Formal letters are the business letters that are used to convey something important from one organization to another. Example of Formal letter are the letters that are used officially and commercially. These letters are mostly used in the industry. They are always explicit in nature. Such letters are also termed as business letters as they are primarily used in an official way, and these letters are always formal in nature. Any type of information one can want to put forward he/she can carry that information ahead by executing a formal letter. A formal letter including many types like Job recommendation letter, apology letter, appreciation letter, job application letter, invitation letter, complaint letter, and many more such types.
Uses of Formal Letter
There are numerous uses of formal letters. formal letters are used for multitudinous purposes, as it is played the most fetching and efficient role in professionalism
- Formal letters are used to convey information from one person to another
- Formal letters are used in legal requests.
- People usually use formal letters for their payment demand as well.
- Formal letters are also used to acknowledge an employee.
- Formal letters are also used in recommending a job.
- Any type of cancellation or declaration one can make with the help of such letters.
- Job application and interviews are also done by executing such letters.
- An individual can also write a complaint letter against anything unfair, as it is kept confidential by the administration.
- An individual can also justify nonpersonal communication through a formal letter.
- People also use such letters to request information.
- To apply for a job.
- Formal letters are also helped you in expressing your views like-
- You can tell what you think about the government.
- You can ask a question about any of your query.
- Tell an employer what is the importance of this job for you.
Key Features of Formal Letter
There are overriding traits of formal letters that should be kept in mind while writing a formal letter.
- Always used formal language to write such letters.
- Be straight forward and sneak forward directly to the point.
- Do not mess up by overwriting, please take care of words.
- Do not forget to follow the prescribed format.
- Be specific and justified always.
- Do not write anything that can create misunderstanding.
- Firstly write the address of writer and recipient
- Date of the day.
- Subject/title – Must be in one line
- Hailing or nod with Dear Mam/Sir
- Content – break down the content into three parts
Sample Formal Letter Example Template
Aliza Johnson
14 Jonas Street
Portland, Maine 04101
555-555-8888
Alizabethjohnson@emailaddress.com
January 14, 2019
Dark Smith
Human Resources Manager
Veggies to Go
233 Main Street
Portland, Maine 04101
Dear Mr. Smith,
I am feeling glad to know that when my former co-worker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. It is a very vibrant opportunity. A long-time Veggies to Go customer and an experienced admin, I would love to accompany you and help you in achieving the goals its mission of making healthy produce as available as takeout.
I’ve worked a lot for small companies for my entire career, and am too passionate about it and I relish the opportunity to wear many hats and work with the team to succeed more and more. I have been the administrative manager at Kollinworrd Corp, throughout my career there, I have been able to save thousands of dollars by planning and executing several strategies to provide better services to the customers which help in cutting down the canceled shifts. I also learned web design, timesheet coding, and perfected my Excel skills.
I’ve enclosed my resume for your further consideration and hope to speak with you soon about your needs for the role and expecting feedback from your side soon.
Best Regards,
Aliza beth Johnson
Signature
Format of Formal Letter Example
The traits and features of all the formal letters are almost the same. Formal letters are always written in a formal language by strictly follows the prescribed format of writing it. These letters are basically worked as a documentary evidence in an organization as both the parties the sender and the receiver cannot deny to anything that conveys through the letter for example – If an organization recruit a candidate in their company, for that they have to send him the job application letter with all the details from the salary to all the work process of that designation and get assigned by the signatory as well therefore in further process both the people the candidate and the company, nobody can deny to any of the assigned detail that is specified in a letter as it is assigned by both the parties and can be used as an evidence whenever needed.
Beginning- By greeting and introduction
Middle- Briefly described an issue
End- conclusion
- Subscription- Your sincerely/ Yours faithfully.
- Signature with the full name.
By taking care of all the above detailed and follows the prescribed format here presenting one of the examples below of formal letter.
Types of Formal Letter
There are infinite types of formal letters and each of them is unique in their own and used in a different situation always, some of them are written below.
Job offer letter
One of the most commonly used formal letters is a job offer letter which is written by an employer to offer a job to an employee. A job offer letter is provided to an employee if he/ she is selected for a particular position. All the important details such as salary, joining date, job position, other terms etc are included in a job offer. An employee responds to a job offer with a job acceptance letter or job rejection letter. Make sure to be professional and formal while responding to a job offer letter.
Appreciation letter
This is a formal and informal type of letter. An appreciation letter is written to acknowledge or appreciate something good. It may be the outstanding performance of an employee or maybe a salary hike from an employer. There are many instances where you could write an appreciation letter. Every person loves to get appreciated, a few good words from someone acts as the biggest motivator and confidence booster. As an employer, you must write an appreciation letter to employee for outstanding performance. Similarly, as an employee, you must appreciate your boss for a salary hike, promotion, or support, etc.
Job recommendation letter
As a job seeker, you may find yourself in a situation where a job recommendation letter is required. A good percentage of the job vacancies are still fulfilled with recommendations. A recommendation letter from an authorized person adds extra weight to your resume and the chances of getting a job increases. If you just graduated from school or college then ask your professor or mentor to write a recommendation letter. Similarly, you could ask your employer to write a job recommendation letter in case you are shifting a job. A Job Recommendation Letter is also known as a Letter of reference or reference letter or associating letter.
Complaint letter
A complaint letter is a formal type of letter which is written to complain about the poor services, bad product, inappropriate behavior, etc. There are many instances happen in life where you need to write a letter of complaint in order sort things out. Following are the major instances where a complaint letter should be written.
- complaint letter example for bad product
- complaint letter for poor service
- complaint letter to a service provider
Writing a complaint letter is a formal way to sort things out. Instead of getting angry, putting bad reviews, you must try to a complaint first. If things don’t solve even after a complaint then you can deal with a situation in a different way.
Resignation letter
This is a type of formal letter which every person has to write at some point in a career. A resignation letter is written by an employee to resign from a job or to quit a job. There could be many reasons for writing this letter. Maybe you are getting a better job opportunity or maybe you are not happy with a current job. There are further many types of resignation letter. We recommend the use of formal resignation letter samples to write down a formal letter to resign from a job. You have already decided to resign, so why not do that professionally. Be formal and professional, even if you are angry with the management.
Announcement Letter
Announcement Letter or Notification Letters are written to notify all the people or members or employees about particular information. The purpose of an announcement letter is to announce something important. An announcement letter could be written in many instances such as new project announcement, a holiday announcement, change in office timings, about meeting schedules, maybe a new job vacancy announcement, etc. This type of letters is written by an employer or boss or people at higher authority.
Appointment Letter
Appointment letter is like a confirmation letter from an employer that a person is selected or appointed for a particular job position in a company. This is an official formal letter which must be provided before an employee starts a job. As an employer, it’s your responsibility to write this letter and as an employee, you must ask for it. All the job-related terms and condition are mentioned in this letter and an employee must agree to them if you choose to work. Check out the sample of appointment letter to save your time and efforts in writing it from scratch.
Download Example of Formal Letter Template Word
Conclusion
As a working person, you must know how to write a formal letter. As explained above, there are multiple types of formal letters and writing each type is different from the other. That’s why it important to always check the sample letters for reference in order to write a correct letter. This site is loaded with a different type of formal letters, use the search bar to find a formal letter.
