Different Types of Formal Letters with Format & Structure

Currently, there are many types of formal letters. Different types of formal letters are used based on different types of institutional needs.They are all written in a professional style and they all have a specific purpose.

With the change of time, new types of formal letters are being created. Again, many old types are becoming extinct.

What is formal letter :

A Formal letter is basically a letter through which a person officially communicates with an organization for a professional work.Or an organization communicates with an individual in an official way for its business needs.

Formal letter is basically a medium of official communication between persons of high social rank or position.

It is usually addressed to a person who has the authority to make decisions and take action on behalf of the organization.

When writing a formal letter its always follows the official or business letter format. Hence, a formal letter is another name for an official letter.

The use of the word “formal” does not mean that the letter has to be stiff or serious.It just means that it follows a certain pattern, when it comes to the structure of sentences and paragraphs.

A formal letter should be written in a professional tone. And its should not contain any informal language or slang. It should also be typed on quality paper with the sender’s return address at the top left hand corner of the page.

Types of Formal Letters :

Mainly formal letters are of two types: business letters and personal formal letters.

Business letters are typically written for work-related purposes. such as cover letter for job application or requesting information about a company’s products or services.

Personal formal letters are written to request information, congratulate someone on an accomplishment or recommending someone for job or provide thanks for assistance in some way.

We have mentioned here the type of some of the most common formal letters.

Business letter :

• Sales Letter: A letter sent to various individuals or organizations for the purpose of selling a new product or service.
• Order Letter: A written letter for the purpose of buying something from an organization.
• Cover letter: A letter written to an employer for the purpose of employment in any organization or company.
• Business letter: A Letter used for business purposes that typically sent to other businesse person.
• Letter of Enquiry: A letter that written by an individual or organization to an officer or organization for the purpose of investigation if there is any complaint or special reason.
• Letter of Complaint: A letter written for the purpose of reporting any problem or complaint after purchasing a product or service from an organization.
• Reply to a Letter of Complaint: Written reply for the purpose of resolving a complaint received from a person or organization.
• Promotion Letter: A letter written for the purpose of promotion to an officer of a company or organization. Or a letter sent to various individuals or organizations to promote a new product or service.
• Letter for Collection of Certificates: A letter written for the purpose of obtaining a certificate after obtaining a degree from an institution.
• Recovery Letter: A letter sent to a person or organization for the purpose of withdrawing long standing arrears.

Personal Formal letter :

• Recommendation Letter: A letter written for the purpose of recommending a person for scholarship.
• Invitation letter: A formal invitation is a type of formal letter that notifies someone about an event and asks them to attend it.
• Acknowledgement letter:  A letter written to acknowledge the receipt of goods or services or to thank someone for their assistance.
• Apology Letter: A letter written to apologize for a mistake you have made.
• Congratulatory Letter: A letter written for someone who has done something great and deserves to be congratulated.
• Condolence letter: A Letter written to convey condolences when someone dies.

Also, any letter written to an official needs in whatever name can be classified as a type of formal letter.

Most Common Format of Formal Letter :

Now, we live in a world where we use email, or online messaging, as an alternative to paper letters. Both for personal and business purposes.

But, in some special cases, it is necessary to be send a hard copy of a printed letter to an individual or organization instead of an email.

Therefore, it must focus on clarifying its proper formats, reader friendly and clear content.The details of the formal letter format are given below.

Your Contact Information

Your Name
Professional Title
Company Name
Your Address
City, State Zip Code
Phone Number
Email Address

Date –/–/–

Recipient’s Contact Information

Recipient’s Name
Professional Title
Company Name
Company Address
City, State Zip Code

The Salutation,

In the case of business letters, use “To Whom It May Concern,” if you are not sure who you are addressing. Or Use Formal Greetings “Dear Mr./Ms./Dr. [Last Name]”.

The Body

Begin the next paragraph by leaving one line after each paragraph from the greeting line.

In the first paragraph, present the purpose and goal of the letter in an elegant way. It is best to keep the first paragraph short.

Mention the contents of your letter in full in the middle paragraphs.

In the concluding paragraph, repeat the reason for writing the letter. And thank the recipient for considering your request.

Respectfully yours or
Yours sincerely or
Respectfully or
Cordially

Your handwritten signature
Typed Full Name
Job Title
Company Name

how to structure a formal letter:

At present there are different types of formal letters. And each of them has a specific writing structure.

However in almost all types of formal letters a main structure is followed. And then:

Sender’s name and full address:

Almost all types of formal letters have to write the name and full address of the sender at the beginning or at the head of the letter.

Date:

The next part of the sender’s name and address is the date. After writing the address. You must specify the date on which you are writing the letter.

Recipient’s name and full address:

The full address of the recipient has to be written right after the date. From then on, the main part of the formal letter begins.

Greetings:

This greeting is an important part of the formal letter. When writing a greeting, you have to make sure that you are greeting the right person with his correct name or surname. For example: Dear (First Name / Mr. / Ms. / Mrs. Last Name) or To whom it may concern.

Main Body:

The main content of the formal letter starts from the bottom of the greeting.In this section you need to clarify the purpose of writing this letter. And you have to present the letter in the correct format and the correct way.

This part can be small or large depending on the content of the letter. However, it is better to leave out the unnecessary things. And better to present the important things in the form of short paragraphs.

Completion:

Completion is the last part of the formal letter. In this section “Yours / Best wishes, Yours sincerely, Yours faithfully, Respectfully yours, Cordially, Respectfully” your signature.

Then you need to complete the formal letter by writing your full name. Mention the name of working organization and position below (if any).