Attractive and Professional Formal Letter Format, Sample & Examples.

 

Formal Letter Format : Letter. Although once known as the most widely used medium of communication, its use in some formal activities in the evolution of time is now negligible compared to the past.

Formal and informal letters have been in vogue since ancient times.

Formal letters included job cover letters, business letters, resignations, legal letters, and letters of contact for organizations, letters of recommendation, etc. and unofficial letters included personal letters.

Along with the development of human civilization, the means of exchanging personal and formal information have also greatly improved.

As a result, the use of letter tends to decrease. And advanced communication media continue to take the place of letters.

Currently, although email, text and digital messaging have completely taken the place of informal letter, formal letters are still being used with considerable importance in certain cases for important professional communication.Such as job cover letters, business letters, resignations, legal notice, and letters for company communication, recommendation letters, etc.

What is formal letter :

An Formal letter is basically a letter through which a person officially communicates with an organization for a professional work. Or an organization communicates with a person in an official way. Therefore, formal letter is also called official letter.

Examples of formal letters are trying to sell something, applying for a job, filing a complaint, expressing interest in a job, giving a formal greeting, thanking someone, building a relationship, and so on.

One of the means of professional communication is this formal letter. A formal letter is a document written professionally for another company or business professional.

Formal letters are not like personal letters; When writing a formal letter, has to focus on its formal tone, writing style, brevity, clarity of content, proper format and elegant presentation.

Moreover, depending on the recipient, the tone of the formal letter may vary greatly. The format of the formal letter varies greatly depending on the organization, communicator, client, or customer.

Typically, separate formal letters format are used for sales efforts, problem solving, cover letters, legal notices, and relationship building.

Let's learn more about the importance of proper format of formal letter in the next part.

Types of formal letter :

Currently, different types of formal letters are in vogue. Different types of formal letters are used based on different types of institutional needs.

With the change of time, new types of formal letters are being created. Again, many old types are becoming extinct.

We have mentioned here the type of some of the most common formal letters.

  • Business Letter : This is a letter written within business associates for business purposes.
  • Letter of Enquiry : An Inquiry Letter is a letter written by an individual or organization to an officer or organization for the purpose of investigation if there is any complaint or special reason.
  • Order Letter : An order letter is a letter written for the purpose of buying something from an organization.
  • Letter of Complaint : Written letter for the purpose of reporting any problem or complaint after purchasing a product or service from an organization
  • Reply to a Letter of Complaint : Written reply for the purpose of resolving a complaint received from a person or organization.
  • Promotion Letter : Promotion Letter is a letter written for the purpose of promotion to an officer of a company or organization. Or a letter sent to various individuals or organizations to promote a new product or service.
  • Sales Letters : Sales Letters are letters sent to various individuals or organizations for the purpose of selling a new product or service.
  • Cover letter : A cover letter is a letter written to an employer for the purpose of employment in an organization or company
  • Letter for Collection of Certificates : A letter written for the purpose of obtaining a certificate after obtaining a degree from an institution ।
  • Recommendation Letter : Written letter for the purpose of recommending a person for scholarship.
  • Recovery Letters : Recovery Letters are letters sent to a person or organization for the purpose of withdrawing long standing arrears.

Also Any letter written to an official in whatever name can be classified as a type of formal letter.

Importance of formal letter format :

At present, in some special cases, it is necessary to be send a hard copy of a printed letter to an individual or organization instead of an email.

Therefore, it must focus on clarifying its proper formats, reader friendly and clear content.

A letter represents your personality on both personal and corporate levels.

And in both cases the correct letters format increases your importance and acceptability.

Here we have just discussed the importance of these two types of formal letters, cover letter and business letter.

However, the importance of these two types of formal letters will also apply to all other formal letters.

Importance of Cover Letter Format :

A cover letter is an important attachment to your resume for various career notices or to start a career in an organization.

A cover letter written in the correct format reveals your professionalism to the employer. 

And a cover letter inconsistent with work reveals your weakness and inexperience.

So, how you format your cover letter is very important because the information consistent with the relevant position, concise and clear writing style, elimination of irrelevant words and all the information about why you are eligible for the position will affect the employer first. 

And your chances of getting a job will increase many times over.

Importance of Business Letter Format:

The goal of expanding global trade has turned business letter into an essential business weapon.

Not just in personal or job terms, Business letters written in a proper format, play an important role in your business as your representative, reference for future transactions, valuable evidence, sustainable greetings and to expand the business field.

And the key elements of a perfect and friendly business letter are: courtesy, completeness, clarity, brevity and confidence.

Since your sent letter presents you in some way or the other, special emphasis must be given to its proper format and beautiful presentation. 

Formal Letter Structure :

At present there are different types of formal letters. And each of them has a specific writing structure.

However in almost all types of formal letters a main structure is followed. And then:

  • Sender's name and full address : Almost all types of formal letters have to write the name and full address of the sender at the beginning or at the head of the letter.
  • Date: The next part of the sender's name and address is the date. You must specify the date on which you are writing the letter, right after writing the address.
  • Recipient's name and full address : The full address of the recipient has to be written right after the date. From then on, the main part of the formal letter begins.
  • Greetings: This greeting is an important part of the formal letter. When writing a greeting, you have to make sure that you are greeting the right person with his correct name or surname. For example: Dear (First Name / Mr. Mrs./ Ms. Last Name) / or To whom it may concern.
  • Main Body: The main content of the formal letter starts from the bottom of the greeting. In this part you have to present in the correct format and the correct way, for what purpose you are writing this letter. This part can be small or large depending on the content of the letter. However, it is better to leave out the unnecessary things and present the important things in the form of short paragraphs.
  • Completion: Completion is the last part of the formal letter. In this section "Yours / Best wishes, Yours sincerely, Yours faithfully, Respectfully yours, Cordially, Respectfully" your signature. Then you have to complete the formal letter by writing your full name (name of the organization and position).

Formal Letter Format :

Currently there are also different formats for different formal letters. However, special formats are used in special cases.

However, the basic format of almost all types of formal letters is the same. In this section we will discuss the main format of formal letter as well as two important types of formal letter, job cover letter and business letter format.

Main formal letter format: Almost all types of formal letters are written following the following format:

Your Contact Information
Name
Title
Company/ organisation Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Recipient’s Contact Information
Name
Title
Company/ organisation Name
City, State, Zip Code
Phone/Mobile Number
Email Address

Dear (First Name/ Mr. Mrs./ Ms. Last Name) / To whom it may concern.

Main body - Introduction, Content, Conclusion. [ It is better to leave out the unimportant things and present the important things in 3-5 paragraphs. ]

Yours/Best wishes, or
Yours sincerely, or
Yours faithfully, or
Respectfully yours, or
Cordially , or
Respectfully or

Your handwritten signature (hard copy letter)

Typed full name
[ Title
Your organization Name ]


Cover Letter Format : 

The most important thing about a cover letter is its correct format or structure.

Try to write 3-4 paragraphs in the cover letter. And try to keep the cover letter short, using 4-5 sentences in each paragraph.

Make a Plan in advance what to write at the beginning of the cover letter, what to write in the middle and what to write at the end.

Salutations and beginnings are important for the cover letter. So you have to make the employer interested from the first line. Avoid using "To Whom it May Concern" in the cover of the cover letter. Instead of using the usual "Dear Sir", find out the title of the head of the organization or the employer from the website or LinkedIn and address it. In this case you can use Dear Hiring Manager or Dear ( full name ).

In the first part of the cover letter, why are you writing this letter. What position are you applying for. Where and how do you know about this, write these things .

In the middle paragraphs, the work that you are good at, or the skills that you have - how it will work for the organization.

Your interest in that work. Why you are eligible for the job you are applying for.

How to adapt to the values, professionalism, goals and objectives of the job you are applying for, how you can play an effective role as a team member

Mention these issues in logical and clear language. Refrain from writing irrelevant words.

In the last part, please finish your cover letter by thanking the employer for considering you in that position.

Cover letter format Sample :

Your Contact Information
Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Employer Contact Information (if you have it)
Name
Title
Company Name
City, State, Zip Code

Greeting ( Dear Mr./Ms. Last Name,) 

Main body of cover Letter. [ Use 3-4 paragraph ]

Respectfully yours,
Signature (hard copy letter)
Your full Name


Business Letter Format :

In business, business letters are important documents for both parties. Therefore, when writing a business letter, special emphasis should be given on its correct format.

Your Contact Information

Your Name
Your Job Title
Your Company
Your Address
City, State Zip Code
Your Phone Number
Your Email Address

Date --/--/--

Recipient’s Contact Information

Their Name
Their Title
Their Company
The Company’s Address
City, State Zip Code

The Salutation,

In the case of business letters, use "To Whom It May Concern," if you are not sure who you are addressing. Or Use Formal Greetings “Dear Mr./Ms./Dr. [Last Name]”.

The Body

Begin the next paragraph by leaving one line after each paragraph from the greeting line.

In the first paragraph, present the purpose and goal of the letter in an elegant way. It is best to keep the first paragraph short.

Mention the contents of your letter in full in the middle paragraphs.

In the concluding paragraph, repeat the reason for writing the letter and thank the recipient for considering your request.

Respectfully yours or
Yours sincerely or
Cordially or
Respectfully
Your handwritten signature
Typed full name
Your Job Title
Your Company


Formal Letter Sample & Examples :

Example 01 #Cover letter : 

Your First name, surname 
Address, 
City, State, Zip code 
Phone/Mobile number 
Email address

July 16, 2025

Recipient's first name Surname Company name 
Street address, City, Zip code
Phone/Mobile number
Email address

Dear [Ms. or Mr. Surname),

I am contacting you to express my interest in the [Target Job Title) opportunity with [Target Company]. After reviewing the position's requirements, I believe that my qualifications and educational pursuits are a great fit with the kind of candidate that your company is looking for.

The value that I will bring to your organisation includes a strong skill set, which I have developed through my academic experiences. I am well versed in (Skill 1) and (Skill 2), with proficiency in (Skill 3). I have contributed significantly to team projects, collaborative efforts and achievements because of my (Soft Skill 1] and [Soft Skill 2] abilities.

As my enclosed CV indicates, I offer the (Soft Skill 3] skills and knowledge that you require in a new [Target Job Title), as well as an eagerness to learn. I am excited to move ahead with an interview to discuss the possibility of joining (Target Company's team. Please don't hesitate to contact me for additional background details or to schedule a meeting. I look forward to hearing from you at your earliest convenience.

Yours sincerely,
[Your First Name] [Your Last Name]


Example 02 # Short Cover Letter:

Clark K Jackson4
697 Brentwood Drive,
Austin, Texas, 78744
Mobile Number : 512-940-0377
Email Address : hy6bbm5ceph@yahoo.com

July 20, 2022

Joseph D Raley
Hiring Manager
Ward Group
830 Patterson Fork Road
Chicago,Illinois,60606
lh6bu5qpfyo@gmail.com

Dear [Hiring Manager's Name),

In the attachment you will find my resume with detailed work experience for the relevant position.My weaknesses in technology since childhood, and 6 years of practical experience as a programmer have made me much more skilled and experienced.

My interest and love for this programming, effective planning ability, great communication skills, sympathetic and friendly attitude towards team members, played an effective role in nominating me as a Team Leader within 26 months of joining the workplace.So I believe that I can play an effective role as the ideal team leader for this big project of yours.

I can be contacted at 512-940-0377 or hy6bbm5ceph@yahoo.com. I look forward to speaking with you soon.

Sincerely,
Clark K Jackson


Example 03 #Business Letter:

Damaris,
Supermax Jewelers,
Block 7, La Salette,
40F Manhattan,
New York 91230,
America

20th August 2035

Ryan Paul,
General Manager,
SQL technology industry
18 Red Boulevard,
New Jersey 66898
America 

Dear Mr. Paul,

We are pleased to inform you that during the Board of Directors meeting held on 16th September, your proposal was selected to provide internet services to this company in the coming financial year. Everyone was satisfied with the details mentioned in the proposal. We would like to provide you with this contract for one year.

As soon as you receive the amount of money you have taken to start, we will send you a representative from our company to finish the paperwork. As you mentioned, we have decided that the price will be fixed. The full amount is being paid in three installments. The first installment is to be paid on the date of the contract, and therefore the remaining two will be paid within two months at different times.

As your company is known for its quality services, we will trust your services. We look forward to maintaining friendly relations with your organization.

Yours faithfully,
Damaris


Example 04 #Order Letter:

Richard B Lockett
Infinity Software Inc
4315, Park Street
San Francisco, California, 94103
Phone Number : 925-429-2905
Mobile Number : 415-516-2971
Email : xp4w8gmta9m@infinity-software.com

9th August 2022

Blue Sky Furniture Ltd.
2039, Fincham Road
Palm Springs, California, 92262

To whom it may concern.

Since we have already discussed this purchase over the telephone, I would like to order 36 chairs and 12 tables from your company as my company representative.

 As we discussed, 25% of your product as advance will be credited to your business account within 3 business days. And the remaining 75% will be credited to your business account within 3 business days from the date of delivery. We hope to receive this order by August 8, 2022 at the address above.

Please abide by the terms of the agreement. And make sure to receive this order by August 8, 2022 at the address above.

Inform us by phone as soon as you receive the order letter. Thanks for your cooperation.

Yours faithfully,
Richard B Lockett
Infinity Software Inc.


Example 05 #Recommendation Letter:

Richard B Lockett
Infinity Software Inc.
4315, Park Street
San Francisco, California, 94103
Phone Number : 925-429-2905
Mobile Number : 415-516-2971
Email : xp4w8gmta9m@infinity-software.com

9th August 2022

Phillip H Seitz
Senior Director
Alfa Software Inc
980 West Street
LOXLEY, Alabama, 36551
Phone Number : 616-752-5032

Dear Phillip H Seitz,

I have been John I Lamb Senior Director for 3 years while working for "Junior Programmer" of Infinity Software Inc. I am recommending his for the XYZ scholarship program as I have witnessed firsthand his dreams of becoming a professional Programmer & Software Designer . 

John I Lamb is one of the best Programmer we have on our team. He led to the effective implementation of the IJK software project which helped ABC Group save on time and an overall savings amounting to $$$$$ for the company. His contributions are a result of someone thinking out of the box while maintaining standards and processes in check He truly deserves to be in the XYZ scholarship program .

John I Lamb is very hardworking and has displayed excellent and sound judgement required for a leader. He is definitely of strong character and additionally finds it very easy to work well with others. He is a definite gem worth investing in and worthy to be part of the XYZ scholarship program. For any additional information you wish to find out about John I Lamb in line with the XYZ scholarship program.

please feel free to contact me at 913-213-6340 as I would be most eager to answer any of your questions or queries.

Sincerely,
[Signature] 
Richard B Locketty
Senior Director,
Infinity Software Inc.


How to Write a Formal Letter :  

To write a formal letter in a proper format, you must add some important elements in the letter. Which will increase your professionalism and acceptability to the recipient.

When writing a formal letter, the alignment of each sentence should be on the left side.

  • Sender's name and contact information: At the beginning of a formal letter, your name and full address should be written in the upper left corner of the letter or your name and address should be mentioned in the letterhead. 
  • Date: After your name and address, enter the date with one line omitted.
  • Recipient's name and contact information: Just after entering the date, one line should be omitted and the recipient's full name and full address should be written.
  • Subject: If you want to write a letter using AMS style. Then after writing the name and contact information of the recipient, you have to write the subject of your letter. And if you want to write a formal letter in block style. Then you have to write the greeting directly after writing the name and contact information of the recipient.
  • Greetings: When writing a greeting, the right person should be greeted with his correct name or surname. For example: Dear (First Name / Mr. Mrs./ Ms. Last Name) or To whom it may concern.
  • Main Body: The main body of the formal letter starts from the bottom of the greeting. In this section, you need to accurately represent the purpose for which you are writing this letter.Try to keep this part in 3-5 paragraphs.
  • Opening Paragraph : In the opening paragraph, the recipient should be given a basic idea of your identity and the reason for writing the letter.
  • Middle Paragraph : In the middle paragraph you have to present the purpose or reason for writing this letter in details.
  • Last Paragraph : In the last paragraph, the recipient must be reminded once again of the reason for writing the letter and use the call to action sentence (if necessary). Such as: "I look forward to hearing from you" or "Please contact me as soon as you can."
  • Completion: Your signature after writing "Yours / Best wishes, Yours sincerely, Yours faithfully, Respectfully yours, Cordially, Respectfully" in this part. Then you have to complete the formal letter by writing your full name (name of the organization and position).

Tips for Formal letter Format : 

  •  The language of the letter should be simple, straightforward and clear. 
  •  Write the letter as concisely as possible in keeping with the content.
  •  There should be a sense of emotion and excitement in the subject matter.
  •  Left justify your letter.
  •  Special attention should be paid to the spelling of the letter.
  •  Single space your letter and leave a space between each paragraph.
  •  Use simple fonts when writing letters. Such as: Arial, Times New Roman, Courier New, etc.
  •  Try to keep the font size of the letter between 10 - 12.

Resources :


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