In the digital world of today, the e-mails and telephones are widely used, Letters are beginning to lose their importance. A formal letter is a letter for a formal purpose, it can be a Recommendation Letter, a complaint Letter, an Invitation Letter, Official Notifications, Apologies, Minutes of meetings, Letters of acceptances, Institutional communications and so on. formal letters are used for communication between persons, business concerns or offices or official matters.
Parts of a Formal/ Official Letter
- Address of the Sender: Give your complete address here. Include your e-mail id and contact number also.
- Date: A date can be written as 16 December 2013, 16 December 2013 or December 16, 2013. (British usage); December 16, 2013 (American usage)
- Address of the addressee
- Salutation: This should be in accordance with the situation and the relationship with the addressee. For example, Dear Sir, Dear Mr. Kalam, Dear Dr. Tessy and so on.
- Subject line: It is written in a singule line, all capital letters, one space below the salutation.
- Introduction
- The body of the Letter: It is considered as the crux of the letter.
- Conclusion: For example: I look forward to hearing from you.
- Complementary close: eg. Regards, Warm Regards, with Warm Regards, Yours sincerely, Yours truly, Yours faithfully and so on.
- Name and signature of the sender
Format of the Formal Letter
(Address of the Sender) (Date) (Address of the addressee) (Salutation) Sub: ……………………… (Introduction) …….……………………… ………………………..… ………………………………………………………… (Body)……………………………………………………….................. …………………………………………………………………… …………………………………………………………………… (Conclusion)………………………………………… (Complimentary close) Name of sender Signature |
Sample: Formal Letter
The Touristers Ltd.
145C, Tara Buildings
HAL II Stage Delhi 560 035
Touritsterspvtltd@gmail.com
15th January, 2014.
Adgold Advertisers
246 v, Consort Consortium
JN Nagar, Kollam 674 602
Dear Sir,
INVITATION FOR FINANCIAL PROPOSAL
We are happy to inform you that our company is calling for Financial proposal for the publication of a calendar and diary in connection with the 25th anniversary of the company.
You are requested to submit your proposal in detail with the proposals amount on or before 24th January, 2014 by e-mail.
Thanking you
With warm regards
(signature)
Paul
(for manager)
