The necessity to compose an effective formal letter is rare in today’s email-driven society. However, presenting a formal letter to collect information, apply for an academic program or a job, write a complaint letter, or simply express your viewpoint in an effective and coherent manner is still important on occasion.
What ever style you choose to write an effective formal letter it should always look professional and neat to who ever you are addressing it to.
Below are the best way can achieve an effective formal letter:
- Be succinct.
In the first paragraph, state the aim of your formal letter and stay on topic. Make an effort to avoid using flowery language or big words. Keep the letter to a minimum by keeping it brief and to the point.
The perfect rule of thumb can be found in this paragraph from Strunk and White’s The Elements of Style (4th edition):
Writing with vigor is succinct. A sentence should not contain any unnecessary words, and a paragraph should not contain any unnecessary sentences, just as a picture should not contain any superfluous lines and a machine should not have any extra parts.
This necessitates that the writer not only keep all sentences short, but also omit any detail and cover themes exclusively in broad strokes.
- Use the proper tone.
A business or formal letter should be written in a little more official tone than you would use in regular conversation. Avoid slang or jargon, contractions like I’m, can’t, and it’s, and imprecise terms like good and nice.
Even if you’re grumbling, be kind and considerate. To discover what tone is appropriate, check at our formal letter example.
- Double-check your work
The importance of proofreading cannot be overstated. After you’ve finished writing your formal letter, double-check the grammar and spelling.
Use your computer’s spellchecker and then re-read the letter yourself because the spellchecker will not capture every mistake. If necessary, consult a dictionary.
Make sure that the grammar and punctuation are proper, and that the sentences are complete.
Even after you have checked your formal letter, it is a good idea to have someone else proofread it because it is easy to overlook flaws in something you have read many times.
Don’t rush the writing of this official letter if it is essential enough for you to take the time to compose it. Errors will reduce the statement’s or statement’s impact.
- Format and present your work in a professional manner
Keep in mind that initial impressions are everything. For your formal letter, use high-quality paper and a matching envelope. Make sure the recipient’s name is spelled correctly and that the address is right.
It’s also crucial to remember to sign the letter! Check out our letter-writing guide, which includes various formal letter samples. You can also look for free templates on the internet.
Best way to write your letter in a good format.
Your address (but not your name) and the date appear in the headline. Although phone numbers and email addresses are not commonly included, they are permissible. The header is placed in the upper left-hand corner of the page when using block format.
Adetokunbo Ademola Crescent is a street in Wuse 2, Abuja.
Wuse 2 is a town in the province of Abuja.
23 November 2008
Address on the inside
The name and address of the person to whom you are writing are included in the inside address. If you can’t address the official letter to a specific person, at least give his or her title if you don’t know his or her name.
If the letter is typed, the address is normally four lines below the heading, or one line below the header if it is handwritten.
Mr. M. Leaf is a lawyer (name)
Production Manager for Syrup (title)
The Sticky Pancake Company is an old company that makes sticky pancake
After the inner address, skip one line and type the salutation. The salutation you use is determined by whether or not you know the intended recipient of the formal letter. The most common greeting is
followed by the individual’s name and separated by a colon If you are unsure whether you are addressing a man or a woman, you can start with
followed by another colon
If you don’t know a woman’s marital status, you can use this phrase. Furthermore, if the individual has a specific title, such as
Make sure you use it. Here are some instances of each salutation:
After the salutation, skip one line and begin the formal letter’s body. This is the most important part of the letter. Keep in mind the brevity and coherence guidelines given above. It is best to express your case in short, clear, logical paragraphs.
Signature and Closing
This concludes the letter. After the last paragraph in the body of the letter, skip one line and type the ending. The closure should only have the first word capitalized.
It is separated by a comma. After the closing, leave several lines blank and enter (or print) your name. Your genuine handwritten signature, written in ink, should be added between these two printed lines.
Thank you very much,
Now that you’ve completed your official letter, go over it thoroughly to ensure you’ve stated your arguments fully and accurately. Then it’s ready to be delivered to its intended receiver!