How to Write a Formal Essay: Format, Rules, & Example

If you’re a student, you’ve heard about a formal essay: a factual, research-based paper written in 3rd person. Most students have to produce dozens of them during their educational career. 

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The picture enumerates the characteristics of a formal essay.

Writing a formal essay may not be the easiest task. But fear not: our custom-writing team is here to guide you through the process. This article will:

  • explain what a formal essay is;
  • show how to write it step by step;
  • provide you with an essay sample. 

👔 Formal Essay Definition

  • ✅ How to Write
  • ✍️ Writing Rules
  • 🖥️ Essay Format
  • 📑 Sample Paper

🔍 References

A formal essay is a well-structured piece of writing with a clear introduction, body, and conclusion. This type of essay often includes cited research, uses an academic tone, and is written in 3rd person. While writing a formal essay, it’s necessary to back up your arguments with factual evidence.

What Is an Informal Essay vs. Formal Essay?

Essays come in two formats: formal and informal (also known as personal .) They differ in terms of style and context. You can choose one of the formats depending on the situation and the type of paper you need to write.

Don’t know how to tell the difference between them? Well, here are some key characteristics of these essay types:

As you can see, these types of writing are almost total opposites. Informal essays are only reserved for creative assignments, which means that most of the papers you write need to be formal.

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Our article on creative essays can help you write an informal paper. But how do you craft a perfect formal essay? Keep reading to find out.

✅ How to Write a Formal Essay

Traditionally, a formal essay it’s composed of 3 sections: an introduction, 3 or more body paragraphs, and a conclusion. Let’s examine each part in detail.

Formal Essay Introduction

The introduction is what your essay starts with. Its primary goal is to catch the reader’s attention with a hook, briefly introduce the topic, and lead toward the thesis statement located at the end of the first paragraph.

Here is what you might want to keep in mind while writing the introduction:

If you want some more inspiration for your introduction, check out our article on hooks in writing .

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Now on to the thesis statement : the key idea of your essay. When working on it, keep in mind that it should answer the central question in your topic and reflect your essay’s overall structure. your essay’s overall structure.

Suppose your topic is related to the teaching methods involving poetry. In that case, the thesis statement can be like this:

Teaching methods that involve reading and writing poetry in elementary school are beneficial for children as they enhance their capacity for empathy, develop creativity, and help with self-realization.

Formal Essay Body

The next part of an essay is the main body paragraphs. They support the thesis statement with well-developed arguments and explore the topic in-depth. Each body paragraph starts with a topic sentence stating its main point. The length of a paragraph can vary, but the best option is to have between 4 and 7 sentences.

To make the text flow easily, you may use transitional words. Here are some examples:

  • after all, 
  • for instance, 
  • on the one/other hand, 
  • initially, 
  • as a result.

How to Write a Formal Essay Conclusion

Lastly, every essay needs closure. A good conclusion summarizes the essay’s main ideas, includes a paraphrased thesis, and encourages the readers to think more about the topic.

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The structure of a conclusion may change slightly depending on the subject. For instance, it can suggest some solutions to a problem, express an opinion, or give a recommendation. It’s important to remember that the conclusion is a part that emphasizes your essay’s most important points and doesn’t introduce new information.

If you’re curious about writing each essay part, check out our article on 5-paragraph essays .

✍️ Formal Writing Rules

Just like choosing the proper attire to wear to a formal event, we need to use the right words while writing a formal essay. Here are some suggestions that can help you maintain a formal tone in your paper:  

Dos of formal writing

  • Pay attention to your vocabulary. The words you will use in a formal essay will likely have a nuanced meaning. Make sure you know exactly what the terms mean, and do your best to sound precise.
  • Use punctuation correctly. Here are some of the things to watch out for: Avoid exclamation marks; Use dashes for insertions; Use colons with enumerations; If you’re unsure of whether to use a punctuation mark or not, rewrite the sentence in a way that doesn’t require it.
  • Use varied sentence structure. In formal writing, there is always a danger of sounding monotonous. Avoid repeating sentence structures to make your essay more readable.
  • Provide references. It’s essential to cite every idea that you borrow. Try to paraphrase quotations from your sources: it will help you avoid plagiarism.

Don’ts of formal writing

  • Avoid using pronouns.  With words such as “I,” “me,” “we,” or “us,” an essay becomes wordy. It also makes the author seem less sure of their ideas. If you want to use personal pronouns, try substituting them with words like “the reader,” “viewers,” or “one.”
  • Avoid using slang expressions and nonstandard diction. Slang words in a formal essay will make it less appealing to the readers. If you want to be taken seriously, it’s best to avoid those expressions and use proper Standard English.
  • Avoid informal tone.  When you write a formal essay, incorporate the language and the expressions you would use while delivering a speech, not the words you use when you casually talk to friends. A formal tone suggests that the author is serious about the topic and respects the audience.
  • Avoid passive voice. Passive verbs are hard to read, and they are wordy. Use active voice to sound more straightforward and concise.

Contractions in Formal Writing

A contraction is usually a combination of two words into one, such as “don’t,” “isn’t,” “can’t,” and “wouldn’t.” When you work on a formal essay, it’s essential to be careful about contractions. It’s inappropriate to use them in academic writing, so it’s best to stick to the full variant.

However, there are exceptions to this rule. For instance, when working with direct quotations, it’s essential to reproduce words exactly as they are used in the original. To learn more about it, be sure to check out the University of North Florida’s article on in-text citations .

What to Use Instead of “You” in an Essay

Another common mistake students make is using the “you” and “yours” pronouns to address the readers. This mistake can make the essay overly informal and lead to misinterpretations of the text.

How do you fix it? Our advice is to replace 2nd-person pronouns with the following words:

  • individuals,

You can find more formal writing tips in this informative video from Smrt English:

🖥️ Formal Essay Format

Now that we’ve discussed formal essay writing in detail, it’s time to look at the formatting. A formal essay is usually written in MLA or APA formats. If you’re asked to write a paper in one of these formats, you may find the guidelines below helpful:

📑 Formal Essay Example

Here is an excellent sample of a formal essay that uses all the guidelines mentioned in this article. It will help you to produce a perfect paper of your own:

For more information, check out Purdue OWL’s resources on various formatting styles .

Formal Essay Topics

  • Stress management techniques  
  • The effects of coffee  
  • Negative effects of technology on children 
  • Causes and outcomes of organizational conflicts in sports  
  • Different types of friends  
  • Same-sex marriages in the United States  
  • Are early marriages harmful or beneficial? 
  • How do nutrition and hydration improve athletes’ performance? 
  • Is polygamy morally acceptable? 
  • Different features of sports business  
  • What characterizes friendship in the age of media ? 
  • Positive and negative effects of tourism on environment in the Caribbean  
  • How does society treat single parents ? 
  • How does the uninvolved parenting style affect child’s future well-being? 
  • The role of family relationships in Odyssey  
  • Financial concepts in sport finance  
  • Main features of a strong marriage  
  • The importance of media coverage for sport teams 
  • Reasons why students choose to get internship  
  • The role of stadiums in the sports industry 
  • The multiracial family: the Carters case analysis  
  • Characteristics of children’s sports  
  • Crucial factors affecting health fitness  
  • How is technology used in hotel management ? 
  • Structure and operational context of Four Seasons  
  • What are the main qualities of a true friend?  
  • Different websites that promote rental properties 
  • The imperative aspects of tourism  
  • Importance of hotel training  
  • What factors determine adolescents’ adjustment after they experience parental divorce ? 
  • How does tobacco use affect the human body?  
  • The importance of language and world view for communication 
  • What makes a combination of reinforcement and punishment in parenting efficient? 
  • The scientific approach of sports economics  
  • How does divorce affect children? 
  • Living on-campus vs. living off-campus when attending university: a comparison  
  • How does the New Moves program promote a healthy lifestyle? 
  • How to be an effective counselor  
  • Various types of restaurants in Ireland  
  • Carolina Dog’s characteristics 
  • Comparison of Monzameon’s The Love Suicides at Amijima and Tartuffe by Moliere  
  • Comparing homosexual and heterosexual families  
  • How is family presented in Everyday Use by Alice Walker ? 
  • In what ways can Anaerobic Threshold be assessed? 
  • Is bad parenting a healthcare problem? 
  • Why student-athletes should benefit from sports  
  • Mind-body awareness and its health benefits 
  • Can punishment boost academic performance? 
  • Techniques to teach students swimming  
  • Issues faced by the sports licensing field 

Thanks for reading through this guide! We hope that you found it helpful and now have a better idea of how to write an excellent formal essay. Don’t hesitate to share our article with a friend who may need it. Good luck!

Further reading:

  • How to Write a Critical Thinking Essay: Examples & Outline
  • What Is a Discourse Analysis Essay: Example & Guide
  • How to Write a Narrative Essay Outline: Template & Examples
  • How to Write a Précis: Definition, Guide, & Examples 

❓ Formal Essay FAQs

It’s best not to use pronouns such as “I,” “my,” “we,” “our,” etc., in a formal essay since it give the paper an informal tone and the text becomes wordy. It also makes the writer seem less sure about their ideas.

It’s better to avoid using parentheses and dashes in formal academic writing. If the information you want to include in the essay is important enough, it should be a part of the sentence. Otherwise, you can simply omit it.

The formal and informal essays differ in style and context. While a formal essay is a piece of well-structured writing that tries to convince the reader by providing arguments, an informal essay has no set structure. It reflects the author’s personal thoughts or opinions.

Starting your sentence with “because” in formal writing is not the best idea. The word “because” is a subordinate conjunction, which means it’s used to join the main clause to a subordinate clause, not to start a sentence.

It’s best to avoid using 1st- and 2nd-person pronouns, slang expressions, nonstandard diction, and contractions in a formal essay. They are primarily used in daily speech and are considered inappropriate in academic writing. 

  • Point of View in Academic Writing: St. Louis Community College
  • Components of a Good Essay: University of Evansville
  • Introductions & Conclusions: University of Arizona Global Campus
  • How to Improve Your Academic Writing: University of York
  • Nine Basic Ways to Improve Your Style in Academic Writing: University of California, Berkeley
  • Academic Writing Style: Organizing Your Social Sciences Research Paper: University of Southern California
  • Formal and Informal Style: Northern Illinois University
  • Formal Writing: Davenport University: LibGuides
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Letter Format Example and Writing Tips

formal letter essay writing

What To Include in a Formal Letter

Writtten letter format, email letter format, letter template to download, professional written letter example, professional email example, tips for formatting your letter, proofread, spellcheck, and print, how to address the envelope.

 Theresa Chiechi / The Balance

A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, business and legal correspondence, and company communications. Since a letter is a formal mode of communication, you'll want to know how to write one that is professional.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email, because the letter needs to fit the page, be clear and concise, be easy to read, and look professional.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Key Takeaways

  • A formal letter should include details about why you’re writing, an expression of your appreciation to the recipient for considering your request, and your contact information.
  • Correspondence can be sent as a written letter or in an email. When sending an email message, list the reason you are writing in the subject line of the message.
  • When writing a professional letter, carefully proofread and spellcheck before you print or send it.

Formal correspondence should include the details of why you’re writing, your contact information so the recipient can follow up, a greeting and closing, and your signature.

Contact Information (Written Letter):  A written letter should include your and the recipient’s contact information (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email):  When sending an email, you don’t need to include the recipient’s contact information. List your contact information at the end of the letter, after your signature.

Greeting:  Address the letter using a professional greeting and formal title ("Dear Mr./Ms./Dr.").

Body of Letter

  • The first paragraph of your letter  should provide an introduction as to why you are writing, so that your reason for contacting the person is obvious.
  • Then, in the  following paragraphs , provide specific details about your request or the information you are providing.
  • The  last paragraph  of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.

Closing:  Use a formal sign-off , such as "Sincerely" or "Best regards."

Signature (Written Letter):  End the letter with your handwritten signature followed by your typed name.

Signature (Email):  Include your typed name followed by your contact information.

It’s important to include enough detail so that the recipient understands why you’re writing and the response you expect to the letter.

Here’s a template for each section of a formal letter:

Your Contact Information   Name Address City, State Zip Code Phone Number Email Address

Recipient Contact Information  Name Title Company Address City, State Zip Code

Greeting   Dear Mr./Ms. Last Name,

Use a  formal salutation , not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, write, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “ To Whom It May Concern .”

Body of Letter

  • Paragraph 1: State the reason you are writing, for example, you are asking for something or sharing a piece of information.
  • Paragraph 2:  Provide details about your request or the information you’re sharing.
  • Paragraph 3:  If necessary, include additional information on the purpose of your letter.
  • Paragraph 4:  Thank the reader for considering your request, and ask for a response to your letter.

Closing Best regards,

Signature Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature  Your typed name

Here’s a template for each section of a professional email:

Subject Line Subject: Your Name — Reason for Writing

Greeting Dear Mr./Ms. Last Name,

Body of Message Your message should be two or three paragraphs at most and should explain why you’re writing and what you’re requesting.

Closing Sincerely,

Typed Signature and Contact Information Mikala Schwartz mikala.schwartz@email.com 617-123-1234

When sending email correspondence, include the reason you are writing in the subject line of the message. List your contact information under your typed signature at the end of the message.

Here is a letter template that you can download  (compatible with Google Docs and Word Online), or review the text version below.

Nicole Thomas 35 Chestnut Street Dell Village, Wisconsin 54101 555-555-5555 nicole@thomas.com

September 5, 2022

Jason Andrews Manager LMK Company 53 Oak Avenue, Ste 5 Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative, effective September 16, 2022.

I’ve recently decided to go back to school, and my program starts in late September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, and perhaps more rare to find such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Nicole Thomas

Subject: Annual Meeting

Dear Kathleen,

Thank you so much for your assistance in planning our annual meeting. Your expertise in handling the meeting arrangements, booking the conference facilities and hotel, coordinating travel, scheduling events, and organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having your assistance with next year’s event. It’s tentatively scheduled for January 16–20, 2023, in Tampa, Florida. If you can confirm your availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Best regards,

Peter Hancock

Professional letters should be simple, short, and written in business format using a traditional font.

  • Length of the Letter: Most formal letters are no more than one typed page.
  • Font Style and Size: Use a plain font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 and 12 points.
  • Margins:  Use one-inch margins and left justify your text.
  • Spacing: Single space your letter and leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutation, before the closing, and before and after your handwritten signature in a printed letter.
  • Printing the Letter:  Business letters should be printed on plain white paper.

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then print it out and read it through aloud at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Reading your letter out loud is a good way to catch a mistake.

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink. 

If you’re emailing your letter, send a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

When your letter is ready to mail, fold it in thirds so it fits into a business-size envelope. You can use your word processing program to print the addresses on the envelope or handwrite them. 

Print your name on the top left corner of the front of envelope. Print the recipient’s address in the center of the envelope, parallel with the long side. Add a stamp to the top right of the envelope.

NMU Writing Center. " Parts of a Business Letter. "

University of Arizona. " Writing a Professional Letter ."

USPS. " How to Send a Letter or Postcard: Domestic ."

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How to Write a Formal Letter: Format and Examples

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Krystal N. Craiker

formal letter format

Table of Contents

Formal letter formats, how to write a formal letter in 9 steps, formal letter example templates.

Formal letters can be daunting to write. But once you learn the basic format, you can write a formal letter any time.

People use formal letters (or formal emails) in business and academia. In business, you may need to send sales letters, official announcements, invitations, or legal correspondence. In academia, you may need to write cover letters, letters of intent for school, or recommendation letters. 

A formal letter follows a specific format and uses formal English language. Keep reading to find out how to write formal letters.

There are a few formal letter formats, but they’re all very similar. Your company or academic institution may have a preferred style; otherwise, you can use whatever style you want.

The exception is the Administrative Management Style, or AMS, letter format. This style omits polite greetings and sign-offs. It’s usually reserved for memos or announcements. In general, if you are writing directly to one person, it’s polite to use a more standard formal letter format.

Official Letter Format

Formal letters typically have the same basic elements:

Header with sender’s address, date, and recipient’s address

In the header, you can omit the sender’s address if you’re writing on letterhead stationery. It’s also become common to omit your address completely if the person doesn’t need to write back.

Generally, you write the date in standard format (e.g. March 20, 2023) under the sender’s address. If you leave off your address, the date will be the first line. After the date, include the recipient’s address.

Basic elements in a formal letter

Use a polite greeting and the recipient’s title and surname for the salutation. Skip a line, then start the first body paragraph. Your first paragraph should immediately state why you’re writing this letter.

Sign off your formal letter with a polite closing. Thank them for their time, and use a standard line such as “Cordially” or “Sincerely.”

Then sign your name. If you’re sending a physical copy, skip four lines so you can include your actual signature. Then type your name and title underneath. If you’ll be sending the letter electronically, skip only one line before adding your name.

Formal Email Format

Email has become an acceptable replacement for formal letters in many cases. So, how does formal letter format translate to email?

It’s easy. Omit the heading with the addresses and date. Instead, make sure your subject line briefly states the purpose of your formal email.

You’ll open your email with the greeting and get straight to the body of the letter. Use a sign-off just as you would in a formal letter, and sign your name. Include any relevant contact information under your signature.

Let’s take a step-by-step look at how to write a formal letter.

1. Select a Letter Format

There are four standard formal letter format options, and they’re all very similar.

Full block: all lines are left-aligned, no paragraph indentions

Block: right-align the date, sign-off, and signature, no paragraph indentions

Semi-block: same as block style, except indent the first line of each body paragraph

AMS: left-align all content, do not skip a line before the date, use an all-caps subject line, omit complimentary sign-off

Most people use the full block style letter format, so you don’t usually have to worry about indenting.

It’s standard practice to leave a large gap from the top margin before typing, although this is quickly becoming passé. In the days of typewriters, you would press Enter 12 times before typing the heading. Some people still do this on their word processor.

Of course, this large gap is no longer a requirement. It’s fine to start writing your contact information in the top left corner. 

Full block letter vs semi-block letter

2. Write the Header

When you’re writing the sender’s address, you can include your phone number and email address. Remember to leave your contact information off if you’re using letterhead stationary.

Next, write the date in standard format. This means you spell out the month. If you’re writing to someone in the U.S., follow the format: Month, Day, Year. For other parts of the world, use Day, Month, Year.

Finally, write the recipient’s contact information. You do not need to include their email address or phone number. Include the recipient’s polite title, such as Mr., Dr., Mrs., Ms,. etc. We’ll discuss what to do if you don’t know this information in the next section.

3. Select a Salutation

The standard salutation is “Dear,” followed by the person’s title and surname. You can also use “Greetings.”

In emails, your level of formality may be different. If you’re on a first-name basis with the recipient, or if you’ve met more than once, it’s acceptable to use greetings like “Hello” or “Hi” and their first name.

It’s polite to do your research to find out exactly who the recipient is. Often, you may only have a general business name or email address. Dig around on their website or LinkedIn, or call, to find out the name and title of the person who will read your letter.

If you aren’t sure if a woman prefers “Mrs.” or “Miss,” use “Ms.” If you know the name but not the person’s gender, you can say, “Dear [Full Name].”

Avoid using “To Whom It May Concern” if possible. This letter writing standard is out-of-date and shows you didn’t do your homework to determine who the letter should go to.

But what if you can’t find a person’s name or title? Use the generic salutation “Greetings,” followed by a comma and no name. Always follow the salutation and recipient’s name with a comma, not a colon.

4. State Your Purpose

Begin the first paragraph by saying why you’re writing. Then go immediately into the rest of the body paragraph.

5. Write the Body of the Letter

Keep your body paragraphs short and sweet. Some formal letters, like a resignation letter or complaint letter, may only need one body paragraph.

Try to avoid adding unnecessary information, and be sure to use formal language. If you’re struggling to use formal English, use ProWritingAid’s Rephrase tool. Just highlight a sentence, click Rephrase, and select “Formal” for rephrasing suggestions.

Always single space your paragraphs, but skip a line between paragraphs.

6. Pick a Closing Sign-Off

Polite sign-offs for formal letters

Wrap up your letter with a complimentary closing paragraph. This should only be one line. Thank them for their time.

You can also add a call-to-action if you want them to contact you back. This is standard for formal emails. You might ask them to reply, click a link to schedule an appointment, or fill out a form.

Then choose a polite sign-off. Remember to omit this if you’re using AMS format. Here are some closings you can use:

All the best

Best regards

Yours truly

7. Sign Your Name

Finally, you need to sign your name. Remember to leave four spaces after the closing for your signature if you’re printing a physical copy of the formal letter. Otherwise, type your name directly below the closing.

Underneath your name, put your job title if it’s relevant to the formal letter.

In AMS style or in an email, put your contact information underneath your name and title. If you already have an email signature saved through your email provider, you can just use that instead of typing it every time.

8. Optional Content

There are some optional things you may include in a formal letter. In the past, it was standard to include the initials of whoever typed the email if that person was different from the sender. You may still see this at the bottom of a formal letter if an assistant typed it. This isn't required, though.

It is still standard to make a note of any additional documents you’ve sent along with the formal letter. For example, if you’ve sent a cover letter, you might include a resume and a list of references.

To do this, type, “Attached: [Document Name]” at the very bottom of the letter, underneath your signature.

Don’t do this with email, though, because people rarely read what comes after the signature. Instead, mention you’ve included attachments in the closing paragraph of the letter.

9. Edit Your Letter with ProWritingAid

Don’t send a formal letter full of errors. Run your letter or email through ProWritingAid to catch all your grammar, spelling, and style errors. Rephrase your sentences to sound more formal and concise.

You can even use ProWritingAid in your email provider for formal emails with the browser extension or Office add-in.

Below, you can find examples of formal and business letters. We’ve included a full block style, AMS format, and a formal email.

Full Block Style Letter

Gemma Townsend

Big Business Inc.

1234 Main St.

Big Town, NY 55555

800-555-1234

April 24, 2023

Mr. Jaime Gonzalez

678 Avenue D Ste 303

Anywhere, CT 90009

Dear Mr. Gonzalez,

I am writing in regards to your request for more information about how Big Business Inc. can help you as an entrepreneur. Here at BBI, we are dedicated to making business ownership as simple as possible.

We offer a full suite of services, from payroll to inventory services. You can choose from our tiered packages. I can also assist you with building a custom package.

Please review the materials I’ve sent, and let me know if you have any questions. Thank you for your time.

Warmest regards,

Assistant Director of Sales

Attached: marketing packet

AMS Formal Letter

Jane Doe-Boyd

5555 Victoria Ct.

Jamestown, VA 55555

March 25, 2023

Elmo Monster

123 Sesame Street

Los Angeles, CA 90210

INVITATION TO FICTIONAL CHARACTERS BANQUET

You are cordially invited to the annual banquet for the Fictional Characters of America Foundation. This year’s banquet will be held on June 19, 2023 at the Chicago Omni Hotel. Please send your RSVP card by May 6, 2023 letting us know if you will attend.

President, Fictional Characters of America Foundation

Enclosed: RSVP card and envelope

Formal Email

To: [email protected]

From: [email protected]

Subject: Complaint about upstairs neighbor

Dear Mr. Smith,

I’m writing to lodge a formal complaint against the resident in unit 2022. I’ve attempted to resolve this directly with him three times.

The resident vacuums at 1 a.m. every morning. They then usually turn on loud music. This wakes my entire family up, including my three-year-old daughter.

The lease states that no loud music or other noises should be played between 10 p.m. and 8 a.m.

Please keep me apprised of your next steps to address this matter. Thanks for your time.

Maria Salinas

25 Blvd A Apt 1022

[email protected]

Don’t be intimidated by formal letters! Just use the above formats whenever you need to send official correspondence.

Krystal N. Craiker is the Writing Pirate, an indie romance author and blog manager at ProWritingAid. She sails the seven internet seas, breaking tropes and bending genres. She has a background in anthropology and education, which brings fresh perspectives to her romance novels. When she’s not daydreaming about her next book or article, you can find her cooking gourmet gluten-free cuisine, laughing at memes, and playing board games. Krystal lives in Dallas, Texas with her husband, child, and basset hound.

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Literacy Ideas

How to write a letter

How to write a formal letter

HOW TO WRITE A LETTER:  A GUIDE FOR TEACHERS AND STUDENTS

how to write a letter | What is a letter 1 | How to write a letter | literacyideas.com

In this age of digital communication, writing letters is becoming something of a lost art. Emails and text messages can be sent instantly and for a fraction of the cost good old-fashioned snail mail can offer.

So, why bother teaching letter-writing at all? Well, though electronic ‘letters’ are often freer in formatting and language than physical letters, we can also apply letter-writing rules to electronic media. However, physical letters do offer some distinct benefits of their own too.

A WELL-WRITTEN LETTER CAN CHANGE THE WORLD.

Whilst we pride ourselves here on how to write a great essay, information report, or another text type that is primarily used in an educational setting, the ability to craft a powerful letter or email has literally changed people’s lives, altered the course of history and been the difference between life and death in some cases.

It can be the one opportunity to remove all the noise and confusion on any subject area and honestly tell someone how you feel straight from the heart.  Pen to paper.  

For whatever reason, a thousand emails, tweets, and likes will never have the same impact as a well-crafted handwritten letter.  Its very creation and existence show your reader how passionate and genuine about what it contains.

Letters fall under the transactional writing category; if you want to know more about transactional texts, be sure to check out our in-depth guide here.

Visual Writing Prompts

COMPLETE LETTER WRITING UNIT FOR STUDENTS

how to write a letter | formal letter writing unit 1 | How to write a letter | literacyideas.com

Over 100 PAGES of engaging RESOURCES , various letter SAMPLES , LESSON PLANS and INTERACTIVE DIGITAL RESOURCES to teach your students how to write amazing LETTERS and EMAILS .

Teach this life skill with confidence through this excellent ALL-IN-ONE RESOURCE . No preparation is required.

3 REASONS TO TEACH LETTER WRITING

1. the personal touch: .

how to write a letter | Written in 1939 the EINSTEIN SZILARD LETTER WOULD CHANGE THE COURSE OF HISTORY | How to write a letter | literacyideas.com

Those of us who grew up in an age before the internet got going will remember the excitement of waiting for and receiving a letter. Many of us will have had childhood pen pals we never met or received love letters from our teenage sweethearts. Maybe some treasured letters are still securely stored in a bedside drawer.

There is something extremely personal and intimate about the letter that email cannot capture. Letters are physical, and their increasing rarity makes them seem even more intimate today.

In this day and age, receiving a personally written letter is something a unicorn in communication terms. Students who know how to produce a well-crafted letter can use it to their advantage. For example, any business hiring manager will undoubtedly be numbed by the constant torrent of emails flooding their inbox.

That mailed resume accompanied by a handwritten letter that waits for them on their desk in the morning will surely stand out and secure an attentive read. The letter, in its various forms, is guaranteed to stand out and make an impact in an age where the vast majority of communication is digital.

3. Handwriting

how to write a letter | letter handwriting | How to write a letter | literacyideas.com

Just as letter writing has declined in popularity, so too has the emphasis on well-developed handwriting skills. You can, if you wish, take the opportunity here to have the students work on their handwriting skills.

While students may protest that they can accomplish the task much quicker by word-processing, another benefit of handwriting a letter is that the speed becomes almost meditative. This allows students to focus carefully on their grammar and punctuation without always resorting to the crutch of spell-checkers and grammar correction software.

FORMAL AND INFORMAL LETTER WRITING:  WHAT’S THE DIFFERENCE?

The table below outlines whether your letter should be written formally or informally, with some suggested prompts .  Whilst there are many similarities, a formal letter should always be considered as a document with a real purpose and ramifications.

FORMAL LETTER FEATURES

USED FOR PROFESSIONAL COMMUNICATION THESE DOCUMENTS FOLLOW A PRESCRIBED FORMAT. THEY ARE WRITTEN IN A PASSIVE VOICE FOR A SPECIFIC PURPOSE AND IN MANY CASES ARE LEGALLY BINDING. SOME EXAMPLES ARE.

INVITATION Make someone feel special about an upcoming event.

APPLICATION Write a professional letter of application for a job or group you wish to join.

REFEREE / REFERENCE Vouch for another’s skills, personality or credibility.

ACCEPTANCE & REJECTION Approve or deny an applicant in a professional manner.

MAKE AN OFFER Make a formal and binding offer in writing.

EXIT / RESIGNATION Formally leave or step down in a professional and dignified manner.

INFORMAL LETTER FEATURES

USED FOR PERSONAL COMMUNICATION THESE LETTERS HAVE NO PRESCRIBED FORMAT AND ARE WRITTEN IN AN ACTIVE VOICE.

THANK YOU Let someone know you appreciate their efforts.

CONGRATULATIONS Acknowledge someone’s achievements in life.

GRIEVANCE / LOSS Acknowledge someones personal loss or suffering and let them know you care.

FRIENDSHIP & LOVE Tell someone how special they are to you and why?

LETTER TO THE EDITOR / MAYOR ETC. Let someone know how their actions and adversely affect you and others.

LETTER TO SELF Give your older or younger self some words of advice and wisdom.

INFORMATIONAL UPDATE Write a letter back home telling them what you have been up to.

HOW TO WRITE FORMAL LETTERS

The writing process begins with planning.

As with all genres of writing, the process of formal letter writing should start with planning. This should involve sketching a brief outline from which to work rather than a comprehensive detailing of minutiae. The plan should include:

  • Note addresses, names etc. – who are you writing to?
  • Record the purpose of the letter – what do you want to say?
  • List points to be made (each will form a paragraph) – how will you say it?
  • State action point – what do you want the reader to do?

Formal letters can be written for a wide range of purposes and may come in various shapes, including a letter of complaint, a cover letter accompanying a job application, a letter of invitation, a reference letter, or a proposal letter – to name a few. Though each will adhere to its own rules of formatting and tone when writing formal letters, students should avoid using slang or contractions.

Language should be straightforward and polite. Encourage students to avoid bursts of purple prose in favor of direct, functional language. Usually, a formal letter will be written to achieve a particular end and should be written with that end foremost in mind. Students should avoid meanderings and stay firmly focused on the task at hand.

TIPS FOR WRITING GREAT FORMAL LETTERS

how to write a letter | how to write a formal letter 1 | How to write a letter | literacyideas.com

  • The writer’s address should be in the top right-hand corner.
  • The date should be written below the writer’s address
  • The recipient’s name and address are below that on the left-hand side
  • Use the correct opening (Dear Sir / Madam, Dear Mrs Ferguson, etc.)
  • Use Standard English
  • The opening sentence should explain the purpose of the letter
  • Each paragraph should make a single specific point
  • Use an appropriate formal tone and register in the wording of the letter
  • Avoid contractions, slang, and abbreviations
  • The concluding ‘action point’ paragraph states what you want the recipient to do
  • The formal ending, such as Yours Sincerely or Yours Faithfully

A Note on Salutations

If the student knows the intended recipient’s name, start with Dear Mr. / Mrs Surname and end with Yours Sincerely. If they don’t know the recipient’s name, start with Dear Sir / Madam and end with Yours Faithfully.

Use of Rhetorical Devices

As mentioned, formal letter writing focuses on attempting to convince someone to take some course of action or other. To do this, it is helpful to employ some rhetorical devices to make the writing more persuasive . Some useful techniques to encourage your students to employ include:

Direct Address: Using the pronoun ‘you’ in a formal letter makes the reader feel that you are speaking directly to them. This helps to engage the reader and encourage them to continue reading the letter.

how to write a letter | 1 Love letter | How to write a letter | literacyideas.com

Emotive Language: Where students are trying to convince the reader to take a course of action, the use of emotive language can often be a powerful tool. Students can use either positive or negative colored words to create the desired response in the reader.

Facts and Figures: Another way to persuade and convince is to employ facts and figures to support the points made in the letter.

FORMAL LETTER STUDENT EXAMPLES

how to write a letter | Formal letter writing example year 3 | How to write a letter | literacyideas.com

How to write an informal letter

Common features of informal letters:.

There are far fewer rules to follow when writing an informal letter, but there are still some practical guidelines to follow that will prove helpful for students engaged in writing informally.

As with any piece of writing, it is important to consider who the audience is and the reason for writing in the first place. In particular, this will help decide the tone and the language register. The more intimate the relationship, the more informal the language can be.

Though the letter will be informal, it will still have a purpose. Information should still be organized into paragraphs, as would be done with a formal, more ‘official’ letter. Students sometimes struggle with this aspect, as they often conflate ‘informal’ with ‘disorganized.’ Making them plan their informal letter before writing can help ensure it is sufficiently organized.

HOW TO START AN INFORMAL LETTER

how to write a letter | how to write an informal letter 1 | How to write a letter | literacyideas.com

Informal letters will start with a greeting appropriate to how close the relationship is. For acquaintances, this may be ‘Dear Tom,’ (using the first name instead of the surname) to a very informal ‘Hi Jane,’. Don’t forget the comma after the name!

After the greeting, a general opening sentence should follow. Usually, this will be something like a ‘How are you?’ or a ‘How have you been?’. If the recipient is married or has kids, you may wish to ask how their spouse or children are.

Next, students should state the reason for writing. The language should be open and friendly in tone and, in contrast to the formal letter, colloquial language, idiomatic expressions, and contractions are perfectly okay and even desirable.

Just as the opening salutation to an informal letter is much more relaxed, so too will the closing salutation. There are many possibilities for the students to choose here, and their decision will depend on who they are writing to and their personal preferences. Some examples of possible closings include ‘Love’, ‘Best regards’, ‘All the best’, and ‘Thanks’.

INFORMAL LETTER STUDENT EXAMPLES

how to write a letter | infomal letter sample year 4 | How to write a letter | literacyideas.com

Teaching Resources

Use our resources and tools to improve your student’s writing skills through proven teaching strategies.

PRACTICE LETTER WRITING WITH THESE ACTIVITIES FOR STUDENTS

The most effective way for students to internalize all the features of letter writing, formal or informal, is to gain experience by writing various letters for differing purposes. The following activities offer some suggestions for students to get practising today:

1. FICTION AS A SPRINGBOARD

Have students write as if they were a character from a piece of fiction you have been reading in class. Choosing a dramatic point in the plot , ask students to imagine they are one of the characters writing a letter to another character in the story. This writer may be either formal or informal, depending on the scenario presented. This will give students realistic letter-writing practice while also getting them to engage closely with the text and respond imaginatively to its themes.

2. THE AGONY AUNT

Either offer a range of possible life predicaments or cut out the questions from the ‘agony aunt’ page of a local newspaper. Students must write back offering advice in response to the predicaments expressed in the question or predicament. The response should be written in full letter format. This activity also lends itself to several variations. The response may be written to a close friend, for example, or written from the perspective of a professional agony aunt employing a more formal tone and presentation.

3. A LETTER OF COMPLAINT

Have students think of their favorite candy bar or clothing item. Encourage them to imagine they have bought this product lately and found it to be substandard. Students must write a formal letter of complaint to the manufacturer outlining their complaint and recommending a course of action to satisfactorily resolve that complaint. They must use all the features of a formal letter as outlined above.

old handwritten letter

HOW TO MAKE YOUR HANDWRITTEN LETTERS LOOK OLD AND AUTHENTIC.

  • Write in pencil or a calligraphy pen,
  • screw them up tightly and carefully unfold and flatten.
  • Lightly dab coffee stains over the paper to make it look aged.
  • Carefully singe or burn the edges of your paper.
  • Add some sepia-filtered photos for effect.

SIGNING-OFF

As students become more confident in their understanding of letter-writing formats, encourage them to exchange letters with each other for peer assessment. You may wish to provide them with a checklist of features to look for while reading over their partner’s work.

Letter-writing can also be a great way to partner up with schools overseas; often, children studying English as a second language will be delighted to receive letters from (and write to) students in English-speaking countries. And though email increasingly encroaches on the traditional territory of the letter, many of the skills garnered in the practice of letter writing are transferable to the modern manifestation. There is ample opportunity here to link letter-writing learning with approaches to writing emails too.

Letter-writing can provide a focus for a wide range of learning objectives while also teaching students valuable practical skills that will serve them well beyond their school years, both in their personal and work lives. And who knows, perhaps in years to come, one of the letters your student writes in your class may become a treasured keepsake in someone’s bedside drawer.

LETTER WRITING GRAPHIC ORGANIZERS (TEMPLATES)

formal_letter_template

WRITING CHECKLIST & RUBRIC BUNDLE FOR ALL TEXT TYPES

writing checklists

HOW TO WRITE A FORMAL LETTER TUTORIAL VIDEO

how to write a letter | how to write a formal letter 2 | How to write a letter | literacyideas.com

OTHER GREAT ARTICLES RELATED TO LETTER WRITING

how to write a letter | transactional writing guide | Transactional Writing | literacyideas.com

Transactional Writing

how to write a letter | how to write a personal narrative | Personal Narrative Writing Guide | literacyideas.com

Personal Narrative Writing Guide

how to write a letter | how to write a recount | How to Write a Recount Text (And Improve your Writing Skills) | literacyideas.com

How to Write a Recount Text (And Improve your Writing Skills)

Content for this page has been written by Shane Mac Donnchaidh.  A former principal of an international school and university English lecturer with 15 years of teaching and administration experience.  Editing and support content has been provided by the literacyideas  team.

Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Levels of Formality

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This page is brought to you by the OWL at Purdue University. When printing this page, you must include the entire legal notice.

Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

This handout will cover some of the major issues with appropriate language use: levels of language formality, deceitful language and euphemisms, slang and idiomatic expressions; using group-specific jargon; and biased/stereotypical language.

The level of formality you write with should be determined by the expectations of your audience and your purpose. For example, if you are writing a cover letter for a job application or a college academic essay, you would write in a formal style. If you are writing a letter to a friend, writing something personal, or even writing something for a humorous or special interest magazine when informal writing is expected, you would use a more informal style. Formality exists on a scale—in the example below, a letter of application to a known colleague can result in a semi-formal style.

Here is an example:

Formal (Written to an unknown audience): I am applying for the receptionist position advertised in the local paper. I am an excellent candidate for the job because of my significant secretarial experience, good language skills, and sense of organization.

Semi-formal (Written to a well-known individual): I am applying for the receptionist position that is currently open in the company. As you are aware, I have worked as a temporary employee with your company in this position before. As such, I not only have experience and knowledge of this position, but also already understand the company's needs and requirements for this job.

Informal (Incorrect): Hi! I read in the paper that ya'll were looking for a receptionist. I think that I am good for that job because I've done stuff like it in the past, am good with words, and am incredibly well organized.

formal letter essay writing

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Formal Letter: Format, Types, Samples

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  • Updated on  
  • Apr 3, 2023

Formal Letter Format

Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students precise writing skills to use in different professional scenarios. In the digital age, our social media applications have certainly transformed the way we used to communicate in earlier times through letters. Now, these letters have turned into emails with quite a similar format. In this blog, we will shed light on the formal letter format, types as well as samples. 

Also Read: Relieving Letter Format

This Blog Includes:

What is a formal letter, how to write a formal letter, formal letter format, formal letter writing topics, letter of enquiry, formal letter in cbse, formal letter to principal, resignation letter, invitation letter, letter of complaint, reply to a letter of complaint, promotion letter, recovery letters, tips on formal letter writing, abbreviations used in letter writing, difference between formal and informal letter format, more examples of formal letter formats, mistakes to avoid for formal letter writing.

A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.

Here are the key elements of the formal letter and what to include in each section:

  • Sender’s Address In Formal Letter Format, it is important that you mention the sender’s address in order to avoid any confusion and dispute. 
  • Date Mention the accurate date for better understanding of the actual time and date. 
  • Name / Designation of Addressee Skipping this part can lead to potential confusion thus it is necessary to include the proper name as well as the designation of the receiver. 
  • Address of the Addressee Mentioning the accurate address of the letter will ensure that it reaches the proper destination. 
  • Salutation This part is of utmost importance as you need to address the receiver with proper respect.
  • Subject Write a strong subject line which can convey the meaning of the entire formal letter. 
  • Body [Introduction, Content, Conclusion] It is important that you write your message in the body with precision and in a concise manner. 
  • Complimentary Closing Line Write some complimentary closing line at the end of the body. It will include words like With Regards, Best Wishes, Yours truly etc. 
  • Signature / Name of the Sender Don’t forget to include the name of the person who is sending the letter. It will clear ambiguity in the message.
  • Designation of the Sender For the final element of the letter, you must include a proper designation of the sender. It is part and parcel of the formal letter format. 

The main structure of a formal letter includes:

Sender’s Address

  • Name / Designation of Addressee
  • Address of the Addressee
  • Body [Introduction, Content, Conclusion]  
  • Complimentary Closing Line
  • Signature / Name of the Sender
  • Designation of the Sender  

These elements of a formal letter are structured as:

  • Attacks on Old People
  • Neglect of Parks
  • Affordable Accommodation for Students
  • Help Road Accident Victims
  • Increasing Number of Old Age Homes
  • Complaint for Defective Pair of Shoes
  • Complaint Regarding the Flat
  • Complaint for Poor Bus Service
  • Complaint for Defective Book
  • Complaint for Chaotic Conditions in Casualty Department
  • Issuing the Duplicate Certificates
  • Enquiry about Coaching Centre
  • Conducted Pilgrimage Tours
  • Charge for XII Farewell Party
  • NDA Coaching Classes
  • Accommodation for Yourself

Types of Formal Letter

Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers the various types of a formal letter:

  • Letter of Enquiry : For collecting information or details regarding a course/product/service, etc. from a certain institution/business/organisation
  • Order Letter : Written by a buyer to place an order for certain products they need to buy from the seller.
  • Letter of Complaint : As a formal letter of a complaint regarding a certain product/service, a complaint letter is addressed to the seller and generally includes the details regarding the lack of quality/quantity and the like.
  • Reply to a Letter of Complaint : Written by the seller in reply to the buyer’s letter of complaint, this letter commonly includes a clarification or an apology for the buyer’s complaint.
  • Promotion Letter : For promotion or advertisements of certain products or services to the customers.
  • Sales Letters : Mainly curated for sales promotions, a sales letter is sent by a business to its customers to familiarise them with its products and services.
  • Recovery Letters : Written by a business in order to recover their money from the customers who haven’t paid for their products or services.

A letter of enquiry is written for collecting information. It is used under a business letter or formal letter. It helps a person to have information on course or job,  price of service or product, terms and orders of working agreement, etc. Here are some of the details you must keep in mind while writing a letter of enquiry:

  • Give a brief introduction about yourself
  • Include the name of the organization
  • Provide clear details about the area of the inquiry
  • Be clear about the queries or enquiry that you make through the letter
  • Mention the date by which you need the information

Receiver’s Address

  • Body of the Letter

Complimentary Closing

Thanking You

Yours Sincerely Name

As a school student, you might be required to write a letter to the principal for various reasons, be it asking for sick leave, permission to organising an event in the school, requesting a certificate, etc. Here is the formal letter format to the principal:

  • The Principal
  • Name of the School
  • Salutation: Respected Sir/Ma’am
  • Subject: State the reason of the letter to the principal
  • Closing Line: Yours Sincerely/Faithfully
  • Sender’s Name
  • Class and Roll No.

Look at the sample letters to the principal by checking out this blog on How to Write an Application to the Principal!

A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter

An invitation letter is written to invite anyone to a particular occasion. Some format letter examples are invitations by juniors to their seniors in college for a farewell, by a company to attend the office annual day, invitations to attend a meeting or a conference, etc. Here is the format to write the formal invitation letter.

When composing this kind of letter:

  • One must be very specific about the issue they are having.
  • Indicate the course of action you choose and include data such as the date the orders arrived, the order number, or the specifics of the prior complaint (if any)
  • Set a time limit for responses.
  • Include a sample or copy of the invoice or any other receipts.
  • Use kind but firm language when addressing the complaint issue.
  • Never defend yourself or make any claims by yourself.

Imagine you received a letter of complaint at some point and you want to respond to it. The reputation of your company or yourself could be damaged by such complaints, thus it is crucial to try to handle them. How to address the reply to a letter of Complaint.

  • Clearly state the issue and the expense to the consumer.
  • Express regret for the mistake on your part.
  • Indicate in detail the steps you will take to address the concerns that have developed and when you plan to do so.
  • Ensure the client that there won’t be any more complaints or problems in the future
  • Be extremely accurate and explicit with every detail.

This kind of letter primarily refers to those that promote new innovations and upgrades. Any fresh opening of a branch or showroom, new programmes, or other promotional discounts might be considered a promotion. Any promotional letter must include the following:

  • Use precise, clear language.
  • Spelling and punctuation must be used correctly.
  • Avoid using jargon, slang, or other fancy terms.
  • Discuss the promotion in detail
  • Avoid using acronyms when possible.

A business or organisation may occasionally need to obtain payment from a client or consumer. The goal of sending recovery letters is to obtain payment from the client without bothering or annoying them. This kind of letter includes specific information about the amount of the unpaid balance, the deadline for payment, and the specifics of the legal action that will be taken in the event that the debt is not paid in full. Despite the fact that it is a letter of recovery, one must always remember.

  • The remaining text must be written in formal language.
  • The client must be able to clearly understand the reasons and the specifics.
  • The tone should be official.
  • Detail the legal actions that will be taken if there is any further non-payment or delay in paying the debts.

Here is how you can format your letter:

  • Write a simple letter that is focused on your topic
  • Single-space your letter
  • Use plain font
  • Leave a blank line after the salutation
  • Print the letter on white bond paper

Here are some of the most commonly used abbreviations in letter writing:

  • ASAP: As soon as possible
  • CC: Carbon Copy
  • Enc: Enclose
  • PFA: Please Find Attached
  • PP: Per  procurationem: Meaning they are signing the letter on someone else’s behalf
  • PS: Postscript
  • PTO: Please Turn Over
  • RSVP: Répondez s’il vous plaît (Please Reply)

Now that you are familiar with the formal letter format and its types. We will go ahead and help you understand it better through some sample formal letters.

Formal Letter Sample 1

Some of the main mistakes that are to be avoided are mentioned below:

  • Avoid using the incorrect format for writing a formal letter. Go through a proper understanding of how to write a formal letter and don’t make silly mistakes of confusing the proper greeting, etc.
  • Make sure that while you are writing the formal letter, the intent and purpose are clearly defined.
  • Avoid making grammatical mistakes while writing a formal letter. It gives a wrong impression while making the letter look informal.
  • Similar to the point above, avoid using informal language in a formal letter, where formal language should be used.
  • Don’t forget to make sure to ask for a follow-up in case it a formal letter that needs a response.

Answer . A formal letter is one written in orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc.

Answer . A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.

Answer . Business Letters Official Letters Appointment Letters Experience Letter Offer Letter Social letter Circular letter Leave Letter Resignation letter Invitation letter Complaint Letter

Answer . You can end a formal letter by using “Yours truly” or “Yours Sincerely”.

Answer . The 7 C’s of formal letters are: Conciseness Concreteness Completeness Courtesy Consideration Clarity Correctness

Hence, we hope that this blog has provided you with the essentials of Format Letter format as well as its useful samples. If you are confused about your career choices, book an e-meeting with our Leverage Edu experts and we will guide you in finding the right career path that fits your skills, interests and aspirations!

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What should I write in the closing line “Yours faithfully” or “Yours sincerely”?

“Yours faithfully” should be used if you do not know the name of the person that you are writing to. “Yours sincerely” should be used if you know the name of the person that you are writing to.

For any study abroad related query, please feel free to connect with us at 18007572000 or book your FREE Consultation Call at leverageedu.com

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9+ Samples of Formal Essays in PDF

Formal Essays Samples

Within the activities that you have to deal with in your entire life, there are certain instances where you will be required to write an essay . This is the reason why you have to be knowledgeable on how to construct different kinds of essays so you can easily create a particular one when necessary. One type of essay that is usually asked by entities to be written is a formal essay. A formal essay is commonly associated with academic essay examples  and other educational writing activities. However, the usage of a formal essay is not limited to that as it can be used in professional researchers, business transactions, and other corporate undertakings.

It is essential for a formal essay to inform its audience about a particular matter. More so, it should be composed of details that can persuade the readers to believe what the writer is saying. Refer to the downloadable samples of formal essays that are available in this post so you can have references and guides if you have been tasked to create this specific essay and is unaware of what to do.

Formal Student Profile Essay Sample

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Formal Essay Sample Guide

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Components of a Formal Essay Introduction

Compared to how a  descriptive essay  can be deemed appealing, one of the things that you always have to give focus on when creating a formal essay is the introduction that you will use. First impressions play a vital role in how your target readers will create their perception of your writing. Just as how the physical appearance of people tend to be the factor that can affect your first impression about them, the introduction of your essay can also be the means on how your formal essay can be perceived and initially judged.

You need to create a formal essay introduction that is outstanding. It needs to get the attention of your readers in a way that is not overwhelming. You need to consider different factors when doing your introduction so you can ensure that your formal essay can have a good start. Here are some of the components of a formal essay introduction that you need to be aware of:

  • Statistics or research results either coming from the government or reliable non-profit organizations
  • Hard hitting questions that are relevant to your topic discussion
  • Famous quotations from people whose life works are related to what you will be talking about
  • Use another sentence to provide information about your topic.  Your readers need to have a basic background information about what they can expect with regards the content of your formal essay. This should contain details that can be helpful in providing your readers an idea of why it is relevant for them to continue reading your written output. One sentence is enough as your presentation only requires a few words to be done. Again, focus on the main information that you would like to talk about so that your readers will not be misled regarding the content of your formal essay.
  • Lastly, incorporate your thesis statement in your introduction. It will be best if you will end your introduction with a thesis statement. This is for the reason that it can represent the main idea of your essay. If you will be able to present the major purpose of your essay and the actual point of discussion, then it will be easier for you to connect with your readers. The initial impact that your introduction can provide can say a lot about how you can direct the attention of your prospective audience. With a strong thesis statement, your formal essay is sure to be off to a good start.

Simple Formal Essay Sample

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Formal Presentation Essay Sample

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How to Create a Formal Essay

Since a formal essay should always be based on factual information, it tends to be more objective, precise and direct to the point compared to other essays. With this, formatting a formal essay requires in-depth knowledge about the topic as well as about the proper format or content flow that should be used to cohesively put together important information. Here is how you can easily format the information that you would like to present in a formal essay may it be a  college essay  or a professional/corporate requirement:

  • Create an introduction which can provide the topic of your discussion. We have already given you an idea on how you can formulate an effective introduction. It all boils down to how you will incorporate these ideas to your actual writing. Your introduction may not give a lot of details when compared to the body of you essay but it certainly can convince your readers to continue reading which can make your work more usable and relevant.
  • Each paragraph should contain a subtopic that is related to your discussion. This can make your discussion more organized.
  • Ensure that your body will have factual details that can support your topic or subject. You have to make sure that the information that you will give to your readers are real so your essay will be deemed credible.
  • Always create a body that conveys ideas related to the thesis statement that you have created. With each topic statement, the connection of both your resources and relevant opinions should be evident.
  • Make a conclusion that can summarize the entire essay.  If you want to create an efficient essay conclusion, it is suggested for you to restate your thesis statement. This can remind your readers of the discussion that you just had in your essay’s body. Also, it will allow them to connect the purpose of the essay to what you have actually come up with. Your conclusion should also summarize all your main points so you can fully present your stand with regards the subject that you talked about.

Creating the format of your formal essay is easy. However, you have to make sure that your objective for writing the essay is realized. Think of the things that you need to discuss so you can put them in their proper places. Organization within the writing procedures can help you to be more focused on what to discuss first and what to give importance and focus on.

Sample Formal Essay Structure

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Formal Essay Example

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How to Make Your Formal Essay Outstanding Through Proper Language Selection

Writing an essay is not just about its thought, content, and format. Aside from these major factors of essay writing, you also have to be keen when selecting the language to use. May it be in the educational and professional field, using the appropriate language when writing your formal essay can affect the entirety of the document.

You need to make sure that the language that you will use is formal and business-like. This is not only used for writing a formal essay as it can also apply to comparative essay  creation and other writing activities. The language that you will incorporate into your essay can make your formal essay stand out if you will be aware of these items:

  • Choose to use words that are formal in nature. Formal vocabulary can help your sentences, phrases, and paragraphs to be structured in a way that it will look more fitting as an academic document.
  • As much as possible, veer away from using a first person standpoint. Always be reminded that your main task is to highlight and support your thesis statement. Both nouns and pronouns that are in the first person can actually make your essay less credible as it will sound like what you are stating are baseless or just your own opinion.
  • Use words that can formally support your statements. It is essential for your language to have a precise interpretation of your essay and its tone. Being able to do this can help your formal essay to be more put together
  • Use a language that is relevant to the needs of your target readers. Avoid slang, jargon, and colloquial terms which may not possibly be understood by your readers. You need to create a proper connection with your readers which is the reason why your language is very important to be considered.

Readers, though interested in the topic that you are writing about, can be offended or feel disinterested if they will find that your language is not appropriate for a particular discussion or written transaction. Hence, you need to be responsible enough as a writer when it comes to choosing your language.

Sample Formal Essay Format

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Extended Formal Essay Guide

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Guidelines in Writing a Formal Essay

Just like any other kinds of essays, there are no strict rules that are irreplaceable. The way that you create a formal essay will always vary from situation to situation. Within the entirety of your formal essay writing, it is for sure that you might commit  common essay mistakes . Listed below are some of the guidelines that you may incorporate into your writing so that your formal essay can look as professional as possible:

  • Do not use redundant phrases. Repeating topics or content theme can make your formal essay boring. Repetitive statements can also irritate or bore your readers.
  • Use samples of formal essays as your writing guides. If you have no idea on how to create a formal essay, it will be easier for you to create one if you are guided by downloadable samples. Having a reference when doing your own formal essay can help you become more efficient in the entire writing process.
  • If samples are not enough to guide you, have the freedom to use templates. There are some templates that already contain a formal essay content. Make sure that you will remove these as all you need from the template is the guideline on how to format the document. More so, refer to the instructions that are given to you so you can incorporate it in the format that you will use.

Formal Essay Rubric Sample

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Formal Literary Essay Sample

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A standardized and comprehensive formal essay is very appealing to readers. Hence, always be consistent with your discussion and the presentation flow that you will follow. Your formal essay can represent your style as a writer which is the main reason why you always have to incorporate credible language, forms, and materials in your writing. Being able to immerse yourself in writing a formal essay in the most effective manner can help you grow as a writer. This will enable you to acquire new skills and develop new opportunities for academic or professional growth.

If you are already prepared to write a formal essay, make use of our samples as well as the tips that we have provided in this post. Review your formal essay before submitting it so you can correct grammatical errors and other mistakes. Writing a formal essay should not be a burden to you. Enjoy the process and learn from everything that you will go through. Once you already get the gist of writing this type of essay, it will be very easy for you to repeat the process for your next writing activities.

formal letter essay writing

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How to Write a Letter or an Essay in English | Useful Tips 1

How to Write a Letter or an Essay in English | Useful Tips

How to write a letter or how to write an essay in English? Useful tips for writing letters, essays in English.

Table of Contents

How to Write a Letter

How to write a cover letter.

How to Write a Cover Letter

How to Write Informal Letters

How to end a letter in english.

How to Write a Letter or an Essay in English | Useful Tips 3

Useful Words and Phrases for Writing Formal Letters

Writing a letter or an email.

How to Write a Letter or an Essay in English | Useful Tips 5

How to Write a Great Essay Quickly

How to Write a Letter or an Essay in English | Useful Tips 7

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formal letter essay writing

How to write a formal Letter/Email ? | C1 Advanced (CAE)

formal letter essay writing

FCE, CAE, CPE

Practice tests online.

Writing paper will require a response which is consistently appropriate for the specified target reader , and for example, you can expect to be asked to write different kinds of letters. Moreover, their register and style can be formal or informal .

What is the formal style of writing?

The main characteristics of a formal writing style are:

  • A more complex structure. Formal writing often uses longer sentences. In formal writing, you will also see a more structured approach generally, with points clearly introduced, explained and concluded.
  • An objective approach.  Main points are usually stated and then supported with arguments. Formal writing is less likely to be emotional in style.
  • Writing in the third person.  Formal writing is not a personal writing style. The writer often aims to sound dispassionate about the topic.

formal letter essay writing

Me, myself, I Everybody likes to talk about themselves, but when (for example) you’re reviewing a film, y ou should be talking about the film and not about yourself.

The informal you The way the word you is used in informal speech ‘You should have seen it!’ ‘if you know what I mean’   is not appropriate in formal writing. The word you point a finger at the reader. But the readers are not friends of yours, and you have no right to make assumptions about them.

C1 Advanced (CAE) Formal Letter/Email: Structure

Practice, write & improve, c1 advanced (cae) formal letter/email: writing guide, before you start….

Read the task carefully and then… You need to underline all the content points and consider the following:

  • Why are you are writing the letter/email? To correct information, to apply for a job, to complain about something…
  • Who is the target reader? You may have to write to the editor of a publication, to a potential employer, to a university administrator…
  • Which language/register would be appropriate to reach my goal? Is there enough specific detail in my letter/email to convince the target reader?

  The CAE test does not require you to include dates or addresses in any of your letters, whether formal or informal.

1. Salutation

If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

Dear Sir or Madam

If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss , you can use Ms , which is for married and single women.

Dear Mr Jenkins

Dear Editor

2. The first paragraph (opening)

The first paragraph of formal letters should include an introduction to the purpose of the letter. The summary of the letter can be found and the intentions which will be displayed through the rest of the letter should be outlined.

Example 1: I am writing in response to the advert I saw in the newspaper seeking people to work as tour guides. I think I would make a very good tour guide and I wish to apply for the job.

Example 2: I am writing about a recent incident in your shop in which I had the misfortune to be involved in. The incident I refer to is when one of your staff stopped me and accused me of shoplifting. 

3. The next paragraphs (main content)

The second and following paragraphs should provide the main information of the letter, and describe the main purpose mentioned in the introductory first paragraph .  Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much.

  • You should always be polite and respectful. A useful way to achieve it especially in formal letters is to use ‘modal verbs’, i.e., would, could or should.
  • It’s important to write simply and clearly . It’s worth noting that you have to avoid using informal language, for instance, avoid contractions (i.e. I’m, it’s, etc.).

Sample paragraph structure:

Paragraph 1: To begin with, I would like to put forward … Paragraph 2: Needless to say, this was …. Paragraph 3: But the thing that impressed me most…

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4. closing and signing off.

Example call to actions:

Example:1   Thank you for your consideration of my suggestions. I look forward to an opportunity to discuss this matter further. Example 2:  If you require further information, please do not hesitate to ask

Closing and signing off:

Yours faithfully –  use it if you don’t know the name of the recipient. Yours sincerely –  use it if you know the name of the recipient.

Let’s sum it up…

C1 advanced (cae) formal letter/email: example letters, cae example formal letter/email.

You recently had an unpleasant experience when you were shopping in a department store. One of the assistants wrongly accused you of shoplifting. Although you were able to prove that you had paid for the item in question, you received no apology.

Write a letter to the manager of the shop, saying why you are angry and disappointed and asking for some kind of compensation for the way you were treated. Say that you will take further action if you do not receive an official apology.

Model answer

Dear Mr Menton,

I am writing about a recent incident in your shop in which I had the misfortune to be involved in. The incident I refer to is when one of your staff stopped me and accused me of shoplifting in front of about 20 other people. Needless to say, this was an extremely embarrassing situation for me. Thank goodness I had kept the receipt to prove that I had paid for everything on my person at the time, but to be accused of stealing like that in front of all those people – some of whom I knew personally – was very humiliating and degrading. The shop assistant used a very accusatory tone…

But the thing that angered and dismayed me most was not the accusation itself – after all, misunderstandings happen sometimes – but the accuser’s failure to acknowledge his mistake or apologise to me. When I showed him the receipt, he simply walked off mumbling about how ‘shady’ a character I looked. Considering how much embarrassment I was caused, I do not think it was too much to have expected a simple apology either, do you?

Which brings me back to why I am writing; if I cannot get an apology from this assistant, then I would like a formal one from you instead. If an official apology is not forthcoming and I am not compensated in some way – with a shopping voucher for example – then be warned that I will take further steps to ensure that I get justice.

I look forward to hearing from you at the very earliest convenience.

Yours sincerely, Michael Mathers

A student from a business school in an English-speaking country has arranged to spend two months on a work experience programme in your department. Your manager has asked you to write a letter to the student, welcoming him to your company, explaining what he will be expected to do and how he will benefit from this experience.

Write your letter .

Dear Mr Miller 

We are delighted that you have decided to spend two months on a work experience programme in the xxx marketing department. We warmly welcome you  to our company in general and to our department in particular .  

Y ou will be given the unique opportunity to work with a young team launching a  new soft drink. Your work will be as interesting as demanding. You will have  to analyse sever al surveys which  have recently been conducted. Based on the results of your analysis you will have to think about possible target customers . F urther more, you will be asked to develop ideas on how exactly we could  launch our soft drink. You will have to gather though ts about how to run a successful campaign. As this project has not been made public yet, we expect  you not to talk about this project to your friends or family . You will be expected  to work hard and, sometimes, for long hours.

However , you will most certainly learn a lot. Y ou will be given the unique chance to develop a marketing campaign. You will also get used to working with different marketing tools. Furthermore, you will have to learn how to  take advanta ge of a wide va riety of computer programs, which will not only  help you to analy se the surveys conducted but will also assist you in making out possible target customers. This two months work experience programme will  help you to understand the use and impact of marketing tools. We are confident that this experience will go far beyond that what you have learnt at university .

We are looking forward to working with you.  

Y ours sincer ely

Your company would like to offer work-experience placements to students in an international college. Write a letter for publication in the student newspaper at the college.

Your letter should explain what your company does, what kind of work-experience placements are available, and how students would benefit from the experience.

Dear Students,

Are you looking for a work placement that will give you plenty of valuable experience and will look good on your CV? If so, then our company may have something to offer you.

We are an international educational exchange organisation which organises links between schools all over the world. We currently have three work-experience placements available for students from your college. The work would involve a range of office tasks, including dealing with correspondence, arranging meetings and keeping our database up-to-date. We are particularly interested in offering these placements to students with some knowledge of two or more languages.

The placements would be of great benefit to the students who are given this opportunity. It would provide experience of working in a small and dedicated team, which would give you the chance to develop a wider range of office skills than would normally be the case in larger organisations. Our international network means that you would also gain some contacts all over the world, which might be of particular value to any of you considering a career in some aspect of education.

You will find further information about our organisation and the placements we offer on our website and we look forward to hearing from any of you who think that the work might be right for you — and that you might be the right person for one of these placements.

Best wishes to you all, Paula Fisher

C1 Advanced (CAE) Formal Letter/Email: Example Questions

Cae formal letter & email topic 1.

Volunteers needed

We are looking for volunteers to help out at a famous, international sporting event. We’re looking for friendly, respectful people with good language skills, good team skills and a ‘can-do’ attitude. We need people to welcome delegates, provide customer service and solve problems. If you think you have what it takes, apply now.

Write an application to become a volunteer. Mention:

– your language skills – your personal qualities – examples of times when you have demonstrated team skills – any relevant work experience

Now write your letter . You do not need to include any postal addresses

CAE Formal Letter & Email Topic 2

A colleague of yours, Alice Watson, has applied for a job in the public relations department of a large charity. Poverty Action. You have been asked to write a letter providing a character reference for her. Indicate how long and what capacity you have worked with her, and how her personal characteristics would make her suited for her job. Here is part of the letter you received from Poverty Action:

The job of Public Relations Co-ordinator consists mainly of supervising PR work and entails travelling around the country and working with various people in our large organization. The successful applicant will need good managerial skills and be committed to the philosophy of our charity

Write your letter in reply. You do not need to include postal addresses

CEA Formal Letter & Email Topic 3

On a recent holiday, you lost a valuable item. Fortunately, you have travel insurance to cover the cost of anything lost. 

Write a letter to the manager of your insurance company. In your letter:

–  describe the item you lost – explain how lost it – tell the insurance company what you would like them to do.

Write your email in an appropriate style.

More than Practice Tests

C1 advanced (cae) formal letter/email: tips & strategy.

formal letter essay writing

If you aim to write an official letter, you should:

  • avoid everyday  colloquial language  or  slang
  • avoid contractions ( I’m, it’s )
  • avoid emotional, subjective language  (terrible, rubbish, etc.)
  • avoid general words such as  nice, good, get, etc.

C1 Advanced (CAE) Formal Letter/Email: Writing Checklist

formal letter essay writing

After writing your text, you can check it yourself using the writing checklist below.

How to do that? Simply check your text/email by answering the questions one by one:

  • Have I covered all the key information required by the task?
  • Have I written only information which is relevant to the task?
  • Have I developed the basic points in the task with my own ideas?

Communicative Achievement

  • Have I achieved the main purpose(s) of the text (for example, explaining, persuading, suggesting, apologising, comparing, etc.)?
  • Have I used a suitable mix of fact and opinion?
  • Have I used a suitable style and register (formal or informal) for the task?

Organisation

  • Have I used paragraphs appropriately to organise my ideas?
  • Have I used other organisational features appropriately for the genre of the text (for example, titles, headings, openings, closings, etc.)?
  • Is the connection between my ideas clear and easy for the reader to follow? (For example, have I used appropriate linking words, pronouns, etc. to refer to different things within the text?)
  • Are the ideas balanced appropriately, with suitable attention and space given to each one?
  • Have I used a wide range of vocabulary?
  • Have I avoided repeating the same words and phrases?
  • Have I used a range of simple and more complex grammatical structures?
  • Have I correctly used any common phrases which are relevant to the specific task or topic?
  • Is my use of grammar accurate?
  • Is my spelling accurate?

C1 Advanced (CAE) Formal Letter/Email: Useful phrases

Useful phrases for a f ormal letter: (use as set phrases in the exam, don´t experiment with new vocabulary or grammar)

Dear Sir or Madam Dear Mr Jenkins

With regards to the letter/email on… With reference to your letter/email… After having received your letter/email… I received your address from … and would like … Thank you very much for your letter/email on… I have been given your contact details by… and I would like to… In reply to your letter/email of…

Reason for writing

I am writing with regard/reference to …  I am writing to express (my concern about/ disappointment with/disapproval of/apologies for) I would like to draw your attention to/point out …

Referring to their letter 

As you stated in your leter, … Regarding… Concerning … With regard to…

Complaining 

I am wiing to compiain about … You said …but in fact what happened …

Introducing points

(I feel) I must also (dis)agree with … I should also like to point out that … Your (article) states that … However,…

Request for action

I would appreciate it/be grateful if you would … I look forward to receiving/seeing … I trust/very much hope you will …

I hope to hear from you soon… If you require any further information, feel free to contact me Should you require anything else, do not hesitate in contacting me Regards Yours faithfully Yours sincerely (signature)

C1 Advanced (CAE) Formal Letter/Email: FAQ

Who is the audience? This will be given in the prompt.

What is the purpose of the writing? You are usually giving information or requesting action. You should be direct and get to the point quickly.

Should I use headings or bullet points? No.

How should it start? “Dear Sir or Madam (if no name is given), I am writing to…” This is the expected opening of a letter. First, you explain why you are writing, in the next paragraph you explain why you think you should get what you want.

How should it finish? You should clearly re-state your recommendation or desired action in your last paragraph. This is usually followed by a “I am looking forward to…” statement and “Yours faithfully/Yours sincerely, x.”

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12+ Essay Letter Writing – Format, Examples, Writing Tips

  • Letter Writing
  • January 23, 2024
  • School Letters

Essay Letter Writing: Essay letter writing is a form of written communication that combines the structure and format of an essay with the personal tone and conversational style of a letter. This type of school letter writing can be used to express personal thoughts and opinions on a variety of topics, from social issues to academic assignments. In essay letter writing, the writer has the freedom to share their ideas and experiences in a unique and creative way, while also adhering to the basic principles of essay writing, such as structure, coherence, and logical argumentation. It is an effective way to communicate complex ideas in a clear and engaging manner.

Also Check: Formal Letter Format Class 8

Essay Letter Writing – Structure of Essay Letter Writing Tips

Content in this article

Essay letter writing follows a basic structure that combines the elements of an essay with the conversational tone of a letter. Here is a general outline of the structure:

  • Introduction : The first paragraph introduces the topic and purpose of the essay letter. It should be engaging and clearly state the writer’s thesis or main point.
  • Body Paragraphs : The body of the essay letter should consist of two or three paragraphs that support the thesis with relevant evidence and examples. The paragraphs should be well-organized and flow logically from one point to the next.
  • Conclusion : The final paragraph summarizes the writer’s main points and restates the thesis in a clear and concise manner. It should leave the reader with a lasting impression and a call to action.

Essay-Letter Writing – Example 1

Dear [Recipient],

I am writing to share my recent experience with essay writing. As you may know, essay writing is a crucial skill that is required in many academic settings, including college and university courses.

Recently, I had to write an essay on the topic of climate change and its impact on the environment. At first, I found it challenging to organize my thoughts and ideas in a logical and coherent manner. However, with the help of some research and a lot of hard work, I was able to create a well-written essay that received a high grade.

Through this experience, I have learned that essay writing is not just about putting words on paper; it is about expressing ideas and arguments in a clear and persuasive manner. Additionally, I have realized that careful planning and organization are essential for producing a successful essay.

Overall, I am grateful for the opportunity to improve my essay writing skills and I hope to continue honing them in the future.

Sincerely, [Your Name]

Essay Letter Writing About Social Media -Example 2

I am writing to share my thoughts on the topic of social media and its impact on our lives. In today’s world, social media has become an integral part of our daily routines, and it is hard to imagine life without it.

While social media has its advantages, such as staying connected with friends and family and accessing a wealth of information, it also has its drawbacks. One of the biggest issues with social media is the spread of misinformation and fake news. Many people tend to believe whatever they read online, without fact-checking or verifying the sources.

Furthermore, social media can also have negative effects on mental health. It is easy to fall into the trap of comparing ourselves to others and feeling inadequate, which can lead to anxiety and depression.

In my opinion, it is important to strike a balance when it comes to social media usage. We should be mindful of the information we consume and make sure it is accurate and reliable. Additionally, we should limit our time on social media and use it in moderation, so as not to let it consume our lives.

Thank you for taking the time to read my thoughts on this important topic.

Essay Letter Writing About Pollution In Email Template – Example 3

I am writing to you today to express my deep concern about the issue of pollution. In recent years, pollution has become a major problem that is affecting our environment, our health, and our future. It is a global issue that needs to be addressed urgently.

Pollution is caused by various factors, including industrial activities, transportation, and waste disposal. The consequences of pollution are dire, including climate change, respiratory problems, and biodiversity loss. It is important that we take action to reduce our carbon footprint, recycle waste materials, and limit the use of harmful chemicals.

As citizens of this planet, we all have a responsibility to protect our environment and reduce pollution. I urge you to join me in taking action to reduce pollution in our daily lives. We can start by using public transportation, conserving energy, and practicing responsible waste disposal.

Let’s work together to create a healthier and more sustainable future for ourselves and generations to come.

Letter writing is an important skill that has been around for centuries. It serves as a means of communication and expression of ideas and emotions. With the advancement of technology, letter writing has evolved, but its importance has not diminished. Whether it is a formal business letter or a personal letter to a friend, the art of letter writing requires attention to detail, clear communication, and an understanding of the audience.

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Formal Letters

We live in a world of technology  backed communication. E-mails , texts, etc are most of our preferred  modes of communication . However, letters still have a major use and importance in our society . Especially formal letters written to authorities or professional contacts, because they generally stay on record. Let us learn the correct format and language of formal letters.

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formal letter essay writing

A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family . A number of conventions must be adhered to while drafting formal letters. So let us take a look at a sample format of a formal letter .

Letter writing: Formal Letters

Format of a Formal Letter

As we said earlier, a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way. It must be remembered that there are various such formats for formal letters that people follow. The one explained here is the one most commonly used for formal communication these days.

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Sender’s Address

The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication .

The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.

Receiver’s Address

After leaving some space we print the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference . Make sure you write the official title/name/position etc of the receiver, as the first line of the address.

This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first name. It must be the full name or only their last name.

After the salutation/greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.

Body of the Letter

This is the main content of the letter. It is either divided into three paras or two paras if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language , no matter the subject of your letter.

formal letter essay writing

Improve your Story Writing Skills from this Story Writing Guide .

Closing the Letter

At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.

Here finally you sign your name. And then write your name in block letters beneath the signature . This is how the recipient will know who is sending the letter.

Learn more about the different types of formal letter formats with samples .

Solved Question for You

Q: Write a letter to the editor of a daily newspaper complaining about the construction work on your road in the middle of monsoon season causing inconveniences to the people of your locality.

Ans: A sample of such a formal letter may be as follows,

D- 1801, Neptune Society,

DS Marg, Lower Parel,

Mumbai 400 008.

11th June 2018.

The Editor-in-Chief,

Hindustan Times,

Main Street,

Mumbai 400 001.

Subject: Construction work in our locality during monsoon season causing us difficulties.

Through the medium of your esteemed and respected daily, I wish to inform the municipal authorities of the difficulties the residents of my locality are facing due to the construction and repair work currently happening in our area. Monsoon season has started a few days ago and is compounding our problems.

The repair work has been ongoing for five weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent problems of water logging and flooding in our area. Another worry is about the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.

Therefore I wish to draw the attention of the concerned authorities with the help of your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.

Thanking You,

Your Sincerely,

**signature**

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Formal Essay Format: Guide to Effective Writing

Table of Contents

Concise, coherent, and to the point, the formal essay is essential for modern communication. Formal essays are frequently given as part of an academic curriculum . A structured target format is followed as part of a general outline.

What is a Formal Essay?

Formal essay writing is not limited to essay but includes letters, reports, and job applications written in a standard style. Formal essays are meant to emphasize the importance of structured components such as sentence and paragraph structure, modifiers, and a strong vocabulary.

A well-written and developed formal essay follows certain conventions and is written in an academically acceptable style. It is a straightforward, clear, and coherent written piece with clearly arranged content and makes a good impression. The goal of a formal paper is to shape the reader’s thinking and open their mind to a new perspective.

What Makes a Good Formal Essay?

Good formal essays use structured elements and flow with logic . The paragraphs should be organized into a logical order and not wander off the topic unnecessarily. At the same time, the essay still has to have an author’s voice and tone that will make it exciting and engaging.

An excellent formal essay includes an outline or a solid and systematic approach to help you organize your content. This structured approach allows you to avoid writing a confusing and disorganized essay.

A formal essay should have the following in place:

1. Introduction

The introductory paragraph describes the topic and sets the stage for your writing. A good introduction alludes to what is to come and captures the reader’s attention.

You’ll want to state your thesis clearly before ending your introductory paragraph. The thesis statement should be simple, well-written, easy to understand, and congruent with your voice style to make your formal essay effective.

2. Body paragraphs/supporting paragraphs

Competently open the topic and give arguments in two to three paragraphs. It is best to introduce and argue each idea in a new paragraph.

Write the central point (topic sentence), and then support it with a couple of supporting sentences. You can also write a summary sentence at the end of each paragraph.

You should consider your thesis statement when writing each paragraph.

3. Conclusion

Your conclusion should summarize the main points of your essay and should be at least three sentences long. It should tie together what you have said in your article’s body paragraphs. An effective conclusion that supports your thesis statement can make a successful essay.

Tips for Crafting an Effective Formal Essay

A formal essay is a perfect way to share your thoughts in a way that your readers can follow. It’s up to you to craft the ultimate essay piece that’s not only well-written but informative. With that being said, below you’ll find some helpful tips for crafting an effective formal essay.

1. Choose a suitable topic

First and foremost, choose a topic you are passionate about or an area of interest you would like to cover. This will keep your attention aligned with the ideas and make the process easier for you and the reader. Avoid a topic you don’t know much about, as it will most likely result in a weak essay.

2. Create a Structure/Outline.

Think of the structure as a roadmap. It will help the reader understand the path the essay will take, ultimately making it easier for them to follow and understand.

An outline can serve as a guide through your writing process. It is crucial to help you keep the whole essay in mind, so you don’t miss out on discussing any essential points.

3. Write your thesis statement clearly

A well-written essay must have a thesis statement that informs and motivates the reader to read further. The thesis should be one of the first things that the reader reads. It should be concise and capture the essence of the piece.

Too many thesis statements will distract the reader and lead them away from the main points that you are trying to make. However, a strong thesis statement will help you create a thorough and compelling paper.

person writing on brown wooden table near white ceramic mug

Writing a formal essay can be challenging and require a lot of effort. A good formal essay is well-developed, well-crafted, and appropriately worded . However, what makes a perfect essay are the concepts and ideas that are conveyed.

At its heart, a formal essay is a thought-provoking piece meant to make a reader stop and think. This article has provided tips to help you craft an effective essay.

Formal Essay Format: Guide to Effective Writing

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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Formal letter writing

How To Write A Formal Letter

Imagine you want to apply for an internship, or want to become a member of a prestigious library. In both these cases, you will have to write a formal letter to the concerned authority. Now, most of you had probably learned how to write a formal letter back in school. And yet, you may feel confused when you get down to writing such a letter.

The rules of custom writing formal letters are often trickier than that of informal letters. This is why students become puzzled while writing them. However, you can leave your issues on writing formal letters behind after reading this elaborate guide. Let’s dive in.

What is a formal letter?

A formal letter is presented in a ceremonious and formal language and maintains a stipulated format. These letters are written for official purposes to dignitaries, authorities, seniors, colleagues, etc.

Even though most of our formal communication is carried out through emails these days, there are still different reasons you might need to write a formal letter. These could include questioning a decision, making a complaint, making a travel reservation, or writing to an employer to apply for a job or work experience.

Whatever your reason is for writing a formal letter, you should maintain the right impression. You can also check the plagiarism of the your formal letter with online plagiarism checking tool.

How to write a formal letter

Step 1: Start with the sender’s address

When writing a formal letter, the sender’s address and phone number are presented on the top left-hand side of a page. Write down your street address on the second line. Incorporate your city, state, and zip code on the line below that. Include your number under your address. In case you don't know the phone number, you can skip it.

If you represent a business, add your logo and address right in the middle of the page. Keep them to the center so that it looks uniform.

Here’s an example of how the sender’s address is written.

Sygnus Systems, Inc.

8076 Brewerton Street,

Queens, NY - 114205

Step 2: Add the date

You need to include the date right below the sender’s address. The date is vital for two reasons: if you're trying to get an individual or organization to act on time (fix any electronic appliances, send a paycheck, etc.), it will allow them a time frame.

Similarly, if you need to keep a copy of the letter for legal reasons or posterity, mentioning the date is mandatory.

20 th  May 2020

Step 3: Write down the recipient’s name and address

Include the recipient’s name beneath the date after a little gap. Add his/her title (Mr., Mrs., Ms., Miss, or Dr.). The recipient's name has to be followed by his/her designation. Below the designation, mention the name of the company he or she represents. After a gap, include the recipient’s street address. On the next line, write the recipient’s city, state, and zip code.

If you aren’t aware of the recipient’s title, carry out some background research or call the organization to find out. 

Mr. William Scott

Senior recruiting manager

Pearson Technologies Limited

3021 East Ave,

Central Square, NY 13038

Step 4: Choose an appropriate salutation

The salutation is a crucial indicator of respect, and how you use it will depend on whether you know the individual to whom you're writing. You can consider the following options-

  • Add a "To Whom It May Concern" if you don't know who you should address your letter to.
  • If you don’t know the recipient well, use "Dear Sir/Madam."
  • You may also indicate the recipient's title and last name, e.g., "Dear Dr. Fuller."

Step 5: Write the body of the letter

The main body of the formal letter shouldn’t be more than three paragraphs. Also, make sure that you use a single space and left justify each paragraph within the body.

In the first paragraph, begin with a general opening sentence and then state the reason for writing the letter. Get to the point quickly. In the second paragraph, use examples to emphasize on your purpose. In the final paragraph, briefly summarize your objective and suggest how you might want to proceed further.

Step 6: Conclude appropriately

Sign off your formal letter with the proper salutation. Leave a little space after your salutation and then include your signature. "Yours sincerely," "Best regards" are all appropriate, in this case.

Carefully conclude your formal letter with your designation underneath your signature, if applicable.

Step 7: Edit the letter thoroughly

You shouldn’t ignore the presentation of your formal letter. See to it that the recipient can decipher that you're capable of and in charge of editing your letter for errors. Use the spellcheck on your word processor, and read the letter thoroughly before you send it across.

Ask yourself whether the letter is concise and clear. Check whether any paragraph is more than three or four sentences long. If so, find out whether you can eliminate unnecessary statements.

Simple tips and tricks to write a formal letter

You may find these formal letter writing tips and tricks quite useful if you have any confusion over how to write a formal letter or essay writing .  

  • Understand the purpose of writing the letter.
  • Know who your recipient is.
  • Keep the body of your letter to the point.
  • The tone of your letter should be professional and formal.
  • Use personal pronouns and active voice while writing the letter.
  • Try not to use too eloquent language and keep the message simple.
  • Be courteous even when you’re raising a grievance.

Types of formal letter  

Formal letters can be categorized into different types depending on the purpose of writing the letter. Some of these different types of formal letters are mentioned below.

  • Letters of complaint

Many people write letters of complaint to raise a grievance against offering faulty products or poor service. A complaint letter must be written carefully to make sure that it’sfirm but also polite so that it doesn’t put off the reader. The letter of complaint must also explain what you are looking for as compensation.

  • Reference letter

It’s rather common for college or university students to ask their teachers to write a letter of reference for employment or college admission. Reference letters often boost your CV and increase your chances of getting hired in organizations. These letters often elaborate on the students' general strengths and provide reasons why they would be perfect for any college or job.

  • Cover letter

Most job applications should be accompanied by a well-written and concise cover letter for CVs. Writing these cover letters increase your chances of being selected for an interview by the employers. A well-written cover letter should touch uponwhy you are the best fit for a particular job.

  • Inquiry letters

These inquiry letters are written to gather more information about a product or service. While writing this type of formal letter, you need to explain clearly what information you are seeking. You may also ask for further details in the form of brochures, catalogs, etc.

  • Resignation letter

When you are leaving a job, it's essential to make sure that you don’t burn any bridges or alienate anyone that you have worked with. Considering that you may want to work with them again at some point in the future, a well-written letter of resignation will allow you to maintain good relations.

  • Letter of interest

A letter of interest is ideally sent to organizations that you are interested in working for when they are not currently advertising any jobs within your area of interest. These can be extremely effective if written impeccably as they indicate initiative and a drive to succeed. To put it simply, this letter expresses your wish to interact with a hiring manager to know about opportunities available to you.

  • Thank You letters

A letter expressing gratitude can be tricky to write often because of its brevity. Yet Thank You letters are an excellent way to develop good relationships in the professional sphere.

A brief idea on how to write a formal letter heading

Many people believe that a subject line or a heading isn't vital in a formal letter. However, using a subject line in your formal letter allows the reader to know what your letter is about immediately.  

The content of a heading or subject line should be short and on point. Common instances of information provided in the subject lines include a reference number related to an order, a number connected with a specific case file, or a date and a corresponding event. Ensure that the subject lines aren’t lengthy, as they will distract your recipient from the body of your letter. It's very important to give a proper outline to the formal letter or any essay/application paper.

Formal letter format and example

Check out this formal letter format to gain a perspective on how to present this type of letter accurately.

Here is a formal letter example that you can take note of.

8076 Liberty Street,

Queens, NY – 114210

25 th  May 2020

Subject: Applying for the position of a digital marketer

Dear Mr. Scott,

I am writing this in response to the advertisement in the Herald looking for a skilled digital marketer. After going through the requirements and job description, I firmly believe I am suitable for this job role. I am confident that I will be able to carry out my responsibilities perfectly.

I am a suitable candidate because I place a high value on personal integrity and represent both my employer and myself ethically and respectably. Also, I have five years of experience in the field of digital marketing, which will be useful to meet the bottom line of your business. Furthermore, I am a hard-working, self-motivated individual, and also an excellent team player.

You will find the details of my qualifications and contact information within the resume that I have provided along with this letter. Thank you for your time and consideration.

After you follow all these steps and pay attention to the tips and tricks, you will become well-versed with writing the formal letters. You also need to make sure that you devote enough time to practicing the format efficiently.

Ask our writers to prepare brilliant formal letters any time

Whether you wish to submit a reference letter or want to write a cover letter to go with your resume, it requires you to be familiar with formal letter writing. If you don’t have clarity about what goes into a formal letter, you can hire our writers to work for you. They are perfectly acquainted with all the steps of writing a brilliant formal letter. No matter which formal letter writing topics or essay topics you want them to cover, they’ll never disappoint you.

These writers are always mindful of following the requirements provided by you. They will never miss out on any detail while writing the letter. Apart from formal letters, our experts are well-versed in preparing different types of academic assignments, some of which include-

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  • Published On 26 May, 2020 | Updated on 14 Aug, 2023

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  • Formal Letter Writing In English

Formal Letter Writing in English - Definition, Format and Writing Samples

The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.

Table of Contents

Definition of a formal letter.

  • Structure of a Formal Letter – Types of Formal Letters

Writing a Formal Letter – Parts of a Formal Letter

Formal letter writing samples.

  • FAQs on Formal Letter Writing Format in English

Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,

  • to express your concerns while working in a professional setup
  • to provide official information across your workspace
  • to order goods, to apply for employment, etc.
  • to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:

Business Letters

Letters of application, letters to newspapers.

Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

  • Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
  • Never use jargon that is commonly used in business when you write a business letter.
  • Avoid using abbreviations as much as possible.
  • The modes of address vary according to the type of letter and the receiver.
  • Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
  • When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

  • Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
  • State the age, education and experience of the applicant.
  • Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
  • Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

  • Always start with the sender’s address
  • This is followed by the date .
  • The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
  • The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
  • The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
  • The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
  • The second paragraph should furnish all the information about the matter.
  • The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
  • To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
  • Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Formal Letter Sample 1 – Letter to the publisher ordering books for your store

Read More Book Store

24, Crosby Lane

Bangalore 600045

20th August, 2019

The Manager

Zack Publishing House

Mumbai 400012

Subject: Requirement of new books for the store

I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:

I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.

Thank you in advance.

Yours faithfully,

Manager,  Read More Book Store

Formal Letter Sample 2 – Letter to the Editor about a road that needs repair

25, SS Street

Cheran Nagar

Coimbatore 641023

8th September, 2019

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.

The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely,

More Formal Letter Samples,

FAQ on Formal Letter Writing Format in English

What is a formal letter.

A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

What is the format of a formal letter?

A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

How can I write a formal letter?

Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.

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Formal Letter Writing: How and What for

Formal Letter Writing Tips

How to write a professional letter in English: features and nuances

Essay-editor team wants to share useful tips on the creation of formal letters, their styles, structure, proper formatting, greeting, and closure. Official letter creation can make many people worry about their writing skills and poor vocabulary for official correspondence. However, if you adhere to our recommendations, you will manage to create an excellent business letter and you can always rely on support of our qualified paper editor anytime.

Proper official letter format

The composition of official letters usually consists of such components as:

  • Letter heading – your name and address
  • Name and address of receiver.
  • Sender’s initials.
  • Attachments.

General writing rules

Use proper format and greeting. There are particular standards of official letter formatting in English, though some deviations are also acceptable (for instance, when it goes about correspondence in British English and American English).

It is crucial to make a good first impression when a letter is started. Use proper greeting for this purpose. If needed, in case if a letter is not in electronic form, mention the address and last name of a receiver in upper right corner. Then start writing.

Make sure that receiver’s full name is correctly written. Use “Dear Sir/Madam” in case when it is unknown whom exactly you appeal to.

Types of official letters

How to start a formal letter: samples of the forms of address

  • Dear Sir/Madam
  • Dear Mr. Green
  • Dear Jack Johnson
  • Dear Customer

As a rule, official letters are of an official nature and the manner of speech should always be respectful. Inquiry letters always maintain modal verbs to make a request as much respectful as possible. For instance, it is rude to say: “I want to see you in our office on Wednesday”, it would be better: “Could you be so kind and visit our office on Wednesday?”. Letters of complaint should be respectful as well and not too exciting. For instance, if delivering was delayed and, consequently, it delayed the production, it would be correct to say: “The delivering was six weeks delayed and that led to delay of our production transportation”. If you inform about sad news or apologize, it is necessary to indicate nicely and tactfully the reason for a problem. Do you want to know more about a complaint letter? Follow the link then: https://essay-editor.net/blog/complaint-letter-make-everyone-take-you-seriously .

Mention your aim

In an English official letter, the aim of address is clarified in the first paragraph, after that the main idea follows. There are 3 common features of formal letter types:

  • They clarify the essence and answer the question “what is it?”.
  • They are concise and not rude.
  • They contain positive words: “thank you”, “welcome”, “glad”, “obliged”, “appreciate”, “congratulate”, “successfully”, “approve”, etc.

Formal business letter format: tips on official letter creation

1.   When creating your letter, it is necessary to adhere to simplicity and targeting so that the essence of your letter would be clear.

2.   Try to speak simply.

3.   The finest option to begin a letter is to present its aim. It is called a direct approach, and it defines the tone of the whole letter, gripping the reader’s interest.

4.   However, if your letter contains sad news, the straightforward approach is inappropriate. Instead, use an indirect approach, pointing at sad news in the 2nd or 3rd paragraph.

5.   Greeting and introductory part should be respectful. Always be attentive to the attempts and sensitivity of a reader.

6.   It is required to present the nuances of a problem after introduction.

7.   Inform about the causes for a made decision.

8.   Keep single line spacing and double spaces between paragraphs, use left-alignment, and adhere to shorter sentences and precise paragraphs.

9.   Be honest and treat with respect time of a person who will read it: this person is working (most likely) so cut to the chase.

10. Put the needs of other people ahead of yours. Instead of speaking about what you expect from them, say what they can get from you.

11. Be careful and attentive with the name of a receiver (either person or company).

12. Make your tone casual but professional, do not be too official.

13. Avoid slang, excessive self-confidence, arrogance, and boasting.

14. Prefer passive voice along with personal pronouns. Read more about active and passive sentence structure on our blog.

15. A request for action should finalize your writing every time.

16. Leave space after greeting and before closure.

17. Make double space between the final sentence and ending part.

18. If necessary, leave 4 or 5 spaces for a hand-written signature.

19. Official letter should be printed on white paper of A4 format.

20. Finalize letter professionally and respectfully as well.

We want to emphasize an essential point: bear in mind to check your letter for errors at least twice. Of course, the best option is to delegate this task to the specialists. Send us your letter and Essay-editor professionals will polish it.

E-mail advantages

An electronic business letter is much easier to create than an ordinary one. However, it happens sometimes that a letter does not open – this is a disadvantage, of course. It is better to make sure that a letter will be delivered. For this purpose, control the process and enable the reverse notification option.

Also, it can be required to submit a letter with a hand-written signature, documents approved by the seal, scanned papers, etc. (it depends on the purpose and receiver). Here the decision is obvious: send a regular one by post. However, remember that e-mail is money-saving (it is usually free unlike regular letters that require to pay for the envelope, stamps, delivering, and so on) and environmentally friendly (unlike those that require using paper). Remember about the trees!

Also, bear in mind our on-line writing agency: here you can specify all the nuances related to official English directly from experienced experts: https://essay-editor.net/blog/a-tricky-task--how-to-proofread-my-document-properly . Take your chances and be acknowledged!

Formal letter closure

The final part of your written masterpiece should contain something like “Do not hesitate to contact us in case you have any questions”, or if you attach additional materials, use such words and phrases as: “I am enclosing…” or “Please find the attached …”

Closure mainly depends on the relationships with the receiver. Prefer “Yours faithfully” if the receiver is unknown to you, and “Yours sincerely” for the receivers you are familiar with. Do not confuse them! Your sincerity for a strange person may seem pretty suspicious and cause embarrassment.

For less official letter, it is allowed using: “Best regards” or “Kind regards”. When finishing your writing, it is required to mention your last name, title, and sign the paper. Once again, we emphasize the importance of checking the letter for errors before sending it. Our team of professional editors and proofreaders will cope perfectly with the task.

After the closure phrase, put comma and write your data in a new line: a) name, b) e-mail address, c) phone number. Of course, there should be no “Later”, “Thanks”, “TTYL”, “Warmly”, “Cheers”, and other similar colloquialisms.

Formal letter writing in English can make many people worry about their skills and scarcity of vocabulary for formal correspondence. However, if you follow our tips and recommendations, you will create an outstanding formal letter in English. Trust is above all!

The structure of a typical letter is the sequence of the following elements:

  • Name and Address of Recipient
  • Typist initials

Left-hand side: recipient’s details in this order

  • [Company Letterhead]
  • [Recipient’s Name, Position]
  • Dear [Name]:

This is the most typical way to present the details of a recipient when creating a formal letter. It can vary depending on the type of letter, however, in most cases it is more or less the same.

Proofread it

It is always obligatory to check a letter for mistakes, misprints and other possible inaccuracies. When you finish to create it, it is better to wait for a while, to have some rest, and only then to check the text. However, the best option is to appeal to a professional proofreader or another specialist who will check your letter competently. Our specialists are the best assistants, and they will be happy to help you. Thus, we would want to share what points you need to focus on when checking a letter for mistakes.

Once again, do not forget to recheck your letter for mistakes (at least twice).

Of course, it is always better to turn to a professional proofreader who will do it for you quickly and properly. You will not waste time but get a great error-free text that will make a positive impression on a reader.

How to check a letter in English?

Here are some more pieces of advice for better formal letter writing. These are the tips for a final check before sending:

  • Check if the font size, style and color are appropriate for a particular type of formal letter.
  • Have a break – drink a cup of coffee and, after that, reread your text again.
  • A good tip is to print a letter and read it aloud. It will help notice the mistakes and some excessive elements that can be removed or shortened.

Read your text backwards, starting with the last sentence and moving to the first one.

So you have done it. Now read text carefully to make sure that you have presented your thoughts clearly and precisely. That is it! Send your letter to its receiver without hesitation.

Read, in addition:

How to Carry On Business Correspondence

15 Ways To Expand Your Vocabulary

Exceptional Personal Statement Services Just for You

The Finest Academic English Editor Online

formal letter essay writing

IMAGES

  1. 10+ Formal Writing Examples

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  3. Formal Letter Writing for Class 9 ICSE Format, Examples, Topics

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  4. Formats Of A Formal Letter And Example / Example Template Formal Letter

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  5. 10+ Formal Writing Examples

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  6. Write A Formal Letter Example

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VIDEO

  1. Formal Letter Writing. Format in English #learnologyaditi

  2. # Letter writing formal or informal letter

  3. English Grammar || Formal Letter , Report Writing , Essay || Std 6 || # Shorts

  4. Letter Writing || Formal Letter || For extra classes || classes IX, X, XII and CBSE students ||

  5. How to write Essay

  6. Write A Letter To Your Friend Telling Him The College You Have Recently Joined || Letter Writing

COMMENTS

  1. How to Write a Letter: Step-By-Step Guide With Tips

    Choose your format (email, paper and mail, etc.) Write your contact information and date at the top if you're using block style (see below). On a new line write a salutation, such as "Dear Ms. Smith," or "To Whom It May Concern." Write the body of your letter in a standard paragraph format.

  2. How to Write a Formal Essay: Format, Rules, & Example

    A formal essay is a well-structured piece of writing with a clear introduction, body, and conclusion. This type of essay often includes cited research, uses an academic tone, and is written in 3rd person. While writing a formal essay, it's necessary to back up your arguments with factual evidence. What Is an Informal Essay vs. Formal Essay?

  3. Letter Format Example and Writing Tips

    A formal letter should include details about why you're writing, an expression of your appreciation to the recipient for considering your request, and your contact information. Correspondence can be sent as a written letter or in an email. When sending an email message, list the reason you are writing in the subject line of the message.

  4. Writing a Formal Letter—A Quick Guide

    1. Write Your Name, Contact Information, and Date. To start your formal letter, write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this: Always start your formal letters with your name, contact information, and date. 2.

  5. How to Write a Formal Letter: Format and Examples

    Let's take a step-by-step look at how to write a formal letter. 1. Select a Letter Format. There are four standard formal letter format options, and they're all very similar. Full block: all lines are left-aligned, no paragraph indentions. Block: right-align the date, sign-off, and signature, no paragraph indentions.

  6. How To Write a Letter (With Types and Example)

    Choose between block or indented form. Include addresses and the date. Include a salutation. Write the body of your letter. Include a complimentary close. List additional information. 1. Choose the right type of paper. Your letter should be typed and printed on standard white paper.

  7. Formal Letter Format: How to Write a Formal Letter

    Every word counts! How to start a formal letter 1) Include your name and contact information The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent. 2) Include the recipient's name and address

  8. How to write a letter: A Great Guide for students and teachers

    1. The Personal Touch: WRITTEN IN 1939, THE EINSTEIN SZILARD LETTER WOULD CHANGE THE COURSE OF HISTORY. Those of us who grew up in an age before the internet got going will remember the excitement of waiting for and receiving a letter. Many of us will have had childhood pen pals we never met or received love letters from our teenage sweethearts.

  9. How To Write Good Letters (With Formal and Informal Examples)

    Related: Business Letter Format and Example. How to write a letter. The best way to write a letter depends on whether it is formal or informal. Follow these steps when writing a formal letter: Left-align the text. Write your name, address and contact information at the top of the page, typically aligned on the left or right side.

  10. Levels of Formality

    For example, if you are writing a cover letter for a job application or a college academic essay, you would write in a formal style. If you are writing a letter to a friend, writing something personal, or even writing something for a humorous or special interest magazine when informal writing is expected, you would use a more informal style.

  11. How to Write a Formal Essay

    A formal essay is a type of writing that includes not only essays, but letters, reports, and job applications written in a formal style with the usage of a strong vocabulary. In a formal essay, all rules of punctuation and grammar are observed by essay writers.

  12. Formal Letter Format, Types, Samples, and Writing Tips

    Apr 3, 2023 11 minute read Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students precise writing skills to use in different professional scenarios.

  13. How to Write a Formal Letter (With Examples)

    Updated December 1, 2022 Professionals in a variety of industries may need to write a formal letter at some point in their careers. If you need to write one, it's important to properly format your letter for the situation and the intended recipient.

  14. Formal Essays

    A formal essay is commonly associated with academic essay examples and other educational writing activities. However, the usage of a formal essay is not limited to that as it can be used in professional researchers, business transactions, and other corporate undertakings.

  15. How to Write a Letter or an Essay in English

    How to Write a Letter. How to Write a Cover Letter; How to Write Informal Letters; How to End a Letter in English; Useful Words and Phrases for Writing Formal Letters; Writing a Letter or an Email; How to Write a Great Essay Quickly

  16. How to write a formal Letter/Email ?

    Dear Mr Jenkins. or simply. Dear Editor. 2. The first paragraph (opening) The first paragraph of formal letters should include an introduction to the purpose of the letter. The summary of the letter can be found and the intentions which will be displayed through the rest of the letter should be outlined.

  17. 12+ Essay Letter Writing

    Dear [Recipient], I am writing to share my recent experience with essay writing. As you may know, essay writing is a crucial skill that is required in many academic settings, including college and university courses. Recently, I had to write an essay on the topic of climate change and its impact on the environment.

  18. Formal Letters: Introduction, Format with Solved Example and Videos

    A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family. A number of conventions must be adhered to while drafting formal letters.

  19. Formal Essay Format: Guide to Effective Writing

    Writing a formal essay can be challenging and require a lot of effort. A good formal essay is well-developed, well-crafted, and appropriately worded. However, what makes a perfect essay are the concepts and ideas that are conveyed. At its heart, a formal essay is a thought-provoking piece meant to make a reader stop and think.

  20. AI Formal Letter Writer

    A Better Way to Write Formal Letters Creating a formal letter doesn't have to feel daunting. Sign up for Grammarly Free, and get access to AI-powered writing assistance that helps you draft a professional, personalized letter in seconds. Share some basic details and quickly get an entire draft suited to your needs.

  21. How to Write a Formal letter

    Step 1: Start with the sender's address. When writing a formal letter, the sender's address and phone number are presented on the top left-hand side of a page. Write down your street address on the second line. Incorporate your city, state, and zip code on the line below that. Include your number under your address.

  22. Formal Letter Writing in English

    Table of Contents Definition of a Formal Letter Structure of a Formal Letter - Types of Formal Letters Writing a Formal Letter - Parts of a Formal Letter Formal Letter Writing Samples FAQs on Formal Letter Writing Format in English Definition of a Formal Letter

  23. Formal Letter Writing: How and What for

    Formal Letter Writing: How and What for How to write a professional letter in English: features and nuances Essay-editor team wants to share useful tips on the creation of formal letters, their styles, structure, proper formatting, greeting, and closure.