formal letter format

Formal letter format. The one thing you want as an outcome of sending your letter is for it to get to a person who can action it. So that means finding out a real name of a person rather than just sending it to a department or to a company hoping that it will get somewhere. So find a name and address both the letter and the envelope to this person and the department or section of the company concerned.

When writing your letter it should be quite direct and come to the point quite quickly. A long rambling letter may be put to one side to be actioned at a later date so it should be factual in content especially if you are making a letter of complaint. Get to the point fast.

At the end of the letter summarize again your main points and what action you want to take place. This can be to confirm they have received your letter for example or to telephone you.

Whatever state of mind you are in especially if you are writing a formal letter of complaint you should leave all emotions out of the letter and just stick to the facts. If not, a few days later after you have calmed down you may wish you have never written it in the first place !

Here is a format

you can use for writing formal letters. We have added examples within this but the main structure remains the same.

Your exact street address
Your state and zip code

Today’s date
The name of the person you are writing to (first name and surname)
Their company name
Company department
Company address and zip code

Dear salutation (this can be Dear Mr. Smith – if you have the name of the person just put Dear (surname) and don’t include their first name) or Dear sir
First paragraph – in the first paragraph make it short at maybe one or two sentences. This should summarize exactly why you are writing to the person concerned.

Letter Body – this will have additional facts and information about your letter and why you are writing.

Closing paragraph – This should summarize the letter and have a call to action which would be you telling the person what you would like them to actually do now they have read your letter. If you want a telephone call then you need to leave your number.

Sign off - Usually this would simply be “Yours sincerely” or simply “Sincerely” if you have addressed a real person’s name in the “Dear Mr x” or “Yours faithfully” if you have addressed the letter as “Dear sir”

Formal Letter format Example

8 Lower Turn Road
Mountainthyme X15 3B

12th April 2012

The Manager,
W. Jones & Sons Ltd
Hermes House
Clanton,
Northshire CL20 OZX

Dear Madam,

I have seen your advertisement in yesterday's Daily Standard, and I am writing to ask you to send me more information about your Students' Note Taking Kit.

I would be grateful if you could send me your catalogue. I and some friends are particularly interested in the wallet containing a ring file, extra sheets of paper coloured ball-point pens.

I look forward to seeing your catalogue and will apreciate if you could let me know by return if you can supply these kits.

Yours sincerely

Brown Sky