Formal Letter Writing

How to Write Formal Letters

Help with formal and business letter writing. A summary of writing rules including outlines for cover letters and letters of enquiry, and abbreviations used in letters.

Jump to:

• Layout of a formal letter
• Formal letter writing rules
• Content of a formal letter
• Abbreviations used in letter writing
• Outline for a covering letter
• Outline for a letter of enquiry

Layout of a Formal Letter

The example letter below shows you a general layout for a formal letter. Pass your mouse over the different areas of it to find out more information (JavaScript needs to be turned on in your browser).

Rules for Writing Formal Letters in English

In English there are a number of conventions that should be used when writing a formal or business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. Remember not to use informal language like contractions.

Addresses:

1) Your Address
The return address should be written in the top right-hand corner of the letter.

2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.

Date:

Different people put the date on different sides of the page. You can write this on the right or the left on the line after the address you are writing to. Write the month as a word.

Salutation or greeting:

1) Dear Sir or Madam,
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.

2) Dear Mr Jenkins,
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.

Ending a letter:

1) Yours faithfully
If you do not know the name of the person, end the letter this way.

2) Yours sincerely
If you know the name of the person, end the letter this way.

3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.

Content of a Formal Letter

First paragraph
The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter. 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.

Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

• asap = as soon as possible
• cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your letter)
• pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)
• ps = postscript (when you want to add something after you've finished and signed it)
• pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)
• RSVP = please reply

Outline: A Covering Letter

A covering letter is the one that accompanies your CV when you are applying for a job. Here is a fairly conventional plan for the layout of the paragraphs.

Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy.

Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate.

Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you think could help your case.

Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy.

Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them.

Paragraph 2
Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you.

Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it.

Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

How to Write a Formal Email

Edited bySue Leroux and 40 others

Article

Edit Discuss History

If you're used to using Email to catch up with friends, writing a formal e-mail might feel pretty foreign to you. It's not quite the same as writing a business letter, but it's definitely a huge step in that direction. Clarity, conciseness and being correct are the keys!

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Edit Steps

1. 1
   Use a neutral e-mail address. Your e-mail address should be a variation of your real name, not a username or nickname. Use periods, hyphens, or underscores to secure an e-mail address that's just your name, without extra numbers or letters, if you can.

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2. 2
   Use a short and accurate subject header. Avoid saying too much in the subject header, but make sure it reflects the content of your email to a person unfamiliar with you.
3. 3
   Use a proper salutation. Addressing the recipient by name is preferred. Use the person's title (Mr. Mrs. Ms. or Dr.) with their last name, followed by a comma or a colon. Optionally, you can precede the salutation with "Dear..." (but "Hello..." is acceptable as well). Using a last name is more formal and should be used unless you are on first-name terms with the recipient. If you don't know the name of the person you're writing to (but you really should try and find one) use "To Whom It May Concern".
4. 4
   Introduce yourself in the first paragraph. Also include why you're writing, and how you found that person's e-mail address, or the opportunity you're writing about.
   • E.g. "My name is Earl Rivers. I'm contacting you to apply for the administrative assitant position listed on CareerXYZ.com."
   • E.g. "My name is Arlene Rivers. I am writing about the traffic citation I received on December 31, 2009. I obtained your e-mail address for the Westchester County Clerk website."
5. 5
   Write the actual message. Be sure to get your point across and do not ramble on! Be direct and to the point. If it's fluffed to be longer the reader may glance over the important details.
   
   
   • The email should be no more than 5 paragraphs long, and each paragraph should be no more than 5 sentences long.
   • Follow the steps in How to Avoid Colloquial (Informal) Writing.
   • Insert a line break between each paragraph (indenting isn't necessary).
6. 6
   Use the correct form of leave-taking.
   • Yours sincerely,
   • Yours cordially,
   • Respectfully,
   • Best,
7. 7
   Sign with your full name. If you have a job title, include that in the line after your name, and write the company name or website in the line after that. If you do not have a job title but you have your own blog or website related to the content of the e-mail, include a link to that below your name. If the e-mail is about a job, only include a career-related website or blog, not hobbies or interests.
8. 8
   Come up with a brief and descriptive subject. E.g.
   • Inquiry regarding sales position
   • Request for volunteer application
9. 9
   Double-check your message to make sure that you have contained everything that you need in your message. Read your email out loud. Ask someone to proofread the e-mail for you as well.

   
   

Edit Video

How to Avoid Colloquial (Informal) Writing

While it may be acceptable in e-mail or in chat rooms, excessive colloquialism can diminish the quality of a formal written text. Presentation may be improved by applying the following techniques:

Edit Steps

The Difference Between Formal and Informal English

1. 1
   

   Understand the difference between formal and informal English.
   Understand the difference between formal and informal English. Formal and informal English differ in word choice, word usage, and grammatical structures. Informal writing might utilize the words "contraption," "fire," "kid," "how come," and "quote" as a noun. A formal writer might prefer "device," "dismiss," "child," "why," and "quotation." Informal writing may sound more like conversation while formal writing may be more polished. An informal style may make listeners feel more comfortable when you are speaking, but a formal writing style can make a good impression.

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What to Avoid in Formal Writing

1. 1
   

   Use appropriate punctuation.
   Use appropriate punctuation. For example, American English employs a colon in a formal letter as in “Dear John:” but British English employs a comma.^[1] Limit parentheses, exclamation points, and dashes (prefer colons) in formal writing. Avoid the ampersand (&); write out the word “and.” Punctuate your writing as you go along to reduce your risk of leaving out punctuation.
2. 2
   

   Avoid common colloquial words and expressions (colloquialisms), such as "cute" (use "adorable"), "yeah," "how-do-you-do," and "movie" (use "film"), as listed below or labeled as such in your dictionary.
   Avoid common colloquial words and expressions (colloquialisms), such as "cute" (use "adorable"), "yeah," "how-do-you-do," and "movie" (use "film"), as listed below or labeled as such in your dictionary. This includes slang such as "cool," "dude," and "humongous." Two good phrases to delete are "you know" and “you might be thinking.” You do not have the power to know your readers’ thoughts while they read your paper. Another empty sentence is “Think about it.” Assume that your readers are already thinking about what they are reading, and state your point more clearly. The adverb “pretty,” meaning “relatively," "fairly," or "quite,” is unacceptable in all formal writing and is often unnecessary.
3. 3
   

   Do not use contractions.
   Do not use contractions. Note that the full form of "can't" is one word: "cannot," not "can not."
4. 4
   

   Try to avoid the first and second person.
   Try to avoid the first and second person. Formal writing often tries to be objective, and the pronouns "I" and "you" tend to imply subjectivity. Phrases such as "I think that" can be deleted from a sentence when it is obvious that this is the author’s opinion. Using the pronoun "I" is almost always acceptable in personal writing, and the pronoun "you" is almost always acceptable in letters and how-to’s. In the most formal writing, the pronoun “I” is replaced by the pronoun “we”; this is known as the royal we or the editorial we. Formal writing generally avoids the pronoun “you” when it refers to people in general.
   • You should sleep eight hours each night. (informal)
   • One should sleep eight hours each night. (formal)
   • Most people should sleep at least eight hours each night. (formal usage allowing for exceptions)
5. 5
   

   Do not start a sentence with a coordinating conjunction.
   Do not start a sentence with a coordinating conjunction. In the written language, do not use coordinating conjunctions such as "and,” "but," “so,” or “or” to start a sentence. Coordinating conjunctions are meant to join words, phrases, and clauses; a coordinating conjunction is left dangling without a role to play when it comes at the beginning of a sentence. Consider attaching the sentence that starts with a coordinating conjunction to the previous sentence, substituting the period for a comma to produce a compound sentence. You can also use transitional adverbs such as “additionally” (or “moreover”), “nevertheless” (or “however”), “therefore” (or “thus”), and “alternatively” (or “instead” or “otherwise”). “Though” can be used at the end of a sentence: “This product here is much cheaper. It will last only half as long, though.” Starting a sentence with “also” is useful in casual writing but should be avoided in formal English unless the word "also" is modifying a verb (usually in the imperative mood or an inverted sentence structure): "Also read Chapters Two and Three;" "Also included is a free ticket." A paragraph that starts many sentences with coordinating conjunctions may also lack smooth transitions.
6. 6
   

   Avoid http://www.
   Avoid clichés to be formal.^[2] Formal writing tries to use literal language that will not be misunderstood by any of the readers. Clichés can make your writing unoriginal, but they can sometimes be fun in casual writing, especially as an original play-on-words called an anti-cliché. Here are some clichés to avoid in formal writing:
   • Hercules was as strong as an ox.
   • I have to give an arm and a leg to find a parking spot during the holiday season.
   • It was as pretty as a picture.
7. 7
   

   Avoid stage directions.
   Avoid stage directions. Do not commence a letter by telling the recipient what you plan to do in the letter or begin an essay by telling the reader what the paper will discuss.
   • "I am writing to you to ask you to. . . ."
   • "This paper is going to talk about how. . . ."
8. 8
   

   Avoid vague words.
   Avoid vague words. Vague words are less formal^[3] and are open to interpretation; they do not express your ideas as well as more precise words would. "A few" or "enough" can often be replaced by something more precise.

What is Acceptable in Formal Writing

1. 1
   

   Do not hesitate to split an infinitive when it is warranted.
   Do not hesitate to split an infinitive when it is warranted. Split infinitives are common in legal writing,^[4] an important type of formal English. In fact, the split infinitive is encountered in the most formal of writing.^[5] Split infinitives can be used even in very formal writing that avoids the active voice. Infinitives, along with gerunds, contribute to an active writing style and show action but are not actually in the active voice.^[6][7][8] Voice is a property of clauses,^[9] and infinitives and gerunds form phrases.^[6][10] Split infinitives are grammatically correct (see How to Learn Perfect English As a Native English Speaker, Tip One).
   
   The split-infinitive rule is based on Latin, but split infinitives actually make writing more like Latin, not less so. The Romans tended to place adverbs right next to verbs, and adverbs usually preceded verbs.^[11][12] In formal writing, adverbs also tend to precede verbs rather than follow them.^[13] In Latin, Captain Kirk would have said “audacter ire” (translated as “boldly to go” or “to boldly go”).^[14] Oxford dictionary says that “boldly to go” is more formal than “to go boldly”;^[15] that is most likely because of the Latin word order. The effectiveness of the split infinitive arises from the fact that “to” and the verb are like a single unit. After all, “to go” would be translated into Latin as the single word “ire.” For emphasis, an artist places a large picture between two smaller pictures; in the same way, an adverb becomes emphatic when placed between "to" and the verb.
   
   
2. 2
   

   Do not be afraid to separate the auxiliary (helping) verb and the main verb.
   Do not be afraid to separate the auxiliary (helping) verb and the main verb. See How to Learn Perfect English As a Native English Speaker, Tip Two for a thorough explanation.
3. 3
   

   Know when to end a sentence with a http://en.
   Know when to end a sentence with a preposition (even in the most formal of English). See How to Learn Perfect English As a Native English Speaker, Tip Three for a thorough explanation.
4. 4
   

   Always include the relative pronoun.
   Always include the relative pronoun.^[16] In formal English, you should be sure to always include "whom" or "which" even when they are not essential to your meaning. The relative pronoun can be omitted when only a participle is used; in that case, there is no longer a relative clause. Also, avoid using 'that' as a relative pronoun and replace it with 'which', 'whom' or 'who'.
   • This is the paper I wrote. (informal)
   • This is the paper which I wrote. (formal)
   • That was the paper written by me. (formal) (This version uses the past participle and does not contain a relative clause. It is the most formal version because it does not contain any verbs in the active voice.)
   • The bear which was dancing was graceful. (formal)
   • The bear dancing was graceful. (more formal) (“Dancing” is not active; it is not even a verb^[17] and is actually an adjective; this becomes clearer when the sentence is rewritten as “The dancing bear was graceful.”)
5. 5
   

   Develop short, choppy sentences into longer, more graceful sentences.
   Develop short, choppy sentences into longer, more graceful sentences. Formal writing generally uses longer sentences: compound, complex, and compound-complex sentences. You can develop two or more simple sentences into one of the previously listed sentence structures. Long sentences add variety to your writing and can be particularly effective when paired with short sentences; the contrast grabs the readers' attention.^[18] As the last sentence shows, you also can use a semicolon to join two simple sentences, provided that they are closely related to each other.

Edit Common Colloquial Words and Expressions

Also see How to Use Commonly Misused Words and “Nonstandard and Questionable Usage” in How to Learn Perfect English As a Native English Speaker.

• Anybody, anyone – "Anyone" and its variants are more formal than "anybody" and its variants.^[19]
  • I didn't see anybody.
  • I saw no one.

• As – “As” is often utilized in formal writing to mean “because.”^[20] Placing a comma before “as” can help prevent ambiguity when it could also be understood to mean “when” or “where.”

• Big, large, great – All three of these words are acceptable in formal English, but "large" is more formal than "big," and "great" is more formal than "large."

• Fellow – Avoid using "fellow" when you mean "a person." Calling someone a fellow is more formal than calling him or her a dude, but "fellow" is still a colloquialism.^[21]

• For sure – Replace "for sure" with "with certainty" in formal writing, as in "I know with certainty." You might also write, "I am positive" or "I am sure."

• Get – Avoid all forms of this verb in formal writing.
  • I got an A in the course.
  • I received an A in the course.
  • She didn’t get the joke.
  • She did not understand the joke.
  • The machine never gets used.
  • The machine is never used.

• Got – "Got" is a colloquialism. Replace it with "have," as in "Do you have [not "got"] an extra pen?"

• Introduce, present – "Present" is more formal than "introduce." It is also more respectful to the person presented.
  • The queen was introduced. . . .
  • The queen was presented. . . .

• Kind of, sort of – "Kind of" and "sort of" are unacceptable in formal writing when used for "somewhat" and "rather." When used to categorize something, "kind of" and "sort of" are acceptable, but "type of" is more formal: "The parakeet is a type of bird." Note that it is informal to include an article after "of": "The parakeet is a type of a bird."^[22]

• Let – When used in place of "allow" or "permit," "let" is a colloquialism.

• Madam, ma’am – Both "madam" and "ma’am" are very polite forms of address . . . but "ma’am" is unacceptable in formal English. In fact, "ma’am" is much more informal than other contractions such as "I’m" and "I’ll,"^[23][24] which go unmarked in dictionaries.

• Most – In formal English, do not use "most" for "almost." You should write, "Almost everyone likes pizza," not "Most everyone likes pizza."

• On the other hand – "On the other hand" is a very common phrase, but can be considered a cliché^[25] and should, therefore, be avoided in extremely formal English. Instead, use "conversely" or "by contrast." "On the other hand" is particularly useful in everyday writing and can eliminate the temptation to start with "but."

• So – Avoid using "so" as a synonym for "very" in extremely formal writing. In perfectly formal writing, you also should avoid using "so" as a coordinating conjunction. You can eliminate this colloquialism by deleting "so" and beginning the sentence with "because." Compare "The song may bother me, so I’ll cover my ears" and "Because the song may bother me, I shall cover my ears." Sometimes, you need the conjunction "that" after "so," as in "I wrote this how-to so that you could improve your grammar and style."

• Thus, thusly – Usually, the words ending "-ly" are more formal. For example, "firstly" is more formal than "first." In particular, formal English uses “firstly,” “secondly,” et cetera to discuss arguments, one by one.^[26][27] This is not the case for "thus," though; in formal writing, use "thus," not "thusly."

• Yours truly – Ironically, signing a letter "Yours truly" is formal, but referring to yourself as "yours truly" is informal.^[28] Still, "Sincerely" is a more formal signature than "Yours truly" because it avoids the second person. "Yours truly" can be very useful in informal English because the proper pronouns sometimes sound wrong. You can say, "It’s yours truly!" instead of "It’s me!" because "yours truly" can be used for "I" and "me."

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Edit Examples

An informal letter:

John,

I’m looking for a job, and I’ve heard through the grapevine that you need a workhorse for your shop. Well, I’m the man of the hour, as I’ve got a lot to offer. I’m pretty hard-working, and I’m really good about being on time. I’m also used to working by myself. Anyway, tell me whether you want to get together for an interview, okay?

-Informal Joe

---

A formal, professional letter:

Dear John:

I understand that you are looking for a strong worker to assist you in your shop. I would appreciate consideration because I am diligent, punctual, and accustomed to working with minimal supervision. Please contact me if you are interested in arranging an interview. I thank you for your time.

Respectfully,

Professional Joe

Edit Warnings

• Looking up words in the thesaurus greatly boosts the formality of your writing . . . but be sure that you use the words correctly and appropriately. Some words carry connotations that a thesaurus does not explain. For example, the California Prune Board changed its name to the California Dried Plum Board because the word "prune" carried a negative connotation about constipation. Consider, for instance, the connotation of "juvenile" and the connotation of synonyms.
• "You can get too much of a good thing!" As it was stated earlier, you must adjust your formality for your audience. Perfectly formal writing may be needed in some situations but ineffective in others. Formal writing that avoids the active voice may bore your audience if it does not focus on people's actions, and teachers have both positive and negative opinions of the passive voice. Be sure that your writing is appropriate for your audience, and always try to write something that readers will enjoy.

How to Write Using Proper Business Style

Writing using proper business style is very different than using personal or academic styles. A business document is not a place to show off your vocabulary and grammar skills or to highlight your creativity. Instead, you should strive to be as clear as possible in the fewest words possible, so your readers know what action to take without wasting time reading and re-reading complicated prose.

Edit Steps

1. 1
   Use short, simple sentences and short paragraphs.

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   • Keep in mind that the longer the sentence is, the more difficult it is to understand. Readers may interpret a long sentence differently than your intent or misunderstand it altogether, which may cause them to take the wrong action.
   • Remember that in business writing, each idea gets its own paragraph, even if it means a paragraph is comprised of only one sentence.
2. 2
   Write in active voice unless it's important to disguise who took the action.
   • Strive to structure your sentence so the person or thing that takes the action appears at the beginning. The sentence "President Miller reviewed the report" is in active voice. "The report was reviewed by President Miller" is in passive voice.
   • Disguise who took the action with passive voice when necessary. For instance, if you want to inform readers of a mistake but don't want to blame a specific person for it, you might write "a mistake was made in the closing procedure."
3. 3
   Think about what the company would say, not what you say.
   • Remind yourself that your readers work for the company, not for you. Don't say "I have changed the procedure," but "the company has changed the procedure."
   • Consider using "we" when referring to the company if you want a more informal style or to make the readers feel as though they are participants in the action. For example, you may want to say, "we have established a new procedure."
4. 4
   Avoid jargon, unusual terms and made-up words unless they're the standard in your industry and you're sure everyone understands them.
   • Ask yourself if every reader knows the meanings of every term you use. Remove any terms that may confuse readers or define the terms the first time you use them. "Employees should review their LES (Leave and Earnings Statement) each month."
   • Reword any sentence that contains buzzwords (words that are in vogue) not only to increase clarity but to avoid annoying your readers. Some examples of buzzwords are "repurpose," "mindshare" and "spin-up."
5. 5
   Ensure that your verbs haven't been turned into nouns. It's always more clear to write "the department heads decided" than to write "the department heads have made a decision."
6. 6
   Talk about action, and don't weaken statements with qualifiers.
   • Don't write "employees should review the procedures, if possible, during their next shift" or "we are tentatively changing the schedule," because these statements aren't clear that the employees are required to review the procedure or that they can argue against the change in schedule.
   • Make unqualified statements like, "review the procedure" and "we have changed the schedule."
7. 7
   Make lists whenever possible. You can do this by using a colon and then separating list items with commas "Do the following: unlock the door, turn on the lights, etc." You can also simply make a numbered list.

Your name

Write your name under your signature, given name first, family name last. If you have a foreign name it is useful to put your title in brackets after your name so that the person knows whether you are male or female.