a letter of interest?
- Body. The first and second paragraph what you want to tell the recipient. The last paragraph must provide conclusion.
- Signature and ending note. Examples of such are “Sincerely yours,” “Kind regards,” and many more. Make sure to provide your signature and other pertinent attachments.
To give you a clearer view, you can also check out our formal letter formats.
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A Variety of Formal Letter Templates
As what you can see from our templates, there are a variety of formal letter templates to choose from. They are categorized in accordance to their purpose. It can be for governmental, business, professional, academic, and many more. Let’s examine some of them.
- Resignation letter. These are used by employees to convey their intention to resign to his or her employment. It is a way of officially and professional leaving one’s position by notifying ones immediate supervision for documentation and transition purposes.
- Letters of Apology. It is written when someone made an error, mistake, or has failed to perform a duty or undertaking. In the body of the letter, the main reasons behind the inconvenience caused are expressed in a professional and positive manner. In the last paragraph, you have to state how sorry you are and that you promise to compensate and make up for any problems that have been caused.
- Application Letter. It is written when you apply for a permanent or temporary job position. You can also used it if you’re applying for an internship program. It is pertinent to include only the relevant information and to adopt a suitable style and format. The first paragraph mentions the reason for writing the letter. The main body of the letter will express your academic background and relevant job experiences. In your conclusion, you can summarize the points in the main body.
- Letters of complaint. This letter is written to convey and channel consumer or customer complaints and grievances. The reason for writing can be due to poor customer service, poor product quality, and other concerns. Always be direct to the point and polite at the same time.
- Warning letter. It is written for various purposes. In an employment setting, it is sent to employees as a warning for their improper behavior or bad habits. It can mean that the recipient is guilty of unsatisfactory work performance. It is important that you write the letter in a specific manner. Substantiate the reason for the warning given.
- Letter of interest. It is sent to companies that you re interested in working for that are not currently advertising any jobs within your area of interest. When written properly, the said letter can be a manifestation of initiative and success-driven personality of the writer.
- Letter of recommendation. In contrast to a reference letter, the sender here is actually recommending the person being written about and endorse them to the reader. Such letters add to the credibility of the person endorsed.
These are just some of our featured templates. To have a clearer picture of how they are written and the kind of language used, access and download the templates you need.
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Common Writing Habits to Avoid in Writing Formal Letters
In the course of writing business letters, the element of attention to detail is very important. As you know, these kind of letters are written for a business, employment, or official purpose. Try not to mess them up. Here are some habits that you need to avoid:
- Making use informal language. Most formal letters make use of business English. Refrain from using slang. Try not to use informal transitions and adjectives. Keep it simple and professional.
- Making use of too much idioms and phrases. In writing formal letters, idiomatic expressions are not really necessary. You can use one or two in order to raise a point but using a lot of idioms can mess up the formal character of your letter. Only write and provide expressions that are appropriate and related to the subject matter of the letter.
- Not proofreading. Because of the size of formal letters, some people forget to check the grammar assuming that they did not commit any error along the way. It is necessary that regardless length of the letter. You must proofread them. Even great writers commit inevitable errors.
- Making use of very long sentences. Refrain from writing long complex sentences. It can result to confusion and your reader might miss the message of the letter. Also, take note of the punctuation and be sure to position them correctly.
- Boring content. Despite the formal character of the letter, you can still word it in a manner that makes it engaging. For instance, application letters must be engaging that is telling your potential employer that you can be an asset to the company.
Choose a Formal Letter to Download
Indeed, there are various formal letter templates for you to choose from. They can serve as your reference and inspiration. To do this, follow the simple steps below:
- Search for the template that you wish to use by using a magnifying glass icon on the upper right corner for faster and easier searching.
- Template.net offers a variety of templates for you. You can simply scroll down and check out the list of templates.
- Take note of ideas and tips in writing an effective formal letter
- Click on the green Download button below the chosen template in order to start downloading your chosen template.
- Edit the template to suit your situation and purpose.
- Make the final touches, and then you’re good to go.
If you’re looking for application letters and formal resignation letter templates and how-to guides available on our website. Just click on the provided link or visit Template.net’s business archives to access them.