Writing a Formal Letter

This section explains how to write a formal letter and the structure and language you should use. Writing a formal letter follows a conventional structure and requires careful consideration of language and tone to achieve the desired impact. Whether you are writing to apply for a job, make a complaint, or request information, adhering to the formal letter format helps to ensure clarity and professionalism.

Structure of a Formal Letter

A formal letter follows a specific structure that is designed to make communication clear and organised. Here is the typical layout:

Sender’s Address

The sender’s address is written in the top right-hand corner. This should include the street address, town, postcode, and optionally the country if writing internationally. It is important to note that no punctuation should be used after the address lines.

Example:
10 Green Road
Birmingham
B1 2XY
United Kingdom

The Date

The date is written underneath the sender's address. In formal letters, it is important to write the date in full, using a day, month, and year format. The date should be aligned to the right.

Example:
17th January 2025

Recipient’s Address

The recipient’s address is written on the left-hand side of the page, starting underneath the date. This should include the recipient’s name, job title (if applicable), company name (if applicable), street address, town, and postcode.

Example:
Mr J. Smith
Human Resources Department
XYZ Ltd.
25 High Street
London
SW1A 1AA

The Greeting

After the recipient's address, the letter begins with the salutation (greeting). If you know the recipient’s name, you can use "Dear Mr Smith" or "Dear Ms Brown", depending on the recipient's preferred gender and title. If you do not know the person’s name, use "Dear Sir/Madam". It is essential to use the appropriate salutation as it conveys respect and professionalism.

Example:
Dear Mr Smith,
or
Dear Sir/Madam,

Opening Paragraph

The first paragraph of your letter should clearly state the purpose of your communication. It is important to be direct and concise, ensuring that the recipient understands why you are writing.

Example:
"I am writing to apply for the position of marketing assistant, which was advertised on your company website."

Main Body

The body of the letter elaborates on the purpose introduced in the opening paragraph. It may include details such as qualifications, experience, or reasons for the request. You should organise the content logically and break it into paragraphs for clarity.

Example:
"I have recently graduated with a degree in Marketing from Chichester University. During my studies, I completed an internship with ABC Marketing where I assisted in social media campaigns and client communication. I am confident that my skills in digital marketing and customer engagement make me a strong candidate for this role."

Closing Paragraph

The final paragraph should summarise your points and outline any expected next steps. In a job application, for instance, you might express your desire for an interview or mention that you look forward to hearing from the recipient.

Example:
"Thank you for considering my application. I would be grateful for the opportunity to discuss my suitability for the role in further detail. I look forward to your response."

Complimentary Close

In formal letters, the complimentary close should reflect the salutation used at the beginning of the letter. If you addressed the recipient by name, use "Yours sincerely". If you used "Dear Sir/Madam", use "Yours faithfully".

Example:
Yours sincerely,
or
Yours faithfully,

Signature and Name

After the complimentary close, leave space for your handwritten signature (if posting the letter). Below the signature, type your full name.

Example:
Marisa Ahmed

Language in a Formal Letter

In a formal letter, it is important to use Standard English. The language should be professional, respectful, and clear. Avoid colloquial or overly casual language, as well as contractions (e.g., "can't", "won't", "didn't"). A formal tone should be used throughout, and the choice of words should be precise and to the point.

Tone Variations Depending on Purpose:

• Job Application: Professional, confident, persuasive.
• Complaint Letter: Polite but firm, clear about the issue, and requesting resolution.
• Request for Information: Courteous, concise, and respectful.

Example of Job Application Letter

Here is an example of a formal job application letter, which demonstrates the proper use of structure and language. The writer’s aim is to persuade the reader of their suitability for the role.

[Sender’s Address]
10 Maple Street
Oxford
OX1 1AA
United Kingdom

17th January 2025

[Recipient’s Address]
Ms Meryl Greers
Human Resources Manager
Tech Solutions Ltd.
15 Highgate Road
London
N1 2YZ

Dear Ms Greers,

I am writing to express my interest in the role of Software Developer at Tech Solutions Ltd., as advertised on your company website. With a degree in Computer Science from the University of Southampton and two years of experience working in software development, I believe I would be a valuable addition to your team.

Currently, I am employed at Digital Innovations, where I have honed my skills in Java, Python, and SQL. I have successfully developed and maintained several internal applications, worked on cross-functional teams, and contributed to client-facing projects. I am particularly drawn to this position at Tech Solutions due to your company's reputation for innovation and commitment to developing cutting-edge technologies.

I am confident that my technical abilities and my experience in project management make me a strong candidate for this role. I have attached my CV for your consideration and would appreciate the opportunity to discuss how my skills and experience can contribute to the success of your team.

Thank you for your time and consideration. I look forward to the possibility of discussing my application further.

Yours sincerely,
[Handwritten Signature]
Gary Lewis

Conclusion

When writing a formal letter, it is essential to follow the correct structure and language conventions to ensure your message is received professionally. Whether you're applying for a job, requesting information, or making a complaint, a formal letter is an effective way to communicate in a professional context. By paying attention to the tone, language, and formatting, you can ensure your letter is both effective and respectful.