How to Write a Formal Letter in English: A Step-by-Step Guide

Start with a Proper Heading


Letter Heading

When writing a letter, the heading is crucial as it ensures the recipient knows who the letter is from and who it is addressed to. The letter heading consists of the sender’s address and contact details at the top right-hand corner of the page, followed by the date under it, then the recipient’s details beneath that on the left-hand side. In addition, to give your letter a professional outlook, it’s advisable to include your full name, phone contact, and email address.

The sender’s address and contact details include your name, street address, city, state, and ZIP code. If it’s a business letter, include the company name and logo plus the departmental name and address where possible. On the other hand, the recipient’s details include the recipient’s name, their title, and if possible, the name of their organization. Write the city, state, and the relevant ZIP code if different from yours.

Double-check that these details are accurate and complete, as they form the basis of the recipient’s first impression of you or your company. It also makes it easier for them to respond to your letter if they need to. In cases where you are unsure of the recipient’s exact title, it’s advisable to use the universal and gender-neutral titles “Ms.,” “Mr.” or “Mx.”

Ensure you use the appropriate typeface and size. Times New Roman and Arial are the most recommended for formal letters, and the ideal font size is at least 10-12 points. For the sender’s name, use a larger font size and make it bold to make it more noticeable. When printing out the letter on paper, it’s crucial to create a margin on all the edges to make it presentable. A good margin is about one inch on all sides of the page. Lastly, highlight the word “Date.” It needs to be in bold letters or underlined to emphasize its importance.

In conclusion, a properly structured and presented letter heading, make your letter’s objective more clear to the recipient. Take the time to thoroughly review and refine your heading before you print and send the letter. With well-formatted headings, you make an excellent first impression, which could be the start of a fruitful professional relationship.

Determine the Purpose of the Letter


Determine the Purpose of the Letter

Before you start writing a letter in English, the first step is to determine the purpose of the letter. The purpose of the letter is the reason behind writing it. This will help you decide on the tone, style, and format of the letter.

If you are writing a formal letter, the purpose may be to make a request, lodge a complaint, or respond to an invitation. If you are writing an informal letter, the purpose may be to update a friend or family member, express gratitude, or apologize for something.

When determining the purpose of the letter, think about who you are writing to and what you want to achieve. This will help you decide on the most appropriate level of formality for the letter. For example, a letter to your boss may require a formal tone and language, while a letter to a friend may be more casual and use colloquial language.

You should also consider the context of the letter. Is it a reply to a previous letter or communication? Is it part of a business or personal relationship? Understanding the context will help you determine the purpose and appropriate tone of the letter.

Finally, it is important to make sure that the purpose of the letter is clear and concise. This will help you stay focused and ensure that you communicate your message effectively. If you are unsure about the purpose of the letter, take some time to clarify it before you begin writing. This will save you time and confusion in the long run.

Structure the Main Body of the Letter


Letter Writing

Now that you have written the greeting and the opening line, it’s time to start structuring the main body of the letter. This is where you need to convey your message clearly and effectively, and make sure that you have met the purpose of your letter. Here are some tips to keep in mind while structuring the main body of the letter:

1. State Your Purpose Clearly

Make sure that you have clearly stated the purpose of your letter in the opening paragraph. This will not only help the reader to understand your message but also provide them with an idea of what to expect ahead in the letter. If you’re writing a business letter, make sure to mention the reason for writing, such as a complaint, inquiry, or job application.

2. Provide Supporting Details

Once you have stated your purpose, provide supporting details. This can include specific requests, questions, or concerns. Make sure that your statements are clear and concise. Using bullet points can also help to organize your ideas and make them easy to understand.

3. Use Appropriate Tone and Language

Writing a Letter

The tone and language of your letter can make or break its effectiveness. Use a tone that is appropriate for the purpose of your letter. For example, if you’re writing a letter of complaint, use a formal tone to convey your seriousness. If you’re writing a letter to a friend, a casual tone would suffice. Also, make sure that your language is easy to understand and free from grammatical errors.

Overall, the structure of the main body of your letter depends on the purpose and audience of your letter. Make sure to provide supporting details in a clear and concise manner, use appropriate tone and language, and organize your ideas effectively to ensure that your message is conveyed accurately.

Choose the Right Vocabulary and Tone


Choose the Right Vocabulary and Tone

When writing a letter, it is important to choose the right vocabulary and tone that is appropriate for the purpose of the letter and the recipient. The right vocabulary and tone can communicate your ideas clearly and effectively, and can also help convey your emotions and intentions.

For formal letters, it is important to use a professional tone and formal language. This includes proper grammar, spelling, and punctuation. Avoid using slang or colloquialisms, as they can come across as disrespectful or unprofessional. Use a respectful tone and avoid being overly familiar, as it can be seen as inappropriate.

For informal letters, you can use a more relaxed tone and language. This includes using contractions and colloquialisms if appropriate. However, you should still ensure that your language is clear and easy to understand. Avoid using offensive language and be mindful of the recipient’s feelings.

It is also important to consider the tone of the letter. The tone can be formal, friendly, persuasive, apologetic, or informative, depending on the purpose of the letter. The tone of the letter can be conveyed through your word choice, sentence structure, and the overall style of the letter.

Remember to always tailor your vocabulary and tone to the specific situation and recipient. This will help you communicate your message clearly and effectively. By choosing the right vocabulary and tone, you can make a positive impression on the recipient and achieve your desired outcome.

End with a Polite Closing


Polite Closing

After writing the main content of your letter, it’s essential to close it with a polite closing. This will leave a positive impression on the reader and make your letter more effective. Here are some ways to end your letter in a polite and cordial way:

1. Sincerely: This is the most common and traditional way to close a letter. It’s appropriate for formal letters, such as business letters, application letters, and other professional documents. Use “Sincerely” when you’re unsure of what closing to use.

2. Best regards: This closing is slightly less formal than “Sincerely” but still appropriate for professional correspondence. It’s suitable for most types of letters, including emails, business letters, and personal correspondence.

3. Yours truly: This closing is more personal than “Sincerely” and “Best regards.” It’s commonly used in letters to people you know well, such as friends, family members, and acquaintances. It’s a warm and friendly closing that can help you maintain a cordial relationship with the recipient.

4. Regards: This closing is less formal than “Best regards” and more casual than “Yours truly.” It can be used in professional correspondence, but it’s not suitable for very formal situations. Use “Regards” when you want to show that you’re respectful and polite, but not overly formal.

5. Thank you: This closing is a great way to show your appreciation and gratitude. It’s perfect for farewell letters, thank you notes, and other letters where you want to express your gratitude. For example, if you’re writing a thank you letter to a donor or volunteer, you can end it with “Thank you” to show your appreciation for their support.

Remember, the closing you choose should match the tone and purpose of your letter. If you’re writing a formal letter, choose a formal closing. If you’re writing a personal letter to a friend, use a more personal closing. And always end your letter with a comma after the closing and sign your name below it.