Primeasia University

Lecture Capsule # 1
Formal Letter

What is a Formal Letter/ Business Letter?

A formal letter is a type of communication between an individual, an organization or a company,

such as principal, Head Master, Manager, Chairman, clients, customers and other outside parties.
Formal letters are not like personal letters; they are official letters and have a more formal tone,
writing style and focus. Different types of formal letters are- Applications, Cover Letters,
Recommendation Letters, and Reference Letters etc.

Formal letters are also called business letters as they are used for the purpose of business too.

However, the structure and message of the letter can vary, depending upon the situation and the
type of business letter.

Why is Business Letter important?

E-mail may be the quick and convenient way to relay daily business messages, but the printed
business letter is still the preferred way to convey important information. A carefully crafted
letter presented on attractive letterhead can be a powerful communication tool. To make sure you
are writing the most professional and effective letter possible, use the business letter format and
template below and follow these basic business letter-writing guidelines.

Parts of a Business Letter

Basic Business letters usually have 6 parts-

1. Date

2. Sender's Address: It is a good idea to include sender's email and url, if available. Don't include
this information if it's already incorporated into the letterhead design. This will allow customers
to find your small business more quickly.

3. Receiver’s Address: Use full name. Mr./Ms. is optional

4. Salutation

5. Body Text: State why you are writing. Establish any connection/mutual relationship up front.
Outline the solution, providing proof in the way of examples and expert opinions. Group related
 information into paragraph. End up with a good closing or "Call to Action" where you state what
the reader needs to do and what you will do to follow up.

6. Endnote/ Signature

Other parts:

 Enclosures: Use if you have an enclosure

 Carbon Copy: Use if you are sending a copy to additional person(s)

Writing Tips:

1. Use a professional tone

2. Write clearly: State your point early in your letter. To avoid any miscommunications, use
straightforward, concise language. Skip the industry jargon and instead choose active words to
hold your reader's attention.

3. Organize your information logically: Group related information into separate paragraphs. In a
long, information-packed letter, consider organizing information into sections with subheads.

4. Ornamentation: you may use color, bar, graphs, charts to emphasize and elaborate.

5. Be persuasive: Establish a positive relationship with your reader right away.

6. Understand your reader well enough to anticipate how he or she will react when reading your
letter. Address his or her needs or wishes, or a specific problem, and then outline your solution.
Provide proof in the way of examples and/or expert opinions to back up your point. Make sure to
maintain a friendly tone.

7. Conclude your letter with a "call to action." State clearly what your reader needs to do or believe
to achieve the desired solution and then state what you, the writer, intend to do next to follow up.

8. Proofread your letter for any mistakes.