How to Write a Formal letter?

Writing a formal letter was quite a popular activity once. But in a technology-oriented age like this, when texting and emailing someone is just a click away, it’s very rare.

Still, there are situations when you need to write a formal letter. These may include a letter for complaining about some matter to an official, for applying on a job or some academic program. To make it impressive, you have to follow certain rules. Let’s take a look at some basics of writing one.

Formation of the letter

The first impression is the last. That is quite rightly said. The way you format the letter and present it to the other, leaves a long lasting impact. From header to the last point, each detail is important.  You’ll find the formation becomes more and more crucial depending on the type of letter you are writing.  Formation is crucial in thank you letters for after interviews for example.

The Header

The letter should be started from your home address (not your name) on the upper left-hand corner. Your phone number and email can also be added. And the date, off course. Next, comes the inside address of the person or official, you are addressing to. Skip a few lines from the top address, to write it.


The salutation is the next step. For it the most suitable options would be; Dear Sir/Madam, Dear Mr. Tom or Dear Ms. Jane etc.


Once you have described the whole issue in the body, now is the time of closing the letter. It should be made with the word like, ‘Your sincerely, ‘Last but not the least, do not forget your handwritten signatures. In the end.

Things to Remember!

To the Point

The main part of the letter is its body. Your letter should be concise one. Short and meaningful sentences should be selected. An official or formal letter has nothing to do with a flowery language.

Language for Formal Letter

Everyday language is not what you should write in a formal letter. Do not use slang words and the words like it’s and can’t. No matter what issue you are discussing, the language should be civilized and respectful.  This is especially important when writing a letter to quit your job.

Proofread it!

Once you are done with your formal letter, do not get hasty for sending it. Take some time to read it again to proofread it. Look for the grammatical as well as spelling mistakes.  Even a simple appreciation letter can fall on deaf ears if its full of typos.

There are certain software programs for pointing out these mistakes and other typo errors. Even your personal computer comes with a spell checker. Wrong sentences and spelling mistakes in the letter, would not leave a good impression of your abilities. Getting your letter proofread by someone else is another great option.  Here are some more tips for writing a job note professionally.