> Formal Letter format - What it is, Characteristics and samples - Communication Etiquette

Formal Letter format - What it is, Characteristics and samples

Formal Letter - What it is, Characteristics and samples

Establishing a formal means of communication is very important and that has existed since centuries ago. A formal letter format may be the option for you to present to any authority, known / unknown entity, friend or any person, a request or to send information in a concrete and precise way.

What is a formal letter?


In definition, what is a formal letter is the following:



It is a means of communication that requires a sender and receiver (of two people), that requires some level of formality when speaking, as long as it is obeyed to be: brief, objective and truthful.


So in a nutshell, it can be concluded that it is a way of communicating with people outside of us in order to transmit information with a formal nature, as long as it has a justification as to why such transfer is transferred. information or document to the recipient or person/entity that receives it.

There are several ways in which you can write a formal letter, however, these obey or have to keep a margin of necessary elements to be considered as such. It is important that it does not lack such factors, because it would not meet the “ objective ” with which it was created.


formal letter format

Format of a Formal Letter


Mainly, the format of the formal letter must have six essential elements, which grant a completely formal format and help to increase the character with which it is being sent to the receiver that we want to communicate said information.

These six parts of the formal letter or elements are the following:

Place and date: First, you must specify the date and place when it was written, so that it is understood that it is not expired.
Name of the recipient: In this section, you must explicitly specify the name of our recipient so that he knows, this letter is for him/her.

Greetings: As a way to introduce the subject, a formal greeting is made to add a " little" of affection.

Contents of the letter: This part writes what is desired, always remembering that the content must be formal and must not have any spelling error.

Farewell to a formal letter: In a warm way, a farewell is expressed. It should be brief and not exaggerated with different words that only lead to confuse our receiver, so it is advisable to rewrite it if you are not sure what you think.

Signature: Place where our signature should be, next to our name.

This complies with formatting style for a formal letter that can be written for any particular person, especially if it is for someone important in the workplace, social or other that requires these forms of expression.

With this knowledge provided, you are already able to make a formal letter, with the reason, need or purpose that you require, we always recommend reading it once finished and then moving on to send it by email or maybe, just print it and send it by postal mail or any other means to send our message to the entity that we are writing it to.

Characteristics of a formal letter

There are different characteristics depending on the type of formal letter that is made so, these characteristics may vary. It is clear to indicate that all the next ones to mention emphasize the perfect writing of a letter with total formality.

In total, there are several characteristics that shape a formal letter, so we will break down one by one and discuss its usefulness and why these qualities should be taken into account when writing.
  • Strictly formal language should be used: As the very name of “ formal letter” says, it is essential to express yourself in cuts, especially so that the recipient understands our situation and that the issue goes with a totally serious character.
  • Organized, clear and precise objectives: By saying this, we want to refer to that you should pose everything in a very orderly manner, strictly. You must start with an introduction that leads to a very convincing conclusion of what you want to express.
  • Complete information: That is, you have to report everything about what is going to be treated or what you want to deal with the person or entity to which it was sent.
  • The date, location, and name to whom it is intended: They are always elements that must be present, and they are a characteristic that you must take into account when making one of these requests.
  • At the end of the letter, your name and signature: In the final part, centered, your name must be with your signature, this is the identifier with which the recipient can know of your existence or of the person from whom he sent the letter.
The greeting in the formal letter can be:
  • Dear graduate:
  • Distinguished gentleman:
  • Through this
The formal letter farewell can be:
  • Receive a cordial greeting.
  • I appreciate the attention in advance.
  • Receive my highest considerations.
  • I remain at your service.
  • I remain with you.
  • Without another particular, I am waiting.
  • Without further ado, I thank you in advance.
  • Best regards.
  • Respectfully.
These are some of the characteristics of a formal letter that you must take into account to make one so that there are no misunderstandings and you have a clear notion of your purposes with the entity or person.

How to make a formal letter?


  • It includes the elements of the letter.
  • Select a greeting.
  • Compose the body according to the reason why the letter is prepared, state your reasons, include the request or proposal.
  • Choose farewell.
  • Finally, the signature.

 Samples Formal Letter

In this segment, we offer several examples of a formal letter, so that you can enter the content in a total way and do not have any confusion when trying to write one, we make them from different topics so you can go deeper.

Formal letter for an institution


Formal Letter to a Director
The reasons for writing a formal letter to a director are diverse, for example, it can be written by a teacher, student, parent or employee to make a request or report, it can also be written by superiors or collaborators to provide a statement. Whatever the matter, it is important to maintain cordiality and good writing.

Formal Letter format

Formal letter to a friend
Generally, a letter addressed to a friend is written informally, however, there are situations that require the document to be formal and that it should even be supported by some other document with official and/or legal validity. For example, below we present a letter requesting that a friend take care of another person's will, in this case, the ideal would be to accompany the document of a power of attorney signed by a notary public to validate both documents.

Formal Letter format





Formal Letter format - What it is, Characteristics and samples Formal Letter format - What it is, Characteristics and samples Reviewed by communication etiquette on 1:54 PM Rating: 5

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