Format of a Formal Letter
Feeling anxious about applying for that dream jobor sending a crucial enquiry to a new contact? You are not alone. This guide shows you how to structureformatand proofread your formal letters so they capture attention and achieve your goals.
How to Write a Formal Letter
Sometimes you need a letter to convey your message in a professional way - whether it is applying for a positionmaking an important requestor resigning from a role. Getting the format right is key to appearing credible and ensuring your letter stands out.
Presentation matters. A tidystructured layout sets a professional tone and shows your attention to detail.
Below are the typical sections of a formal letter. Each sectionfrom greeting to signatureserves a purpose in helping your letter look polished and be easily read. Further details follow the illustration:
Structuring Your Letter
To respect your reader’s timepresent your points in a logical order and keep the text concise. Each sentence should have a clear purpose.
Avoid contractions and informal words (e.g. use “will not” rather than “won’t”).
How to start a professional letter
Put your address in the top-right corner. This could be your personal address or another address for replies.
Place the recipient’s address on the leftusually below your own. If you are using a windowed envelopealign their address with the envelope window.
Write the date below the recipient’s address. You can place it on either side of the pagebut ensure the month is written in words.
If you do not know their nameuse “Dear Sir” or “Dear Madam” (or both). If you do know their nameuse their title (MrMrsMsDretc.) and their surname. Keep a formal tone.
Pro Tip: Finding out the person’s name wherever possible makes your letter more personal and professional.
a) If you do not know the recipient's nameuse:
Dear Madam,
Dear Sir,
Dear Sir or Madam,
b) If you do know the recipient's nameuse their title (MrMrsMsDretc.) and their surname:
Dear Mr Jenkins,
Dear Ms Hamers,
Dear Mrs Hutchins,
Dear Miss Davis,
Dear Dr Green,
Etc.
In the pastformal letters sometimes included elaborate salutations based on the recipient's social statussuch as ‘Reverend Sir’ or ‘Most Worthy Sir’ for clergymen.
Visit our discussion forumwhere our teachers and experts are ready to help.
VISIT OUR LETTER WRITING FORUMHow to write the letter body
Now that you know how to address your recipientlet us focus on structuring your main message for maximum clarity:
- Be conciseand relevant: Stick to the core purpose.
- Avoid informal language: Maintain a formalrespectful tone.
- Aim for three or four paragraphs: Each paragraph should have a clear aim.
First paragraph: Introduce yourself and explain why you are writing (for exampleto enquirerequestor complain).
Middle paragraph(s): Provide the essential background or key points. Keep it shortstructuredand focused.
Last paragraph: Explain what you expect from the recipient (for examplea replya refundor more information).
How to end your letter
Close the letter based on the greeting:
- Use “Yours sincerely” if you know the recipient’s name.
- Use “Yours faithfully” if you do not.
Sign your namethen print it underneath your signature using capital letters (or type it). If gender might be unclearadd your title in brackets after your name. Optionally, include your telephone number and email.
Reading your finished letter from top to bottom helps catch spelling or grammatical errors. Make sure your recipient can easily understand the main points.
Proofreading is Key! - Before sendingalways check for errors. A well-edited letter reflects professionalism and care.
Free formal letter template
To ensure you include all key elementsdownload our sample template:
MICROSOFT WORD TEMPLATE (DOCX)Abbreviations Used in Letter Writing
Here are abbreviations often used in professional letters. Understanding these will help keep your message clear:
- AKA
- Also Known As - Used to introduce an alternative name or alias for a person or thing.
- ASAP
- As Soon As Possible - Used to indicate the urgency of a request or action needed.
- Attn:
- Attention - Indicates that the letter is intended for a specific person or department.
- BCC
- Blind Carbon Copy - Similar to CCbut the recipients' names are not visible to other recipients.
- CC
- Carbon Copy - When you send a copy of a letter to more than one personyou use this abbreviation to let them know.
- CEO
- Chief Executive Officer - Refers to the highest-ranking executive in a company or organization.
- COB
- Close of Business - Specifies that a task or response is expected by the end of the business day.
- Enc.
- Enclosure - Used to indicate that additional documents or materials are included with the letter.
- EOD
- End of Day - Specifies that a task or response is expected by the end of the workday.
- EOM
- End of Month - Specifies that a task or response is expected by the end of the current month.
- ETA
- Estimated Time of Arrival - Indicates the expected time of arrival for a packagepersonor event.
- FAO
- For the Attention Of - Similar to 'Attn'FAO is used to show that you intend the letter for a particular person or department.
- FAQ
- Frequently Asked Questions - Refers to a list of commonly asked questions and their answers.
- FYI
- For Your Information - Used to provide information or share something without expecting a specific response.
- N/A
- Not Applicable - Indicates that something does not apply to the given context or situation.
- PP
- Per Procurationem - A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselvesetc.
- PS
- Postscript - (also written as 'P.S.') Used when you want to include an additional thought or message at the end of a letter after the signature.
- PTO (informal)
- Please Turn Over - Used to make sure that the other person knows the letter continues on the other side of the page.
- Re:
- Regarding - Indicates that the letter is in reference to a particular subject or previous correspondence.
- RSVP
- Répondez s'il vous plaît - (also written as 'R.S.V.P.') French abbreviation meaning "Please respond." Used to request a response to an invitation or inquiry.
- TBD
- To Be Determined - Indicates that a decision or information is yet to be finalised or confirmed.
Outline: A Cover Letter
A cover letter typically accompanies your CV or resume when applying for a job. It highlights your qualificationsexperienceand enthusiasm in the position. Here is a straightforward structure:
Opening Paragraph:
Introduce yourselfthe positionand how you found out about it.Paragraph 2:
Explain why you want to work for the organisation and why you are suitable. Highlight relevant qualifications and experience.Paragraph 3:
Mention your enclosed CV. Add extra details you believe will help your application.Closing Paragraph:
State your interview availabilitythank themrestate your interestand close the letter.
Outline: A Letter of Enquiry
A letter of enquiry is sent when you contact an organisation that has not publicly advertised a job vacancy. You should explain your backgroundinterestand how you could be a good match.
Opening Paragraph:
Introduce yourself and say what kind of role you are seeking. Mention how you heard about the organisation.Paragraph 2:
Describe why this particular organisation appeals to you. Outline key qualifications or experiences.Paragraph 3:
Point them towards your CV and any standout achievements they should note.Closing Paragraph:
Thank themstate your availabilityand show your enthusiasm for any future vacancies.
MLAAPAand Chicago Letter Formats
When writing formal letters for academic or US-based business contextsyou may need a specific :
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MLA Format: Recommended by the Modern Language AssociationMLA format ensures consistency and clarity. It is used in academic settings (for exampleresearch papers or journal submissions). MLA format focuses on clear headingsconsistent date placementrecipient’s addresssalutationbody paragraphsand a professional closing and signature.
More information: Using MLA Format
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APA Format: recommended by the American Psychological Associationis standard in psychology and other social sciences. It details font smarginsspacingcitation and the placement of addressesdates, salutationsand signatures. Its goal is to promote readability and a cohesive in academic communication.
More information: Using APA Format
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Chicago Format: commonly used in the United States for business letters. It sets guidelines for a professional layoutincluding sender detailsdaterecipient detailssalutationbody paragraphsand a closing. Its emphasis is on a clearorganised structure.
More information: The Chicago Manual of Style Online
Final Thoughts
Formal letters become easier with practice. Whether you are applying for a jobseeking important informationor conveying official newsa carefully structured letter leaves a strong impression. Draft and refine your letters using these guidelinesand you will soon write with confidence.
Rememberpractice makes perfect! - The more letters you writethe stronger your skills become.
Want to improve your letter-writing further? Our Letter Writing section offers tips for formalsemi-formaland informal s - helpful for personal use or IELTS preparation.
Browse our Letter Writing section