### Formal Letter
A formal letter is used for professional or official communication. It follows a strict structure
and tone that is polite and precise.
Structure of a Formal Letter:
1. Sender’s Address: Placed at the top left corner of the page. In some formats, it’s placed after
the date.
2. Date: Directly below the sender’s address or at the top right.
3. Recipient’s Address: Positioned on the left side below the date.
4. Salutation: Usually starts with “Dear” followed by the recipient’s title and surname. If you don’t
know the name, “Dear Sir/Madam,” can be used.
5. Subject Line: Directly below the salutation, a concise line that summarizes the purpose of the
letter.
6. Body: Divided into paragraphs:
- Introduction: Briefly introduces the purpose of the letter.
- Main Content: Details the relevant information or requests.
- Conclusion: Summarizes the letter’s purpose and any actions needed.
7. Complimentary Close: Formal sign-offs like “Yours sincerely,” if you know the name of the
person; “Yours faithfully,” if you do not.
8. Signature: Space for your signature, followed by your printed name.
9. Enclosures: List any documents you are including with the letter.
Example of a Formal Letter:
John Doe
1234 Avenue Lane
New York, NY 10001
United States
May 3, 2024
Ms. Jane Smith
Hiring Manager
XYZ Corporation
4321 Business Park Blvd
New York, NY 10005
United States
Dear Ms. Smith,
Subject: Application for the Position of Digital Marketing Specialist
I am writing to express my interest in the Digital Marketing Specialist position advertised on
LinkedIn on April 25, 2024. With a Bachelor’s degree in Marketing from ABC University and over
three years of hands-on experience in digital campaigns, I am confident in my ability to
contribute effectively to your team.
In my previous role at Creative Solutions Inc., I successfully led a team that developed and
executed a digital marketing strategy that increased company engagement by 40% over six
months. I am skilled in a range of marketing tools including Google Analytics, SEMrush, and
Hootsuite, and have a deep understanding of SEO, PPC, and social media strategies.
I am particularly attracted to this role at XYZ Corporation because of your commitment to
innovation and quality, values that I share and have practiced throughout my career. I am eager
to bring my background in digital marketing and my enthusiasm for new technologies to your
esteemed company.
Thank you for considering my application. I look forward to the opportunity to discuss how my
background, skills, and enthusiasms align with the goals of XYZ Corporation. I am available for
an interview at your earliest convenience and can be reached by telephone at (123) 456-7890 or
via email at john.doe@example.com.
Yours sincerely,
[Signature, if sending a hard copy]
John Doe
Enclosures: Resume, Portfolio
Informal Letter
Informal letters are personal communications with friends, family, or people you know well. The
tone is casual and friendly.
Structure of an Informal Letter:
1. Sender’s Address: Optional, can be placed at the top left or right corner.
2. Date: Below the sender’s address or at the top right corner.
3. Salutation: Casual, such as “Dear [First Name],” or simply the person’s name.
4. Body: Divided into paragraphs without any formal subdivisions. The content is conversational:
- Opening: Typically starts with a friendly greeting or news.
- Main Content: The reason for your letter, told in a personal tone.
- Closing: Ends with well-wishes or plans for future contact.
5. Complimentary Close: Informal, like “Best regards,” “Lots of love,” “Cheers,” etc.
6. Signature: Usually just the first name or nickname.
Example of an Informal Letter:
John Doe
1234 Avenue Lane
New York, NY 10001
United States
May 3, 2024
Dear Emily,
I hope this letter finds you well! It’s been too long since our last catch-up at Christmas, and I
thought I’d write to tell you about all the happenings here.
Things have been bustling at work; I took on a new project which has been both challenging and
exciting. It’s about digital marketing strategies, something new for me, so I’m learning a lot!
Outside of work, I’ve taken up gardening, which turns out to be surprisingly relaxing and a lot
more fun than I expected. How are things on your end? How’s the new job treating you?
I’ve been planning a little getaway for the summer, perhaps a trip to Florida or somewhere sunny.
It made me think of our crazy road trips back in college! It would be amazing if we could
coordinate something similar this year. What do you think? Let me know your plans.
Give my best to Mark and the kids. I miss you guys and hope we can get together soon. Let’s
not let another year pass by without a reunion.
Lots of love,
John
Tips for Both Letter Types
- *Clarity: Be clear and concise. For formal letters, ensure your language is professional and
devoid of slang. For informal letters, while your language can be relaxed, your thoughts should
still be well-organized.
- Purposes: Always know why you’re writing the letter. This will guide the content and ensure
you include all necessary information.
- Tone: Match your tone to the relationship and the letter’s purpose. Formal for strangers and
professional contexts; casual and warm for friends and family.
By following these patterns and tips, you can effectively communicate in both formal and
informal settings through your letters.
