2) Date & Salutation
The second important thing as part of the formal letter Format is the Date and the
Salutation Date - The date should always be placed just below the sender's address
with a line gap. Salutation - "Dear Sir/Madam" suffices, if you know the name of the
person, address them directly ensure that you address them formally using "Rev.",
"Dr.", "Mr.", "Mrs.", or "Ms.", and include their full name.
3) Subject & Body
Next in line with the formal letter Format is the Subject and the Body of the
letter: Subject - The subject is the agenda or purpose of writing the
letter. Write the subject of the letter, keep it brief, and if possible in one line
only. Body Text - Always organize the writing into paragraphs, the writing should
include sophisticated vocabulary, standard spellings, and punctuation. The reason
behind using paras is to keep the reader interested and to separate one point from
another, it's always about giving as much clarity as possible to the reader.
o The 1st paragraph also known as Introduction should be short and on point,
mention the purpose of the letter in the first paragraph itself so that the
reader is clear about your intentions behind writing the letter.
o The paragraphs in the middle are also called the body of the letter and they
should contain some relevant details concerning the purpose stated in the
1st para.
o The last paragraph is also known as the conclusion should talk about the action
you expect the recipient of the letter to take. Maintain a requesting tone in the
last paragraph as much as you can.
4) Ending
Another thing as part of the Formal Letter Format is the Ending, which means how to
conclude the formal letter: Ending of a formal letter - Sign off with an appropriate
closing statement followed by your signature and full name, the most preferred
salutations are - Yours Faithfully, Your Sincerely, etc. Signing off with an appropriate
statement signifies that you hold the receiver in high regard.
5) Signature Line
The last thing as part of the Formal Letter Format is the signature at the of the formal
letter Signature Line of a formal letter - The sender must mention their name,
signature, and designation in the working company if applicable. It helps the receiver to
acknowledge the senders' information.
