Writing Formal Letters-1

Formal Letter
Writing
Prepared By
Sajida Abdul Aziz
Content
Definition of Letter
Types of Letter Writing
Difference Between Formal

and Informal Letter
Definition of Formal Letters
How To Formatting A Formal

Letter
Sample Formal Letter

Definition of Letter
A letter is a written message that can be handwritten

or printed on paper. It is usually sent to the recipient
via mail or post in an envelope. Any such message
that is transferred via post is a letter,
a written conversation between two parties.
Letter writing can be
classified into two
types:
Informal Letters
Formal Letters
Types of Letter Writing

Definition of Formal & Informal Letters
Formal Letter Informal Letter
 A formal letter is a letter,  A letter written in an

written in formal friendly manner, to
language, in the stipulated someone you are
format, for official
familiar with, is called
purpose.
informal letter.
Types of Formal & Informal Letters
Formal Letter Informal Letter
 Letter of Enquiry.  Inviting a friend for a

ceremony say for a birthday
 Order Letter.  Calling a friend for a trip or
holiday
 Letter of Complaint.
 Apology letter
 Reply to a Letter of  Congratulating a friend for his
Complaint. success or achievement
 Writing just to ask for the
 Promotion Letter. well-being of a person
 Sales Letters.  Invitation for a marriage
 Asking help from someone
 Recovery Letters.
Difference Between Formal and Informal Letter
BASIS FOR
FORMAL LETTER INFORMAL LETTER
COMPARISON
Meaning A formal letter is a letter, written in A letter written in an friendly
formal language, in the stipulated manner, to someone you are
format, for official purpose. familiar with, is called
informal letter.
Objective Professional Communication Personal Communication
Format Written in prescribed format only. No prescribed format.
Written in First person - Business letters, First, second or third person.

third person - others.
Written to Business, college/institute, Friends, family,
employer, organizations, etc. acquaintances etc.
Voice Passive Active
Sentences Long and complex Short and simple
Size Concise Large or concise
Contractions and Avoided Used
Abbreviations
Definition of Formal Letters
A formal letter is any letter written in the

professional language, with a prescribed format for a
formal purpose, i.e. it can be a recommendation
letter, enquiry letter, complaint letter, cover letter
and so on. All business letters are formal. Such
letters are used for a variety of reasons like a formal
invitation, proposal, reference, making a complaint
or inquiry, applying for a job.
How To Formatting A Formal
Letter
• Heading
Here are a • Inside Address
few • Subject
formatting • Salutation
tips: • Body
• Closing and Signature
It should be in specified
format.
It should avoid the use

of unnecessary words.
It should be straight to
the point.
It should be relevant and

objective.
It should be complex
and thorough.
It should be polite, even

if it is a complaint letter.
It should be free from

any mistakes, i.e. While writing a formal letter one should
grammatical or spelling. keep in mind the following things:
The heading consists
of your address (but
not your name) and
the date. Telephone
numbers and email
addresses are not
usually included here,
but they are
acceptable. Using
block format, the
heading goes in the
top left-hand corner
of the page.
123 Elm Ave.

Trussville, ON M1N 2P3
Heading
November 23, 2008
Inside
Address
The inside address consists of the name and address of the

person to whom you are writing. You should try to address
the formal letter to a specific person, but if you do not know
his or her name, at least try to include his or her title. This
address is usually placed four or five lines below the heading.
Salutations
The most usual greetings

are…..
Dear
Dear Sir or Madam:
Ms.
Dr.
Skip one line after the inside address and then type
the salutation. Your choice of salutation depends on
whether or not you know the intended recipient of the
formal letter.
Body
Skip one line after the
salutation and begin
typing the body of the
formal letter.
This is the main part of

the letter. Keep in mind
the rules outlined above
regarding brevity and
coherence.
It is best to use short,
clear, logical paragraphs
to state your business.
This is the end of the
letter. Skip one line after
the last paragraph of the
body of the letter. Only
the first word of the
closing should be
capitalized.
It is punctuated with a
comma. Leave several
lines after the closing
and type your signature.
Your actual handwritten
signature is to be
inserted between these
two printed lines.
Closing and Signature

Yours sincerely,
Sample Formal Letter

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Formal Letter

Types of Letter Writing

Difference Between Formal

Definition of Formal Letters

How To Formatting A Formal

Sample Formal Letter

A letter is a written message that can be handwritten

Types of Letter Writing

Formal Letter Informal Letter

 A formal letter is a letter,  A letter written in an

Formal Letter Informal Letter

 Letter of Enquiry.  Inviting a friend for a

Written in First person - Business letters, First, second or third person.

A formal letter is any letter written in the

It should avoid the use

It should be relevant and

It should be polite, even

It should be free from

123 Elm Ave.

The inside address consists of the name and address of the

The most usual greetings

Dear Sir or Madam:

This is the main part of

Closing and Signature

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