Formal letters are one of the most common form of official letters, framed and presented in almost all organizations, be it companies, schools, colleges, business firms, institutions, agencies, or any departments of corporate sectors. It is a highly professional yet effective form of communication in work places. The structure of formal letters is of a definite form and should always be followed strictly. The primary nature of formal letters is that they should be short and informative. The effectiveness of a formal letter lies in the complete presentation of the most significant issues in a clear and compact manner.
Formal letters are very important documents and should, hence, be prepared with utmost sincerity. In spite of being one of the most frequently used modes of communication, most companies still hire experts to frame formal letters. The following points can be considered for helping one frame correct formal letters:
Formal letters should have a proper salutation section. The letter must be acknowledged to the correct person or department and in the correct format. Date and subject of the letter are the next important aspects of formal letters. The exact date of drafting the letter and the brief yet informative description of the letter’s content are important provisions.
The body of formal letters should state the actual purpose and highlight areas of concern as precisely as possible. However, the letter should not compromise with details while trying to keep it short. The intended impact or actions expected as response to the letter should be stated in a few words.
A proper closing salutation and thanksgiving are crucial for all formal letters.