Salutation
In a formal letter, the standard salutation is “Dear” followed by the
recipient’s title and last name. Begin your letter with “Dear [recipient’s
name]” and add a comma after the name. When you cannot determine the
recipient’s name, you may address the letter to their title.
Body
The body paragraphs are the main text of the letter. In these paragraphs, the
sender outlines the purpose of the letter. It includes these sections:
An introductory paragraph that states the letter’s main purpose and, if
necessary, introduces the letter writer.
One or more middle paragraphs that discuss the letter’s subject in
greater detail. It’s important to organize this section logically, with
each paragraph addressing a specific point or aspect of your overall
message.
A final paragraph that summarizes the key points and, if applicable,
indicates the next steps. This could involve suggesting a meeting,
requesting a response, or expressing anticipation for resolving the
matter at hand. The final paragraph is also an appropriate place to
offer thanks to the recipient for considering your message or for their
time and attention.
Closing
After the body section, close the letter with a simple, professional sign-off.
Polite ways to end the letter include the following sign-offs:
Sincerely
Best regards
Respectfully
Signature
The final component of a formal letter is your signature. Include your full
name and job title if relevant, followed by your wet signature and printed
name.
How to write a formal letter in six steps
Writing a formal letter doesn’t need to feel daunting. There’s a simple six-
step process you can stick to in order to keep things easy. Follow this tried-
and-true method to efficiently and effectively structure formal
correspondence:
1 Plan Your Message: Before you begin writing, take a moment to clarify
your purpose. What are you hoping to achieve with this letter? Who is
your audience? Understanding these aspects will guide your tone and
content.
2 Start With a Proper Format: Formal letters have a specific layout that
includes the sender’s address, date, recipient’s address, salutation, body,
close, and signature. Align your text to the left and use a professional font
like Times New Roman or Arial. Make sure your writing is single-spaced, with
a blank line between paragraphs. There should be a two-inch margin at the
top and bottom of the document and a one-inch margin on both sides.
3 Craft a Clear Opening: Your first paragraph should immediately inform
the recipient of the letter’s purpose. Keep it concise and to the point; there’s
no need for lengthy introductions.
4 Develop the Body: In the body, detail your request, question, or the
information you’re conveying. Use separate paragraphs for each main point
to keep your letter organized and easy to read. Support your statements with
facts or specific examples where necessary.
5 Conclude Effectively: Summarize your letter’s main points and clearly
state any action you expect from the recipient, such as a reply by a certain
date or a meeting request. Finish with a polite closing, such as “Sincerely” or
“Best regards,” followed by your signature and printed name.
6 Review: Before you send out your letter, take the time to proofread it. A
formal letter isn’t just formatted correctly—its grammar, punctuation, and
spelling should also be mistake-free. Run a grammar check, and consider
your tone to ensure that you sound professional.
Grammarly’s formal letter generator can help you write a formal letter in a
few clicks. Just enter a few key details and Grammarly will generate a draft
that you can further tailor to your needs.
Common mistakes to avoid
When adhering to the formal letter format, it’s essential to avoid common
mistakes that can undermine your professionalism, including:
Sounding too casual and using informal phrasing, slang, or jokes
Inconsistent formatting
Failing to proofread before sending
Using outdated or incorrect contact information
Omitting a call to action
Avoiding these mistakes will help ensure that your formal letters are both
professional and effective, increasing the likelihood of achieving your desired
outcome.
Formal letter template
Dear [Recipient’s Name],
[Opening paragraph: Introduce yourself and state the purpose of your letter.
Provide any relevant background information or necessary context.]
[Body paragraphs: Use topic sentences to introduce the main ideas of your
letter. Elaborate on additional details relevant to your purpose for writing.]
[Closing paragraph: Summarize the key points, express appreciation or
interest, and directly state any desired follow-up actions.]
Sincerely,
[Your Printed Name]
[Your Typed Signature]
Informal letter template
Dear [First name only of friend]
Paragraph 1- Say why you are writing to them (I’m just writing to let
you know that….)
Paragraph 2- Bullet point 1 and supporting details
Paragraph 3- Bullet point 2 and supporting details
Paragraph 4- Bullet point 3 and supporting details
Looking forward to hearing from you soon.
All the best
[Your first name only]
