How to Write a Formal Letter

Writing a formal letter often feels intimidating, especially when you are a student with little experience in business communication. In professional and academic spheres, formal letters contribute to the first impression, so it is highly important to know how to write formal letters correctly. In this guide, you will explore several types of formal letters, the reasons why you need to write them, and the proper structure to use. We will also equip you with the best-working formal letter template generated by our AI writing tool JustDone. Let’s get started!

When to Use a Formal Letter Format

There are different situations where the formal letter is essential. Whether you need to engage with a professor, apply for a position, or get an official feedback on your request, it’s important to know when to adopt a formal tone.

Here are some scenarios:

• Applying for a job or internship
• Requesting a reference or recommendation
• Corresponding with a school or university
• Addressing complaints or feedback
• Making inquiries to businesses or organizations

You can use AI writing assistants to simplify your formal letter writing. For example, JustDone's AI letter generator can help you draft these letters effortlessly, ensuring that you maintain a formal tone and proper structure appropriate for your audience.

10 Types of Formal Letters to Know

Understanding the different types of formal letters is crucial for effective communication. Depending on the content, formal letters are divided into the following groups:

1. Informational letters: In these letters, management or other responsible people send official materials like regulatory documents, rules of conduct, appendices, etc. These letters are signed by the head.
2. Notification letters: They are usually sent by legal entities and individual entrepreneurs to their partners, clients, or government institutions. These letters notify about changes that have occurred, such as a location address, payment details, debts, suspension of action, etc.
3. Accompanying letters: They are used to send documentation (catalogs, protocols, regulatory acts), and usually these letters do not need an address part.
4. Guarantee letters: They are addressed to organizations or individual entities, and include obligations and confirmations (labor payments, services, rent, quality and terms of work, loan repayment). These letters are signed by the head of the organization and the accountant and are necessarily certified by the seal.
5. Claim letters: They are drawn up by legal entities or individuals when there are some violations, and it was previously agreed upon to compensate for losses. The text is accompanied by documentation acts confirming the validity of the claims and probative value.
6. Request letters: They are sent to obtain information, official data, or documents.
7. Notification letters: Used to inform about upcoming events and invite participation. They indicate the place, time, program, and organizational details. They should be signed by the responsible person.
8. Request letters: These are a common type of business correspondence and are used when one organization addresses another with a request to provide a service, coordinate actions, obtain information about a product, etc.
9. Response letters: They are responses to request letters or proposals. These letters can be either positive or negative.
10. Invitation letters, thank-you letters, greeting letters, and other types of formal letters.

Each type of letter has its unique format and tone. The JustDone app can provide tailored templates to guide you through writing each type effectively.

How to Write a Formal Letter

Writing a formal letter involves a specific structure and tone. The general structure of an official letter is as follows:

1. Introduction. Start with a respectful salutation. Use 'Dear [Title] [Last Name]' (e.g., Dear Mr. Smith). Then, continue with an introduction that concisely states the letter’s purpose and a brief description of the situation/problem being addressed.
2. The main body that describes the event or the situation that has occurred, all necessary details, and evidence. This part concludes with a summary of your request or statement. 
3. The closing part. It contains reasonable conclusions in the form of a persuasive request, an acceptable proposal, a delicate reminder, a considered opinion, or a possible refusal. 
4. Signature. Use formal closings such as “Sincerely” or “Best regards,” followed by your name and position.

To make sure your formal letter is written with the proper structure, use AI writing assistant tools like JustDone that can help you craft each part of your letter with clarity and professionalism.

Writing a Formal Letter: Useful Tips and Recommendations

Formal correspondence texts have several distinctive features. Follow these recommendations, and you will get a well-structured, clear, and persuasive formal letter: 

• The content should be concise. A brief statement of thoughts and the use of the fewest words will save the valuable time of a busy person you address. Add only the most important details and facts to your letter.
• A clear structure will simplify reading the letter. Craft a pre-thought-out plan that will allow you to specifically point out the significant aspects of the problem. To make your letter more readable, we recommend breaking the text into paragraphs, each of which should contain a specific portion of sense. Don’t try to mix everything in one paragraph; divide ideas into several paragraphs instead.
• No emotions. There should be no emotional undertones in official correspondence. Stay restrained, prudent, and serious from the beginning till the end.
• Don’t use overly intricate sentences. Simplicity will make your recipient quickly understand the content of what you are going to say and make quick decisions. 
• Double-check your grammar, style, and spelling. Errors are unacceptable in formal communication. Before sending a letter, re-read it and correct mistakes, typos, etc., if needed. Use our grammar check tool by JustDone that can make your letter error-free, consistent, and sound natural. 

Perfect grammar, structure, and a simple message demonstrate your respect and contribute to establishing trustful professional relationships.

Common Mistakes to Avoid

Writing a formal letter is challenging because you need to ensure your structure is right, the length of the letter is optimal, and the message is polite but clear. In fact, even the most seasoned writers make mistakes when crafting formal letters. Here are some common pitfalls you need to avoid:

• Using informal language or slang.
• Failing to proofread for grammatical or spelling errors.
• Neglecting to include a clear purpose in the introduction.
• Using an unprofessional tone or format.
• Not addressing the recipient properly.

Before sending your letter, double-check your formal letter with JustDone’s proofreading tools to catch any errors and ensure your letter meets formal standards.

Formal Letter Template

Here’s a simple formal letter template to help you get started:

[Your Name]
[Your Address]
[City, State, Zip Code]
[Email Address]
[Date]
[Recipient's Name]
[Recipient's Title]
[Company/Organization Name]
[Address]
[City, State, Zip Code]

Dear [Recipient's Name],

[Introduction: State your purpose clearly.]
[Body: Provide detailed information, requests, or statements.]
[Conclusion: Summarize your request or statement.]

Sincerely, [Your Name]            

Using this template, generated by our writing letter assistant JustDone, can streamline your writing process, ensuring you cover all necessary components without missing any details.

Empowering Your Formal Letter Writing

In conclusion, mastering the art of writing a formal letter is vital for effective communication. By understanding when to use a formal letter format, the types of letters available, and how to avoid common mistakes, you can enhance your writing skills. All you need to do is use the formal letter template we offered above and begin writing your letters with ease! And don't forget that JustDone is here to help you at every step along the way, because we are sure writing formal letters shouldn't be so difficult! Now it is time to try out what you have learnt!