Formal

letters

Piddubna Anastasia 302 anf

 Although less common
than before electronic
communication became
available, letters are still
important for formal
matters, or when an email
address is unknown.
They are also considered
to be more reliable than
emails.
Letters are brief messages sent to recipients that are usually outside the
organization.

A formal letter is one written in an orderly and conventional language and follows a
specific stipulated format. These letters are written for official purposes only, such as
writing a letter to the manager, to the HR manager, to an employee, to the Principal of
the college or school, to a teacher, etc.

• They are often printed on letterhead paper and represent the business or
organization in one or two pages.

• Because communications are increasingly electronic, letters are getting rarer in the
workplace. Often, they’re reserved for important communications that have legal
implications, such as offering someone a job or trying to collect the money your
organization is owed.

• As genres shift, business communicators are trapped

in a weird situation where business documents are set
up like letters but are set electronically. For example,
your cover letter might be attached as a PDF to an email.
 Why is a Formal Letter So
Important?
Acts as a Representative: A formal letter conveys your message and communicates it to the other party;
hence, they act as a representative for the organization. Also, it is an inexpensive representative for a
personal visit.

Subjects Linked with Business: Since a formal letter conveys business concerns and matters, it only
provides information which is connected and linked to your business.

Valuable Evidence: The business letter helps you in writing things for a specific transaction, serving as a
legal purpose and valuable evidence for the transaction.

Reference to Future Transaction: Along with valuable proof, a formal business letter format is also a
reference material for future transactions between individuals and organizations.

Sustains Goodwill: When an agreement between two parties is in writing, either in a formal letter format
or a business email format, there are very less chances of disputes among them. Hence, this sustains
goodwill and friendliness between both parties.

Motivates People: A business letter format encourages and motivates everyone in the business to
perform better.

Expands Business: When information about the services and products get updated through a business
letter sent to the clients and customers, every organization expands and promotes its business.
 What are the types of
formal letters?
• Business Letters
• Official Letters
• Appointment Letters
• Experience Letter
• Offer Letter
• Social letter
• Circular letter
• Leave Letter
• Resignation letter
• Invitation letter
• Complaint Letter
Regardless of
the type of
letter you need
to write, it can
contain up to
fifteen
elements in
areas. While
you may not
use all the
elements in
every case or
context, they
are listed in
the table
 Difference Between
Formal and Informal
Letter
Formal Letter Informal Letter
It is written in a formal way or a
professional way It can be casual also

It is an official announcement by a person It is non-official

or a firm
The format of the letter should be There is no particular format
followed
They are written for official reasons They are written for personal reasons
Thank you for
attention!