How to Write a Formal Letter: Format, Examples, and Tips

By WR!TERS@WORK

Writing a formal letter is part and parcel of everyday life. Adults need to write letters in many contexts – to apply for a job, to resolve disputes, to perform certain functions in said job – the uses of a formal letter are many. With our regular, intensive English tuition classes, WRITERS AT WORK students not only learn to use proper grammar, develop their vocabulary, but also how to utilize strong sentence structures to write professional, formal letters that will be useful throughout their lives.

What is a Formal Letter?

A formal letter is a type of written communication which has a certain structure and tone. It has several elements such as the sender and recipient addresses, a formal greeting, the body paragraphs detailing your request, and a closing statement. Although these letters have a clear objective and a professional tone, they can be varied according to the nature of the situation in which these letters are required. Some formal letters include cover letters, letters accepting an offer, professional thank you letters, business letters, sales letters, and letters of intent.

When Should You Send a Formal Letter?

Here are some situations where a formal letter is necessary – think of times when you would need to sound professional because you want to show respect to the reader of the letter.

• Job applications
• Resigning from a job
• Formally requesting or asking for something from a company
• Complaining to an authority
• Communicating with the government
• Doing business
• Writing to individuals you do not know personally

Obviously, in all these different scenarios, the content of the formal letter will change. However, what does not change is the tone and style in which the letter is written – the letter needs to show respect to the reader and contain the necessary information for your request. Formal letters do not necessarily need to be handwritten and sent via the post – they could be an email.

What are the Components of a Formal Letter?

1. Header

2. Salutation

3. Body Paragraphs

4. Closing statement

5. Signature

How to Write a Formal Letter?

1. Plan what you need to say

Before you start writing, you should plan what you need to say. It is important that you do not ramble or go on irrelevant tangents in your letter. Writing a short plan will be helpful to you.

2. Have a proper format to start

You need to get all the details to fill the layout – the sender’s address, the recipient’s address, the date, the salutation, the body paragraphs, the closing paragraphs, and the signature.

3. Write down a clear opening

Your opening should make it clear to the recipient what the purpose of the letter is. The opening should be concise and to the point – there should not be lengthy introductions.

4. Develop the body paragraphs

The body paragraphs should detail your request, question, or the information being conveyed. You should support your main points with appropriate facts or specific examples if needed.

5. Have an effective conclusion

You should summarise your letter’s main points and clearly state any action that you want the recipient to do, such as reply by a certain date. You should finish with “Sincerely” and sign it.

6. Review and proofread

Make sure there are no grammatical or spelling errors in your formal letter – there is nothing more unprofessional than seeming like you did not bother to run your letter through spell check.

Things to Avoid in a Formal Letter:

1. You should not sound too casual

A formal letter should be directed to a person or organisation who deserves the utmost respect. The tone should not be the same as if you were speaking to a friend. You should be respectful and direct in your communication – there is no need for pleasantries such as “how are you”.

2. You should not used outdated contact information

Using outdated contact information is a bad idea for two reasons: firstly, it would not allow the matter you are concerned about to be resolved, since you would not be able to receive a response, and secondly, if the organisation or person calls your old number (which has likely been transferred to another person) or mails a letter to your old address, it raises privacy concerns as to who else is receiving your mail and any other confidential information.

3. You should not be vague about the purpose of the letter

You want to be as direct as possible about why you are writing the letter, to save the person reading it some time. Do not be vague about the purpose of the letter or beat around the bush with trivial details before getting to the main point. You should bold or underline any important information that should be taken into account, if you want to emphasise these details.

Formal Letter Template:

[Your Name]
[Your Address]
[Your email address]
[Your phone number]
[Date]
[Recipient’s Name]
[Recipient’s Title and Position if applicable]
[Recipient’s Company if applicable]
[Recipient’s Address]

Dear [Recipient’s Name],

[Opening paragraph: Introduce yourself and state the purpose of your letter. Provide any relevant background information or necessary context.]
[Body paragraphs: Use topic sentences to introduce the main ideas of your letter. Elaborate on additional details relevant to your purpose for writing.]
[Closing paragraph: Summarize the key points, express appreciation or interest, and directly state any desired follow-up actions.]

Sincerely,

[Your Printed Name]
[Your Typed Signature]

Example of a Formal Letter

John Smith

Senior Teacher

Writers at Work

Clementi, Singapore

Jane Doe

351D Cane Street

S819874

Dear Mrs. Doe,

I hope this letter finds you well. My name is John Smith, and I am a Senior Teacher at Writers At Work. I happen to teach your son, Jasper, in my Primary 5 PSLE Composition class.

I am reaching out to you to give you an update on your son’s progress. Jasper is a well-mannered boy who tries his best to give good answers in class. Although he is quick-witted and at times, cheeky, he is good-natured and enthusiastic about his learning.

Additionally, I have noticed that from the latest Weighted Assessment given by the school that Jasper seems to have improved in his performance as compared to last year. His composition word count has grown by leaps and bounds – he can now easily write 300 to 400 word essays on his own. I am proud to tell you that he is on the right track to preparing for PSLE.

I would like to seek your cooperation so we can work together to ensure that Jasper has a smooth runway to the PSLE exams. I think that it would be beneficial if you would be able to pick up a copy of the Model Compositions book that we have and go through the contents with Jasper at home. It would be beneficial for Jasper to see the standard that is expected of him for the final stretch of the journey towards leaving Primary School.

Please feel free to contact me via email at johnsmith@writersatwork.com if you have any further questions.

Sincerely,

John Smith

Senior Teacher at Writers At Work

Remember – English is not just something you learn in school and be done with. Mastering the English language has many positive benefits not only as a student, but in all areas of life. WRITERS AT WORK teachers provide guidance and instruction to aid students in accumulating these literacy skills for adulthood and enter the working world ready.

Master the English Language with WRITERS AT WORK!

English is a compulsory subject which all students must undertake. However, mastering the English language is not something which happens overnight – it takes consistent practice and effort to learn the nuances of the language. Students must read more and practice writing to gradually improve. Cramming for a language subject nearer to the exams is an impossible feat. After all, Rome was not built in a day! Attaining such a skill will have positive implications for not only your child’s education in school, but also employment prospects in future.

At WRITERS@WORK, we are committed to providing the smoothest learning experience for your child sitting for their English exams. With our carefully curated methods of teaching your child how to write well, your child will learn how to present their thoughts and arguments in a coherent and concise manner. W@W reinforces your child’s language skills and provides a strong foundation for their academic success, keeping up with all aspects of their progress both inside and outside of the classroom to nurture them holistically. For more information about how W@W makes a difference, feel free to explore our website and watch our YouTube videos!

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Frequently Asked Questions (FAQ):

1. What is Creative Writing in Primary School?

In primary school, creative writing starts from using pictures to develop a coherent storyline. Students will learn how to use key phrases to build tension and develop a satisfying conclusion. The plots of the stories crafted at the primary school level are usually simple and have a central conflict which is usually resolved at the end of the story. Students will need to use good grammar and appropriate vocabulary to describe the things they see in the pictures when writing.

2. What is an Enrichment Class in English?

An enrichment class allows your child to not only learn the basics of the mechanics of English such as good grammar and sentence structure, but it also teaches your child to appreciate the nuances of the English language. Students in an English enrichment class will learn skills like inference and critical reading – these skills are highly important even when students graduate out of school and go into higher education or the working world, as it will teach them to process and filter information to determine what is being said and evaluate the veracity of the information.

3. What Does a Writing Specialist Teach?

A writing specialist teaches your child how to formulate sentences in a logical manner. Writing has various contexts, and if the assignment is a narrative essay, there are certain requirements such as a well thought-out plot, fleshed-out characters, and a good denouement. There are other types of essays a student will learn in his lifetime, such as an argumentative essay, expository essay, and descriptive writing, which all require different skill sets learned during class.

4. How Does My Child Benefit From Writing Classes?

Writing classes build systematic thinking and logic in children. Crafting a story plot is the same as thinking, step by step, what events chronologically happen in the context of a given scenario. Students will be able to express their ideas and thought processes in a coherent and concise manner, which will help them in their other subjects as they will be able to formulate sentences to better understand the material. English proficiency is a highly transferable skill.