How to Write a Formal Letter

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Sometimes in our lives, we need to write a formal letter for something. Once I had to send such a letter and I realized, that I don’t know how to structure it! And that was bad because I had to quickly write it, but I couldn’t find the appropriate information about how to do it! A friend of mine helped me with this situation, and I did well. And now I am creating this post, and I hope it will be helpful for people in a similar situation to mine.

Some Basics

Here are some simple steps, that will help you build your nice looking letter. Look at the image below and read the following instructions:



1. Preferably use a computer or a typewriter, don’t write it on had. But if you have no choice, the pencil is also an option.

2. Don’t forget to put on a letterhead. If you don’t have one, type your name, title, and address as a letterhead after 3-4 blank lines from the top margin of the page.

3. After this comes the date. Put it 3 lines after the letterhead or your address, at the right side of the page.

4. Leave another 2-3 blank line and type the full name of the person you are writing to (starting with Mr., Mrs, etc.), his/her position and address. Put any of these elements on a new row, aligned to the left side of the sheet.

5. Leave a couple of blank lines again and type the greeting of the letter, aligned to the left side and in this format (without the quotes): ” Dear Mrs. Jameson:  ” (don’t forget the colon at the end of the name)

6. Leave another blank row and begin your letter. Use paragraphs.

7. After you finish the body of the letter, skip a line or two and finalize the body with something like:

Thanks for your attention, or thank you for considering these lines, or something similar. Be creative.

8. Leave 2-3 lines blank and finalize your letter with aligned to the right side complimentary closing, like:

Best wishes, Sincerely yours, Great day, etc…

Don’t forget to place a comma after the wish.

9. Leave 4-5 blank rows for your signature, and type your name and position (title), aligned to the right, too.

That’s it! This is how you can write a lovely business letter! To further understand how to structure it, you can see the picture below:

Formal Business Letter Format Sample

How to Write a Formal Business Letter

Talking about letters, don’t miss reading the story of a guy, who made a million by selling excuse letters.


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