6+ Formal Letter Writing Examples in PDF


The corporate world is a tough place and if you do not know any of the basic skills you should possess in order to arm yourself, then expect that you are in for a great dilemma. One of the basic skills you must learn prior entering the ferocious real and corporate world is formal letter writing.

Having excellent written skills in this age and time is very important because it puts you at an advantage against your competitors.

The Four Different Formal Letter Formats

There are four different formal letter formats you should get acquainted with. Learn about more of them here:

1. Full-Block Style

This is perhaps the most overused and popular format used in all types of formal letters. How so? Because it is easy to remember and easy to master since all you have to keep in mind is to put all of the contents of your letter, such as the return address, date,  inside address, salutation, closing, the signature, and each paragraph of the body are flushed at the left side of the letter. To illustrate:

[Your Name / Company Name]
[Title]
[Address]
[Tel]
[E-mail]

[Date]

[Recipient’s Name]
[Title]
[Company Name]
[Street Address]
[City/Town, Postal Code]

 

Dear [Recipient Name]:

[1st paragraph of the Body of the letter]

[2nd paragraph of the Body of the letter]

[3rd paragraph of the Body of the letter]

 

Yours sincerely,

[Signature]
[Your Name, Title]

2. Modified Block Style

Next to the most overused and popular formal letter format is the modified block style because, it looks kind of similar to the full-block only that you should keep in mind that the inside address, salutation, and each paragraph of the body of the letter are kept all flushed to the left side while the rest—which is the return address, date, the closing, and the signature—are all flushed to the right. See the format here:

[Your Name / Company Name]
[Title]
[Address]
[Tel]
[E-mail]

[Date]

[Recipient’s Name]
[Title]
[Company Name]
[Street Address]
[City/Town, Postal Code]

 

Dear [Recipient Name]:

[1st paragraph of the Body of the letter]

[2nd paragraph of the Body of the letter]

[3rd paragraph of the Body of the letter]

 

Yours sincerely,

[Signature]
[Your Name, Title]

3. Semi-Block Style

In the semi-block formal letter format style, the contents that are flushed to the right are only the return address and the date while the rest of the parts of the letter are all kept flushed on the left side of the letter. However, each of the first lines of the paragraph is indented. Take note of the format which goes:

[Your Name / Company Name]
[Title]
[Address]
[Tel]
[E-mail]

[Date]

[Recipient’s Name]
[Title]
[Company Name]
[Street Address]
[City/Town, Postal Code]

 

Dear [Recipient Name]:

[1st paragraph of the Body of the letter (the first line is indented) ].

[2nd paragraph of the Body of the letter (the first line is indented) ].

[3rd paragraph of the Body of the letter (the first line is indented) ].

 

Yours sincerely,

[Signature]
[Your Name, Title]

All About Formal Letter Writing

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Application Formal Letter Example

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Tips for Making a Formal Letter

Do you find it hard to write a formal letter? Here are some tips you can follow in order to master writing one:

  • Be knowledgeable of the type of formal letter that you will be making since there are various types of a formal letter—you have to be specific what type of formal letter you are writing. Usually, formal letters are developed according to its purpose and you will only know the purpose of your formal letter when you are able to identify what type of formal letter it is. It is in knowing what you are to write that you will be able to write a letter content that is more focused on the matter that you want to discuss.
  • Always have an outline of the discussion that you will have on the body of your formal letter. Doing things will make writing easier for you since you already have a flow that you can follow and with this flow, the course of your ideas will be smooth enough for you to catch on. Plus, it will also enable you to determine what kind of information you should and should not include in your formal letter because you already have an outline that you can base on. Once you can successfully follow your outline, you also have created a successful and effective formal letter.
  • You must check, proofread, and edit relentlessly the content of your formal letters such as the grammar, the punctuation, content, and the letter format. Once you would neglect this, it means that you are not serious enough and that you are not professional for having sent a letter that is not presented well. It also reflects your behavior as a person. So if you want to create a business transaction, you will fail at it since even as simple as checking, proofreading, and editing your letter is already difficult for you to accomplish.
  • You must understand and know first who your audience or who is/are the recipient/s of the formal letter you are writing. It is necessary for you to know who your target audience is so that you will be able to determine what type of communication you should write for them that they can expect and accept because there is indeed a huge difference between writing for a business partner that may be your close friend and writing for someone who has a high position, let’s say, the CEO of a company. It is also in determining who your audience is that you will be able to know what kind of language you can use that the recipient of the letter will be able to understand.

Basic Formal Letter Writing Example

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Complaint Formal Letter Example

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(Continuation) Tips for Making a Formal Letter

  • Keep things straight to the point. Just because you are a writing a formal letter does not automatically mean that you have the license to keep things lengthy. Again, as mentioned from the previous tip, you have to know first who are the receivers of your letter, and if you are to send it to busy people, the more you should not be writing a very long letter that will take up too much of their time. They do not have the leisure to take time and take in all of the words you have written. Keep in mind the following: brevity and conciseness—these are the qualities of a letter that will definitely be read even by those busy bees that almost do not have a time even just for taking a bathroom break.

    The best way to create a formal letter that possesses brevity and conciseness, all you have to do is to make sure that you are only focusing on the main point and aim of why you are sending the letter. The shorter your letter is, the better and the more it is possible to have it read by a busy recipient. However, it does not mean that it is short that you would also have to omit a lot of details. Just keep it short but make sure that it is packed with the necessary information you want your receiver to read.

  • Keep the language as simple as possible. You will defeat the purpose of communicating if you would keep it complicated and a sore to the eyes of the reader. It is even suggested that you have to avoid using technical terms altogether and that you should even avoid the use of jargon words. The simpler your sentences are, the easier it is for you and your formal letter to make the recipient understand the message you wanted to convey. You can start by dividing long compound sentences and break it down into simple sentences. Then, you can also do so by not using too many unusual words that your recipients would need to arm himself or herself with a dictionary or a thesaurus while they are to read your formal letter.
  • Always make sure that you have used a proper and correct letter format. Whatever letter format is it that you will choose, make sure that you are able to follow it properly and not to the point that you are already creating a whole new kind of format. And along with the format is that you should also keep in mind the spacing of each of the elements or parts of the letter. There are some people who are very particular when it comes to letter formats. Who knows you might be able to send a formal letter to someone who is very meticulous about this? Already expect that your formal letter will go straight to the trash pile.

Formal Letter Writing Example

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Module Formal Letter Writing Example

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Professional Formal Letter Writing Example

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Common Abbreviations Used in Formal Letter Writing

Take note of the following abbreviations that are commonly used in formal letters that you may also use in your own formal letter writing:

  • asap = as soon as possible
  • cc = carbon copy (use this when you send a copy of a letter to more than one person and that you want to let the receivers to know about that)
  • enc. = enclosure (use this when you are including other documents along with the formal letter)
  • pp = per procurationem (use this when you are signing the letter on somebody else’s behalf especially if they are not around to sign it for themselves)
  • ps = postscript (use this when you would like to add some words even after having completed the body of your letter)
  • RSVP = please reply

Differences between Formal Letters and Business Letters

Most of the time, we would get confused between the formal letters and business letter and think that they are just one entity, but no, these are two different identities although they are also similar at the same time.

Here are some differentiation between the two:

  • In business letters, these have a business-oriented subject while the subject of formal letters tends to get varied.
  • In the salutation part of business letters, these are a must-have, but on formal letters, they can be omitted sometimes.
  • When it comes to the information supplied, formal letters can get personal and may even include informal content whereas business letters are more strict and it should remain less personal content and restrict only official information.
  • When it comes to its format, a business letter is strict when it comes to following a certain layout as well as the necessary points that have to be mentioned, whereas for formal letters, these have more freedom when it comes to the layout since it will depend upon the purpose of sending one and who will be its receivers.

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