Whether you are applying for a job, requesting information, or communicating with clients, you will likely need to write a formal letter at some point in your career. While emails and instant messages are used frequently in business, traditional letters are still an important way to communicate professionally and courteously.
A well-written formal letter reflects positively on you and your company. Here are 8 tips to help you craft effective business letters:
1. Use a Standard Business Letter Format
The standard structure for a formal letter includes:
- Sender’s address
- Date
- Recipient’s full name and address
- Salutation
- Body paragraphs
- Complimentary closing
- Sender’s name and signature
Align the text flush left and leave a space between each section. This formatting clearly separates each component and makes the letter easy to read.
Be sure to fully spell out the month in the date rather than abbreviating. For example, write “1st January, 2025” instead of “1 Jan, 2025”. While abbreviated dates are common in other contexts, formal business letters call for writing the date out in its entirety.
You can use a template to help you with the layout if you’re unsure. Platforms like Adobe and software like Microsoft Word offer these.
2. Open with a Proper Salutation
The salutation should address the recipient appropriately. Use their full name if you know it. General salutations like “Dear Sir/Madam” are acceptable if you do not have a contact name.
If you are writing to multiple recipients, address them as “Dear Mr. Smith and Ms. Jones,” listing their names alphabetically by last name. Only include professional titles like “Dr.” if you are certain the recipient has earned that degree. When in doubt, simply use their name.
Make sure to use a colon after the salutation. For example: “Dear Ms. Jones:” Do not use commas or other punctuation.
3. Use a Formal Tone
A formal letter is not the place for casual language, slang, or humour. Keep the tone professional. Use clear, concise sentences and avoid abbreviations. Be polite and courteous in your language and avoid anything too informal.
Stay away from overused expressions like “I would like to take the opportunity to…” Instead, get directly to your point. Minimise use of the word “I” as well.
4. State the Purpose Early On
Get straight to the point. Clearly state the purpose of your letter in the first paragraph or two. Don’t leave the reader guessing as to why you are writing.
Begin with a sentence that summarises the main request or reason for the letter. For example, “I am writing to follow up on our conversation about […]” or “I am applying for the […] position you posted on […]”
If you are requesting something, include any relevant background details in the first or second paragraph.
5. Keep It Brief
Formal letters should be succinct. Get your message across as efficiently as possible. Avoid rambling and unnecessary padding. Use only the amount of words needed to convey your message clearly.
Stick to 1-2 pages in most cases. If more length is absolutely necessary, notify the reader upfront. “This letter is longer than typical, but I wanted to fully address…”
6. Use Clear Section Headings
Make your letter easy to scan by separating information into sections with clear headings. Headings draw attention to important points and help the reader navigate the document.
Examples of headings for a formal business letter:
- Introduction
- Request Details
- Qualifications
- Timeline
- Next Steps
- Conclusion
Keep headings short but descriptive. Main headings should be styled differently than subheadings.
7. Close Politely
Finish your formal letter with a polite closing that matches the formality of your salutation. Common closings include “Best regards,” “Sincerely,” and “Cordially.” Follow this with your typed name.
Avoid overly casual closings like “Thanks” or “Later”. Do not use abbreviations like “Thx”.
If you opened with a general salutation, close with “Yours truly” or “Respectfully yours.” Use “Kindest regards” to add extra politeness.
8. Proofread Thoroughly
Before sending your formal letter, carefully proofread for any spelling, grammar, or formatting errors. Read it aloud and enlist others to review it as well. An error-free letter communicates your professionalism.
Be sure your letter follows the standard business format without any inconsistencies. Check for proper salutation, date, closing, and signature formatting. Verify all names and addresses for accuracy.
Following these tips will ensure your formal business letters make a positive impression and achieve your intended purpose. With practice, writing effective formal letters will become second nature. Your letters will convey respect while efficiently communicating vital information.