Formal letter writing. Types of formal letter Group: 21. 04

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Formal letter writing. Types of formal letter

Before we dive into the format of a formal letter, first let’s understand what a formal letter is and for what purpose it is being used for the understanding of the candidates.
A formal letter is written for official purposes.
The tone of the letter is formal and structured. The agenda is to send across official information.
Formal letters may be written to institutions, government departments, business letters, etc.

The formal letter is of various types and is used in all organizations (Government or Private) as a means of communication. Formal letters are used for internal as well as external communication. The types of formal letters are mentioned below.

The tone of a formal letter is professional and serious and most of the sentences are generally complex and add specific meaning to the writing, and are meant for the understanding of the reader. The format of a formal letter is standard and applies to all, therefore, The main intention is to send an official message to the receiver. you must follow the format mentioned below!

The first thing as part of the format of a formal letter is the Address of the sender and the receiver:
Senders’ Address – Always write your address on the left-hand corner, you need to mention your street address, city, state, pin code, and your contact number.
Receiver’s Address – Always mention the receiver’s address in the right-hand corner just below the date.

The second important thing as part of the format of a formal letter 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.

Next in line with the format of the formal letter is the Subject and the Body of the letter:
Subject – 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.

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.
The paragraphs in the middle are also called the body of the letter and it should contain some relevant details concerning the purpose stated in the 1st para.
The last paragraph 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.

Another thing as part of the format of a formal letter 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.

The last thing as part of the format of a formal letter is the signature at the of the formal letter
Signature Line of a formal letter – The sender must mention name, signature, and designation in the working company if applicable. It helps the receiver to acknowledge the senders’ information.

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