Formal and Informal letter writing: Rules to follow

When writing a formal letter, it's important to follow certain rules to ensure that your message is clear, professional, and appropriate for the intended recipient. Here are some guidelines for writing a formal letter:

1. Format:

   • Use a professional and clean format, such as block or modified block style.
   • Include your name, address, and contact information at the top (or use letterhead if applicable).
   • Include the date below your contact information.
   • Include the recipient's name, title, organization, and address below the date.

2. Salutation:

   • Address the recipient using a formal salutation such as "Dear Mr./Ms./Dr. [Last Name]".
   • If you don't have a specific contact name, use a general salutation like "Dear Sir/Madam".

3. Opening Paragraph:

   • Start with a formal and concise introduction, stating the purpose of the letter.
   • Clearly state your reason for writing and establish the context.

4. Body:

   • Organize your thoughts into paragraphs, each addressing a specific point or topic.
   • Use clear and professional language, avoiding slang, abbreviations, or jargon.
   • Keep your sentences and paragraphs concise and to the point.
   • Use proper grammar, punctuation, and spelling throughout the letter.
   • Maintain a polite and respectful tone, even if addressing a complaint or disagreement.

5. Closing:

   • Use a formal closing, such as "Sincerely" or "Yours faithfully".
   • Leave a blank line below the body before the closing.
   • Sign your name legibly above your typed name.
   • If applicable, include your job title or any relevant affiliations below your typed name.

6. Enclosures and Attachments:

   • If you are including any additional documents with your letter, mention them in the body of the letter.
   • Specify the number and type of enclosures or attachments (e.g., "Enclosure: Resume").

7. Proofreading:

   • Carefully proofread your letter for any errors, typos, or inconsistencies.
   • Ensure that your message is clear, logical, and effectively conveys your intentions.

Remember, formal letters are typically used for official correspondence, business communication, or professional inquiries. By following these rules, you can ensure that your formal letter is appropriate and effective.

what we must avoid in formal letter writing

When writing a formal letter, there are certain things you should avoid to maintain professionalism and ensure that your message is clear and effective. Here are some things to avoid in formal letter writing:

1. Informal Language: Avoid using slang, colloquialisms, or overly casual language. Stick to formal and professional language throughout the letter.

2. Abbreviations and Acronyms: Unless widely known and accepted, avoid using abbreviations and acronyms. Instead, use the full words or phrases to ensure clarity and understanding.

3. Jargon and Technical Terms: Avoid using excessive jargon or technical terms that the recipient may not be familiar with. Use plain and clear language to make your letter accessible to a wider audience.

4. Emotional Language: Maintain a professional and neutral tone in your letter. Avoid using emotional language or expressing personal opinions that may undermine the professionalism of your message.

5. Exaggerations and Superlatives: Avoid exaggerated claims or overly enthusiastic language that may come across as unprofessional or insincere. Stick to factual and balanced statements.

6. Negativity or Offensive Language: Refrain from using offensive or derogatory language in your letter. Stay respectful and diplomatic, even when addressing complaints or disagreements.

7. Rambling or Lack of Structure: Ensure that your letter is well-organized and follows a logical structure. Avoid rambling or going off on tangents. Stick to the main points and keep your letter concise.

8. Grammar and Spelling Mistakes: Proofread your letter carefully to avoid grammatical errors, spelling mistakes, or typos. Such errors can detract from the professionalism and credibility of your letter.

9. Personal Information Oversharing: While it's important to provide relevant details, avoid oversharing personal information that is not necessary for the purpose of the letter.

10. Inappropriate Humor or Casual Remarks: Humor can be subjective, and what may seem funny to you might not be appropriate in a formal letter. Avoid making jokes or casual remarks that may be misconstrued or offend the recipient.

By avoiding these pitfalls, you can ensure that your formal letter maintains a professional tone and effectively conveys your message to the recipient.