Tips to Write Effective Formal Letters
Tips to Write Effective Formal Letters
A number of exams require good formal letter writing. Here are some tips for that!
Letter writing is one of the earliest modes of communication.
It has been in use almost as early as when human kind developed languages.
1. Sender Information
1. Should be accurate.
2. Write the name first.
3. Address in three lines.
4. Include department if in-office
2. Date
1. Format: DD Month, YYYY
2. Leave a line after the sender's address.
3. Recipient Information
1. Should be accurate.
2. Begin with name, and then not, designation
3. Address in three lines.
4. Include department if possible.
4. Subject Line & Salutation
1. SUBJECT IS IMPORTANT.
2. Should be concise.
3. Salutation can be a Hi.
4. Can also be simply Sir/Ma'am.
5. Body
1. Max 3 paragraphs, each of less than 3 lines.
2. First para- Introduction of sender (2-3 lines)
3. Second para - Reason of letter (3 lines)
4. Third para- Intent of letter: a request, etc (2-3 lines)
6. Closing
1. Concluding lines.
2. Words to use- hoping, looking forward to, much obliged, thankful.
4. Sign off with- thanking you/yours faithfully/warmest regards. Include Name and signature.
3. Should be polite.
7. Tone
The tone of the letter should be consistently polite. Even for urgent requests.
Avoid sounding pushy or frustrated.
Avoid words like 'should', 'have to', etc. These can sound demanding.
8. Length
Keep it short. Formal letters should be efficient and economical.
Provide complete information directly. Avoid too much explanation.
Keep the letter to 2-3 paragraphs of 2-3 sentences each.
9. Vocabulary
Action Words: request, grant, ensure
Emotion Word: obliged, sincerest, regards, pleasure
Closing salutation: Yours sincerely, Yours faithfully, Warmest regards
10. Use of Formal Letters
1.
Requesting leave 2. Referral Letters 3. Performance Reports 4. Cover Letters 5. Notices and circlulars 6. Invitations
Read the Detailed Guide to Letter Writing
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