Theme: Rules of writing formal letter

4. Write a subject line for AMS style

If you're using the AMS style for a formal letter, include a subject line. This should be written in all caps and be one line (two hard returns on your keyboard) after the recipient's contact information. The subject line should let the recipient know what the letter is about. Omit this style for a block style letter.
Related: The 7 Parts of a Business Letter

5. Write a salutation for block style

If you're using a block style format for your letter, you should greet the person you're addressing your formal letter to. Make sure you're not too conversational or casual. Consider using "Sir" or "Madam" in your letter if you don't know their name. If you do know their name, consider using Dr., Mr. or Mrs. followed by their full name. Use a colon after this and add two hard returns before the next step. Omit this step if you're using AMS style.

6. Write the body of the letter

Next, write the body of your letter. This section is typically two or three paragraphs in length. Introduce yourself and state the purpose of your letter in the first paragraph. It's important to quickly engage them and be direct with your language. Your second paragraph should be used to underline the message you're sending. Use your last paragraph to summarize the purpose of your letter and how you want to proceed. This can include a call to action, such as "I look forward to hearing from you" or "Please contact me at your earliest convenience."
Make sure to be specific, formal and to the point throughout your formal letter. Consider the language you're using and avoid any slang or jargon.

7. Include a sign-off

If you're using a block style format, include a closing like "Yours Sincerely," "Yours respectfully," or "Best." Leave a space and then include your signature and printed name. Next, include your title, phone number and email address.
If you're using an AMS letter format, refrain from a salutation and instead just include your name, signature and job title.
If you have other documents to include with your letter, add the word "Enclosure" below this followed by a colon and the name of the materials, such as a resume.