What are formal letters?
Formal letters or business letters are written to achieve a specific purpose. These can include:
- Complaining
- Applying for a position such as employment
- Requesting information about something
- Applying for acceptance to a college or university.
The layout of a formal letter
A formal letter has a different layout from an informal letter. Here are some features you need to know:
1. The writer’s address is in the top right corner.
2. Include the date under the address.
3. The recipient’s (also called the receiver’s) address is on the left. This helps a company or large institution to know which staff member should deal with the letter.
4. The subject line is a very short ‘title’. This tells the recipient what the letter is about. This is very helpful so that they can categorise it quickly and know who it applies to and what it is about.
- Request for information about agriculture course
- Application for admission in 2018
- Query about outstanding fee balance
- Complaint about faulty product
5. The letter ends with ‘Yours faithfully’, and then your name. Many learners get confused about when to use ‘Yours faithfully’ and ‘Yours sincerely’. Use this hint: Faithfully for Formal letters, and Sincerely for Social letters.
What are some of the features of a formal letter?
A formal letter is always written in formal language. But it is does not need to be old-fashioned.
Do not ask the recipient how they are. You only do that in social or friendly letters.
Include all the information the recipient will need.
Use full sentences and correct grammar.
How to plan a formal letter
You could plan a formal letter like this:
Introductory paragraph: Explain what the letter is about.
Paragraph 2: Give any background information.
Paragraph 3: Write about any action that needs to happen.
Concluding paragraph: End politely, in a short paragraph. Here are two possible sentences:
- Thank you for your assistance.
- I hope that this matter will be resolved.
Should you choose a formal letter in an exam?
Yes, as it is straightforward. You do not need to be creative. You just need to think logically, use the correct format, and check that you have understood the topic.