3 Formal Letter Writing Format

A formal letter has a simple structured format.

There are five parts to formal letter writing:

1 Introductory line

2 Opening paragraph

3 Main body

4 Closing statement

5 Signing off

Introductory Line

An introductory line is where to address the recipient. When the name of the recipient is not known, you use Dear Sir or Madam. The title and full name of the recipient should be used if you know it.

Opening Paragraph

The opening paragraph is where you introduce yourself and why you are contacting the recipient. Here, you have the opportunity to capture the attention of the reader. So, it is necessary to write something that will entice your reader to continue.

Main Body

The main body is where you write the details of the issues stated in the opening paragraph. Present more detailed information about what you want to communicate to the recipient. You need to include all relevant information. This paragraph explores the points established in the opening paragraph.

Closing Statement

The closing statement is where you give thanks to the recipient for their time, knowledge or help. If you require the recipient to contact you, then it’s good practice to include the line ‘please contact me at your earliest convenience’.

Signing Off

Signing off is the final place to make an impression. A reliable rule to follow is, we use 'Yours sincerely' when addressing the recipient by name and 'Yours faithfully' when writing Dear Sir or Madam. You can, of course, replace that with 'Kind regards' or 'Kindest Regards', which adds a friendly tone to the signing off.

So, now you have written your formal letter in the correct format, it's now a good idea to have it edited.

Before you submit your letter, be sure you have one of our editors check for grammar, punctuation and spelling errors. Get a free quotation for editing your formal letter at English Writing Service.

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