How to write a formal letter?

Writing a formal letter, whether handwritten or printed, requires some rules regarding structure, elements, and writing. In the following article, we get to know about How to write a formal letter? So don’t skip the article from anywhere and read it carefully because it’s going to be very useful for you guys.

Although communications are currently made through the Internet or message apps, letters continue to be important.

It may seem so easy to write a letter, but how to do it correctly is not. Different factors must be taken into account to achieve the best results. You may not know how to address a person correctly or the formalities to use to write a formal letter. A letter is not the same as an email, especially if the letter is made in handwriting.

Let’s not forget that when making manuscripts, they can be interpreted by graphologists. So you have to take into account if we send it together with the curriculum and the request for a job, or that job that we want so much to get to write a formal letter. 

What is a formal letter?

Although few manuscripts are currently being sent, we may have to do so on occasion. For this, you have to use what is known as a formal letter to write a formal letter. It is a letter that requires a certain touch of seriousness and that has a type of structure to write a formal letter.

In this way, it will be possible to correctly state the reason for which the letter is written. It should always be direct and polite but without too many ornaments or fancy words. This aspect is important since the person who will receive the letter is not known. All known writers have had to write letters throughout their lives.

Is it mandatory that it be handwritten?

No, it is not necessary to write it in handwriting, although it does denote an effort and a detail for the recipient, in psychology this has a fundamental value. They are usually written to people who only know each other in a professional environment or who do not know each other directly. 

You can write a formal letter on the computer, for this, you can use any kind of Office-type text editor to write a formal letter. If we are addressing our boss, we must be formal in the letter. The same happens when you are writing to a company to request information, work, etc.

Heading of a letter

All letters need to include the identifying information of the sender and the recipient. When the recipient opens the letter, one of his objectives is to answer the question: who writes it? In this way, with the heading, it will be known who writes it.

At the top right, the data will be indicated, making a small column. In it, the name of the company and our name and surname must appear. Likewise, the postal or email address, telephone, fax, etc. must be included. 

Time and place

In addition to knowing who is writing the letter, the recipient wants to know other aspects such as where and when. It is very common to use a phrase in which the place from which it is written and the data are presented. It will be placed lower than our data, although this time, on the left.

Identification of the recipient of the letter

In another paragraph and under the date (on the left) the information of the recipient of the letter will be indicated to write a formal letter. It is necessary to avoid writing the contact information since they are supposed to be known. The name of the company (if necessary) will suffice. It must be followed by the name of the recipient, the department to which he belongs, or the position he holds to write a formal letter.

The subject paragraph

Normally it is not worth showing a treatment that is completely respectful or embellishing the letter too much. The advisable thing in these cases is to go directly to the point. It is recommended that in the first sentences of the letter you can know the matter directly.

Farewell to the letter

When it comes to the farewell, it should be short and cordial. With a simple “hello” and put our name and first surname, enough to write a formal letter. It is not necessary to put the second surname or our position. This results in repeated information and if the recipient needs it, they will only have to look at the top of the letter.

The folding of the letter

The letters are sent by traditional mail, therefore we must fold it so that it fits well in the envelope. The normal thing is to fold them well into three parts. The lower part of the sheet must be folded up and the upper part down. This way, it will fit perfectly in a standard envelope.

Then we will have to write the address on the envelope, which also has some small rules.  

Last tips

There are aspects that may be needed in a formal letter, such as a postscript (PD). In this case, it is used to indicate something that we have forgotten or additional information. 

Depending on the relationship with the person who is going to receive the letter, the treatment may be different. The formal letter is not incompatible with a treatment of “you” towards the addressee if it is known.

The writing of the letter must be clear, simple, and concise. The language used must be friendly and without any misspelling, so before sending it, you have to check it several times.

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