10+ Sample Formal Letter Template
There will come a time where you’ll want to send a letter to someone to formally introduce yourself, or for when you want to share news of a particular manner in a formal way. Should you wish to do that, then you’ll need to understand that you must learn how to make one.
There are a lot of things that you’re going to have to consider to ensure that what you send is something that will make your intentions clear. And that’s why this article is going to teach you all that you need to know in order to come up with a formal letter.
Elements of a Formal Letter
If you want to make a formal letter, then you’re going to have to know the basic elements to ensure that it’s able to contain whatever it is that you wish to share. Without them, then your letter will feel incomplete and there’s a chance that it might not even make it to the person that you’re supposed to send it to.
So with that in mind, here are the basic elements that you must never forget to include to make a good formal letter:
- Heading: It’s where you’ll want to place your basic information, as well as the basic information of the person that you’re sending it to. This is to ensure that the letter you sent makes it to the right hands, as well as the recipient knows exactly who it came from. Write down both names and addresses, and also include the date as the recipient may want to know when the letter was made.
- Greetings: The tone that you set with your greeting will define the entire tone of the letter. Since we’re talking about a formal one, then you must remember to keep the tone of the letter formal at all times. Again, you must know exactly who you’re addressing as you’re going to include that person’s last name as well as his/her appropriate title.
- Body: It’s here where you’ll write down the entire message that you want to send. Point out exactly what your intentions are with the letter. You’ll want to be as detailed as possible to ensure that the recipient fully understands the purpose of the letter.
- Closing: You want to end a letter on a good note. Just remember to keep the tone of the letter formal and point out that you thank the recipient for his/her time reading the letter. Again, include your complete name and write down your signature to remind the reader who the letter is from.
10+ Formal Letter Samples
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How to Make a Formal Letter
Now that you know what it is you should always include in a formal letter, then next thing that you’re going to have to learn is how you should make one. Although you already know what should go inside it, there are still things that you’re going to have to consider to ensure that it’s able to present the information that you want it to.
With that being said, here are the steps that will allow you to come up with a proper formal letter:
1. Know Who You’re Supposed to Send it to: Before you even begin making the letter, you need to know exactly who you’re making it for. Depending on the type of formal letter, there may be a specific type of information that you want to include. For example, if you wish to come up with a formal letter to request for a leave of absence, then you’re going to have to address it to your supervisor. This means not only will you have to include his/her name, but you’ll also want to write down the job title as well.
Also, include the address to whom you want to send it to. Remember that you need to include all of the details to ensure that the letter makes its way to the right person. This is especially true if you plan on sending a physical letter. So write down information such as the name of the city, zip code, street name, etc.
2. Point Out the Purpose Behind the Letter and Other Details: Now comes the part where you’ll be focusing on the letter’s body. Remember that you want to keep off the tone formal all throughout, meaning that you’ll only want to use formal language. All you need to do next is to answer one simple question: Why are you making this letter?
Explain it as clearly as possible to the reader so that he/she will know exactly what the letter is for. Also, you may have to include other pieces of information depending on the type of formal letter that you make. For example, a person who receives a formal interview request letter will want to know detail such as when and where the interview will happen should he/she decide to accept it.
So long as you’re able to provide the information one needs, then there should be no concerns regarding the letter’s purpose.
3. Close the Letter Properly: Again, it’s important that you’re able to properly close the letter as you’ll want to state that you’re always open to communication and that you would like to hear from the recipient as soon as possible. Remember to keep the tone formal as you don’t want to get too friendly, especially if this is for business-related purposes.
Also, be sure to include your complete name and signature at the very bottom. Some recipients will need both in order to verify exactly who is responsible for sending the letter. It doesn’t always happen but it’s possible that someone might just do so. That means it’s best to play it safe and write down your signature for the sake of verification purposes.
Formal Letter Tips
- Follow a proper format: Before you even start making one, you should know that there’s a format that you’re going to have to follow. Doing so will ensure that your letter will look organized, as well as contain all the information that the recipient. You may take a look at the many examples of formal letters that should give you an idea as to what format you should follow.
- Always check for mistakes: If you plan on sending a formal letter, then the worse thing that you could possibly do is to send one that’s unpolished. To prevent that from happening, you’re going to have to proofread and edit what you’ve made. This will help you spot any mistakes pertaining to grammar, spelling, or whatever it is that you’ve written down. Remember that you’ll want to go through the letter at least twice to ensure that you don’t miss on anything that you’re supposed to correct. This helps ensure that you’re able to spot and immediately fix these mistakes before you send them over to the person who should receive it.
Types of Formal Letter
Know that there are many different types of formal letters and that all of them serve their own different purposes. By knowing exactly what types there are, you should have no problems when it comes to figuring out which of them you should make for the appropriate situation. So here are a few examples:
- Formal Interview Request Letter
- Formal Thank You Letter
- Formal Business Letter
- Formal Resignation Letter
- Formal Job Offer Letter
- Formal Demand Letter
- Formal Application Letter
If you want to learn more about the other types that you can make, then you simply need to go through our site to get all the information that you’re going to need.
Formal Letter Sizes
A4 or US (8.5 by 11 inches) is the standard size. Although you can decide to go with sizes that are larger or smaller, it’s best to go with the standard as it looks professional as well as it being able to already contain all the information you’ll want to present.
Formal Letter FAQs
What Can I Use to Make My Formal Letter?
There are so many Word programs and applications that you can download to help you come up with a formal letter. The most common being used up to this day would be Microsoft Word as it has all of the tools you need as well as being easy to use.
Is There an Easy Way to Make One?
Yes, all you have to do is to download a formal letter template, open it with your Word program, and then customize it until it’s able to contain the information you want it to present. If you like, you may use the templates that are already available in this article.
Coming up with a formal letter shouldn’t be too hard of a task, but there are times where people will forget the basics on how to make one. So make use of all the information in this article to guarantee that the formal letter you create is one that’s able to provide all the information one needs regarding your intentions.