How To…Letter Writing (Formal)

Know when to write a formal letter. Write a formal letter when addressing someone you only know in a professional capacity. This includes letters written to government departments or businesses, instead of a known individual.
- These letters should be typed, then printed. You can use any text editing software to do this, such as Microsoft Word, OpenOffice, or Text Edit. If the letter is urgent or the recipient prefers email, you can email instead.
- When addressing your current boss or coworker, you can be slightly less formal. Email is usually fine, and you don’t need an address at the top of the page.

Write your address and today’s date at the top of the page. Write your name and address at the top of the page, on the left. If you are writing a business letter, use the company name and address instead, or just write on company letterhead. Either way, skip two lines and write today’s date.
- Write out the full date. 19 September 2014 (British) or September 19, 2014 (American) are both preferable to Sept. 19, 2014 or 19/9/14.
- Skip the date when writing an email.

Write the name and address of the recipient. Unless you’re writing an email, skip another two lines and write the contact information for the person you’re writing to. Write each of these on a separate line:
- Full title and name
- Company or organization name (if applicable)
- Full address (use two or more lines, as needed)

Write the salutation. Skip a line again, then greet the recipient with “Dear” followed by their name. You may use the last name, or the full name (first and last), but never the first name alone. Include an abbreviated professional title if applicable.
- If you know the job title but not the person’s name, you may write “Dear Health Inspector:” or a similar phrase. It’s usually possible to find the name with an online search, so try that first.
- If you don’t have a specific contact, write “Dear Sir or Madam:” or “To Whom It May concern:”. These sound a little stiff and old fashioned, so try to avoid it when possible.

Write the letter. Formal letters should open with a clear statement of purpose. Do not use contractions (write are not instead of aren’t), and phrases questions formally (Would you be interested in…? instead of Do you want to…?). Proofread the letter for spelling and grammar when finished or ask a friend to help you.
- If you are writing on official business, keep it short and direct. If you are writing a distant relative or an acquaintance for social reasons, you can be a little more conversational. It’s still best to keep it to under a page.

Use a complimentary close. A complimentary close ends your letter on a good note and establishes a connection with the recipient. Make two hard returns after the last paragraph, then write the complimentary close. For formal letters, stick to “Sincerely yours,” “Kindest regards,” or “Best wishes.” Sign underneath the close, as follows:
- For typed formal letters, leave about four spaces between the complimentary close and your typed full name. Print the letter, then sign your name in blue or black ink in that blank space.
- In a formal email, type your full name after the complimentary close.
- You may use a courtesy title for yourself when you put your name at the end of a formal letter. For instance, a married woman could sign as “Mrs. Amanda Smith.”

“Dear” and other salutations are usually followed by a comma, but a formal letter can use a colon instead.

Be reasonable and polite when you’re writing a complaint letter. If you do, you’re a lot more likely to get a favorable response.

If you’re printing an extra-formal letter, use a paper that’s heavier than copy paper.

If you’re sending a formal or semiformal email, make sure your email address sounds respectable. A letter from “sweetstar189” will be taken a lot less seriously than a letter from “jane.smith.”