format of formal letter writing
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Explanation:
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Format of a Formal Letter:-
1. Sender’s address
2. Date
3. Recipient
4. Subject
5. Salutation (Sir / Respected Sir)
6. Body of the letter: (introduction, content, conclusion)
7. Complimentary closing.
8. Sender’s name, signature and designation.
As we said earlier, a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way.
1. Sender’s Address: - The sender’s address is usually put on the top left-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication.
2. Date:- The sender’s address is followed by the date just below it, i.e. on the left side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.
3. Receiver’s (recipient’s) Address:- After leaving some space we write the receiver’s address on the left side of the page. Make sure you write the official title/name/position etc. of the receiver, as the first line of the address.
4. Subject:- Write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.
5. Salutation (Greeting):- This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are "Sir" or "Madam".
6. Body of the Letter: - This is the main content of the letter. It is either divided into three paragraphs or two paragraphs if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mindis that the letter should be concise and to the point. And always be respectful and considerate in your language, no matter the subject of your letter.
7. Closing the Letter: - At the end of your letter, we write a complimentary closing. Skip one line after the last paragraph of the body of the letter and write the closing. In two word closings such as “Yours faithfully, “and “Yours truly, “, capitalize the first word only. It is punctuated with a comma.
8. Signature: - Here finally you sign your name. And then write your name in block letters beneath the signature. This is how the recipient will know who is sending the letter.