how should the language of a formal letter be
Answers
ANSWER :-
1. AVOID CONTRACTIONS.
ALL VERB FORMS MUST BE WRITTEN IN FULL.
INAPPROPRIATE: THIS ISN’T WHAT WE’D EXPECT FROM A PROFESSIONAL SERVICE.
CORRECT: THIS IS NOT WHAT WE WOULD EXPECT FROM A PROFESSIONAL SERVICE.
2. DO NOT USE ABBREVIATIONS.
ABBREVIATIONS LIKE BBC AND RADAR ARE PERFECTLY ACCEPTABLE, BUT AVOID USING INFORMAL ABBREVIATIONS. FOR EXAMPLE, DO NOT WRITE INFO FOR INFORMATION; DO NOT WRITE ADS FOR ADVERTISEMENT.
3. LIMIT THE USE OF ACTIVE VERBS WITH THE FIRST PERSON SINGULAR PRONOUN.
INAPPROPRIATE: I WILL SEND YOU ALL THE RELEVANT INFORMATION ASAP.
APPROPRIATE: ALL THE RELEVANT INFORMATION WILL BE FORWARDED TO YOU AS SOON AS POSSIBLE.
4. AVOID THE USE OF INFORMAL DEGREE MODIFIERS
DEGREE MODIFIERS SUCH AS REALLY AND SO ARE INFORMAL IN NATURE. AVOID THEM. INSTEAD, USE EXTREMELY, HIGHLY, ENTIRELY ETC.
5. LIMIT THE USE OF PHRASAL VERBS.
MOST PHRASAL VERBS ARE IDIOMATIC IN NATURE AND HENCE THEIR MEANING CANNOT BE GUESSED FROM THEIR INDIVIDUAL PARTS. YOU CAN MAKE YOUR WRITING EASY TO UNDERSTAND BY USING ORDINARY VERBS INSTEAD OF PHRASAL VERBS.
6. AVOID INFORMAL DISCOURSE MARKERS SUCH AS BY THE WAY
THE SAME IDEA CAN BE EXPRESSED USED INCIDENTALLYWHICH IS FORMAL IN NATURE.
7. AVOID USING SET PHRASES AND IDIOMS.
INAPPROPRIATE: I’M NOT LOSING ANY SLEEP OVER THAT.
APPROPRIATE: THAT DOESN’T WORRY ME AT ALL.
INAPPROPRIATE: HE REALLY GETS ON MY NERVES.
APPROPRIATE: HE IRRITATES ME.
8. DO NOT LEAVE OUT WORDS.
IN INFORMAL SPEECH AND WRITING, WE SOMETIMES LEAVE OUT WORDS. THIS TECHNIQUE IS CALLED ELLIPSIS. IT IS NOT CONSIDERED APPROPRIATE IN FORMAL WRITING AND HENCE YOU HAVE TO AVOID IT.
INAPPROPRIATE: LOOK FORWARD TO HEARING FROM YOU.
APPROPRIATE: I LOOK FORWARD TO HEARING FROM YOU.
HOPE IT HELPS YOU !
Answer:
Formal/Official Letters must never contain casual tone. It should have a firm (not arrogant), yet polite tonality.
Formal Words
Some formal alternatives to common, informal words are given below —
(1) ASK FOR = REQUEST
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK(11) LOOK INTO = INVESTIGATE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK(11) LOOK INTO = INVESTIGATE(12) LOOK LIKE = RESEMBLE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK(11) LOOK INTO = INVESTIGATE(12) LOOK LIKE = RESEMBLE(13) MAKE UP = COMPRISE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK(11) LOOK INTO = INVESTIGATE(12) LOOK LIKE = RESEMBLE(13) MAKE UP = COMPRISE(14) PUT UP WITH = TOLERATE
(1) ASK FOR = REQUEST(2) COME AFTER = SUCCEED(3) COME UP TO = REACH / ATTAIN(4) DEAL WITH = MANAGE(5) GIVE OFF = EXUDE(6) GO BEFORE = PRECEDE(7) GO OUT OF = EXIT(8) LEAD TO = CAUSE(9) LOOK AT = REGARD(10) LOOK FOR = SEEK(11) LOOK INTO = INVESTIGATE(12) LOOK LIKE = RESEMBLE(13) MAKE UP = COMPRISE(14) PUT UP WITH = TOLERATE(15) REFER TO = CONSULT
Formal Greetings
Here are some ways to greet someone formally —
(1) Hello!
(Avoid saying "hey" in formal occassions)
(2) Good morning/afternoon/evening
(Don't say "good night" when meeting, even if it's night time. Save that for when you depart)
(3) It's nice to meet you/It's a pleasure meeting you
(Say this only and only when you meet someone for the very first time)
Pro Tip
(1) Avoid using informal abbreviations in Official Letters at all costs.
Like you can say,
Is not instead of isn't
have not instead of haven't
You get the point. Write full words, not abbreviations.
(2) Avoid swearing and curses (pretty obvious, isn't it?)
Hope it helps