The biggest mistake you can make with formal letters is by thinking it follows the same rules and format as informal letters. From applying to academic programs and writing several authorities, dignitaries, or colleagues, formal letters are widely used.
Formal letters are always direct to the point and ensure it does not sound too personal. Formal letters are mostly preferred in a professional world. You need to value their time by telling them precisely what you want them to know and evaluate.
It will not be wrong to say that most of our written communication nowadays is technology-based, and it tends to be informal, but there will be occasions when you require to write a formal letter.
If you want to master the art of formal letter writing to create a power packed formal letter, follow the tips listed below:
1. Addressing the letter
Formal letters usually start with the word “Dear” and then mention the name of the person you are writing to. You will be addressing the person on the basis of how well you know the person. You can either address the person with a Christian name, both names, or just mention their surnames with prefix. So it will go something like – Dear Richard, Dear Richard Wilson or Dear Mr Wilson. However, if you do not know the person, you may begin with Dear Sir/Madam. Always add a comma after you are addressing the person.
2. Always be straightforward
Dakota Wilson, professional essay writer, suggests, “You must make sure the subject lines in your formal letter are straightforward, and it should be up to the mark”. You must be as specific as possible when you are writing your letter. Don’t beat around the bush. Directly state your point, so the reader understands your concern at first glance.
3. Opening statement
You must explain succinctly the reason you are writing the letter in the opening sentence. You can always add the detail afterward. Take, for instance; you may start your opening sentence like this “This is for your kind information…”or “I am writing this letter to…”
4. Pay attention to your tone and style
The message you are conveying through your letter should be straight to the point and purposeful. It should also not be rude but actually, be politely firm. This is a business-like letter, so avoid being chatty or using casual language at any cost. If you want the reader to take your letter seriously, avoid shortening words like “wanna” or “gonna”. Keeping the purpose of the letter in mind, make sure you add relevant details to make sure your reader understands what you are trying to say.
If you are writing a complaint, make a short record of the issue, what happened, and add important details like names, location, and dates.
When you are writing a formal letter for a job application, add a few paragraphs to mention why you’re the perfect candidate for the job. Support your statement by mentioning the skills you have. Start a new paragraph whenever you are starting a new point.
5. Keep it short
You must ignore making your subject line typical and too long. The person to whom you are writing receives thousands of letters like yours. They do not have the time to go through such a long “essay”. So make sure that you keep the letter within 50-60 characters. Along with that, it should also be crisp and impactful. You may look up to free samples from essay help websites for taking reference.
6. Formatting needs to be accurate
The recipient needs to know that you are as professional as you appear to be. You need to follow all the formatting rules right from the heading till the ending of the letter. When you adhere to the standard conventions of formal letter writing and attractively present your letter, it improves the chance of your recipient taking your thoughts seriously. In return, you will get the consideration and attention that you wanted.
7. Closing of the letter
End your letter by adding a summary of what you will like to happen next. When you are writing a complaint, make it clear to the reader that you expect the person to take the required action or a reply. If it is for a job application, thank them for taking their time to read your application and mention that you hope to hear from them soon.
Signing off entirely depends on how you plan to start your letter. End it with writing ‘Your Sincerely followed by your name on the left side of the paper. However, if you have addressed the recipient as Dear Sir/Madam, end the letter with Yours faithfully and then your name.
No matter the purpose of your letter writing, it is always necessary to create the right impression. Unlike other letters, formal letters follow a conventional language and a specific stipulated format. Pay attention to the language used in the letter as you will require using complete professional language. When you write your letter, try thinking about how much you want the reader to take you seriously.
AUTHOR BIO: Clara Smith had been a guest lecturer at one of the most eminent colleges in the USA. she is also a professional essay writer at Allessaywriter.com, through which she provides relevant guidance to students.