How to Write a Formal Letter

Choose a Proper Salutation

Choosing a proper salutation is key to starting a formal letter. If you know the name of the person you’re addressing, you should use “Dear Mr./Mrs./Ms. [Name]” followed by a colon. If you don’t know the person’s name, use a generic salutation such as “Dear Sir or Madam” followed by a colon.

Make the Content of the Letter Clear and Concise

Your letter should be clear and concise, with a friendly but professional tone. Start by stating the purpose of the letter and then move on to provide supporting details. Be sure to include dates, names, and other important information. When you’re finished, ask for a response or action if appropriate.

Include a Closing Line

At the end of a formal letter, you should include a closing line. The most common closing lines are “Sincerely,” “Regards,” and “Yours Truly.” If you’re writing a more informal letter, you can use “Best Wishes,” “Cheers,” or “Take Care.”

Sign the Letter

If you’re sending a hard copy letter, you should sign it with a pen. Include your full name and title below the signature. If you’re sending an electronic letter, type your name and title below the signature.

Proofread the Letter

Before you send the letter, make sure you proofread it for any spelling or grammatical errors. You should also double-check the letter to make sure you’ve included all the necessary information. If you have time, you should even have someone else read the letter and provide feedback.