1/16/2018 4 Ways to Write a Formal Letter - wikiHow

How to Write a Formal Letter

Four Methods: Sample Formal Letters Writing a Traditional Block Style Letter Writing an AMS Style Letter Sending Your Letter

Formal letters -- they can shape others' perceptions of you, inform the reader of a serious issue, or get you a job. There are
two main types of business letter styles: block style and Administrative Management Style (AMS). Block style is the most
commonly used formal letter format; it has a salutation and closing, and is good for letters to businesses you are applying to or
someone you have met before. AMS style is more succinct and better for internal memos and situations where you have to be
very direct

Method
Writing a Traditional Block Style Letter
1

1 Write the sender’s address and telephone number on the top left hand side of the page. If you are
representing a company, write the company’s address. If you are the sender, write your address. Write your
street address on the second line. Write your city, state, and zip code on the line below that. Include your
telephone under your address.[1]
In cases where you represent a business, you can put your logo and address right in the middle of the
page. Make sure to center it so that it looks uniform.

2 Place the date directly below the sender's address. It should be one line beneath the sender’s address
(two hard returns on a keyboard). The date is important for two reasons: if you're trying to get the person or
organization to complete a task in a timely manner (send a paycheck, fix an order, etc.), it will give them a time
frame to work with or if you need to save a copy of the letter for legal reasons or posterity, the date is absolutely
necessary.
If you are writing in a Modified Block style, everything is formatted to the left except for the date and
closing. When writing the date, tab over to the center of the page and place the date in the center.[2]

3 Place the recipient’s name one line beneath the date (two hard returns on a keyboard). Include his or
her title (Mr., Mrs., Ms., Miss, Dr. etc.). Follow the recipient’s name with his/her job title. Below the name,
write the name of the company. One line below that, write the recipient’s street address. On the next line, write
the recipient’s city, state, and zip code.[3]
If you do not know the recipient’s title, do some background research or call the company to find out.
Always use a woman’s preference (Mrs. Ms., Miss or Dr.) If you do not know a woman’s preference, use
Ms.

4 Give the person you're addressing a salutation. "Dear Sir/Madam" works fine, or if you know the name
of the person, address them directly; ensure, however, that you address them formally using "Rev.", "Dr.",
"Mr.", "Mrs.", or "Ms.", and include their full name if known. Place a colon after the salutation and add a line (two
hard returns) between the salutation and the body of the letter.
If you know the recipient and typically address them by his or her first name, it is fine to use only the first
name. (i.e. Dear Cody:)

5 Write the body of the letter. The body of the letter need not be more than three paragraphs. If you can't
say it in three paragraphs or less then you're probably not being concise enough. Single space and left
justify each paragraph within the body.

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In the first paragraph, write a friendly opening and then state the reason or goal of the letter. Cut straight
to the chase.
In the second paragraph, use examples to stress or underline your point, if possible. Concrete, real
examples are always better than hypothetical examples.
In the final paragraph, briefly summarize your purpose in writing and suggest how you might want to
proceed further.

6 Sign off your letter with the appropriate salutation. Leave space between your salutation and your
printed name for a signature, if possible. "Yours sincerely," "Sincerely," and "Best," are all appropriate.
Leave a space under your printed name for your signature. Finish with your title underneath your signature if
applicable.
If you are writing in Modified Block style, everything is left justified (the same as Block Style) except for
the date and the closing. Tab to the center of the page and then write your closing.

7 Add the word ‘Enclosure’ below your signature block or job title. Only do this if you enclosing other
material, such as a resume or schedule, along with the letter. If there is more than one extra item, it would
be a good idea to list the names of the enclosed items.

8 Proofread your letter. Double check the spelling of names, addresses etc. Make sure your writing is clear
and concise. Fix any grammar errors.

Method
Writing an AMS Style Letter
2

1 Write the sender’s address in the top left corner. If you are using a letterhead you don’t need to put the
sender’s address. Instead, begin the letter with the date in the top left corner.

2 Place the date directly below the sender’s address. Do not leave a blank line between the sender’s
address and date.

3 Write the recipient’s address one line below the date. One line is two hard returns on a keyboard.[4]

4 Write the subject of the letter in all caps one full line below the date (two hard returns.) This lets the
recipient know what the letter will be about.

5 Write your body paragraphs. This is where you discuss your subject. Be concise but thorough in your
discussion of the subject.

6 Write your name below the body of the letter. Do not any closing remarks such as ‘sincerely’. Below
your name, leave room for your signature. Below your signature, write your job title.

7 Add any enclosures. Enclosures are extra materials sent along with the letter. Write the word ‘Enclosure’
and then list the names of the enclosed materials.

8 Proofread your letter for spelling or grammar errors. Make sure all names and addresses are spelled
correctly.

Method
Sending Your Letter
3

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1 Pick out an envelope. It should be plain and either square or rectangular. It should not have designs on it.
However, it can be stylized--you could have custom envelopes made that are thicker and more durable
than normal envelopes.

2 Fold your letter so that it fits into your envelope. Make sure to fold your letter in one try as a letter with
many creases and re-creases looks unprofessional.
If you are using a rectangular standard envelope, fold your letter into horizontal thirds.
If you are using a square envelope, fold your letter in half horizontally and then in half vertically so that is
forms a rectangle that can fit into the square envelope.

3 Place the letter into the envelope. Seal the envelope by licking along the seal line or peeling off the strips
covering the sticky part of the seal (depending on what kind of envelope you have bought.)

4 Flip the envelope over. Write your name in the top left corner. Write your street address on the line below
your name. Write your town, state, and zip code on the line below your street address.

5 Address the envelope. In the lower right third of the envelope, write the name of the person you are
sending the letter to. Write the company name on the line below that (if there is a company name). Write
the street address on the line below the company name. Write the town, state, and zip code on the line below
that.

6 Place a stamp (or stamps) in the top right hand corner. Make sure your stamp is worth the weight of
your letter.

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Community Q&A

What is the difference between a regular letter and Formal Letter?

A Formal Letter is a letter written to someone you do not know, usually in pursuit of some specific end. You
wikiHow Contributor might write one to a business when you are seeking employment or a government agency when seeking
benefits, for example. You generally use more formal language than you would in a personal letter to friends
or family.
Not Helpful 36 Helpful 148

How do I write a letter telling them to increase my salary?

Don't tell, ask. Be polite. Explain the factors that make your current salary no longer adequate, and/or why you
wikiHow Contributor deserve a raise. Talk about your accomplishments, how long you've been at the company, etc.
Not Helpful 38 Helpful 149

How should I write a letter to the vice chancellor of a university?

Very formally and politely, using similar language as you would for writing an essay
wikiHow Contributor
Not Helpful 35 Helpful 134

How do I write a letter to my police department requesting an officer be posted at a crosswalk near my school?

Write in an urgent but in a polite manner. Tell the police department the reason for the subject of the letter.
wikiHow Contributor End your letter by writing you are hopeful the police department will fulfill your needs.
Not Helpful 34 Helpful 119

What can I write to get permission to visit a glass factory?

Write about your fascination with or interest in the glass factory. Be complimentary, and let them know your
wikiHow Contributor interest is specific to that particular factory.
Not Helpful 36 Helpful 115

How can I write a letter to the Ministry of Education in my country telling him how education can be improved?

Explain the reasons why you need improvement to education, mainly which sectors should be improved, and
wikiHow Contributor how you feel that could be achieved.
Not Helpful 19 Helpful 58

How do I write a letter asking for donations from a food chain?

Be polite and invite them to open a booth or something at the event depending on what you want them to
wikiHow Contributor contribute to. Food chains are normally hungry for publicity, and as your question isn't clear, I assume it's for
an event or something. You could ask them for donations in a materialistic way (like donating drinks) or money
in exchange for them being able to open up a booth or something at the event.
Not Helpful 10 Helpful 35

Can I write the day's name with the date in the letter?

This is not usually done in a formal letter.

wikiHow Contributor
Not Helpful 16 Helpful 45

How do I properly address a governor in a letter?

Dear Governor So-and So...

wikiHow Contributor
Not Helpful 22 Helpful 54

How do I find samples of a formal introduction?

Just type your letter topic on Google.

wikiHow Contributor

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Tips

Be precise, clear and concise in your writing. Also, keep in mind the time required by the reader to understand your
letter.
Type your letter. It looks much more professional when a letter is typed.
Be courteous even if your letter has to exhibit your anger or denial and dis-affirmation towards something.
Review your letter 2-3 times.

Sources and Citations

1. http://owl.english.purdue.edu/owl/resource/653/01/
2. http://owl.english.purdue.edu/owl/resource/653/01/
3. http://owl.english.purdue.edu/owl/resource/653/01/

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