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Formal Letter: Format, Types & Samples
- Updated on
- Nov 18, 2022
Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students the precise writing skills to use in different professional scenarios. In the digital age, our social media applications have certainly transformed the way we used to communicate in earlier times through letters. Now, these letters have turned into emails with quite a similar format. In this blog, we will shed light on the formal letter format, types as well as samples.
Also Read: Relieving Letter Format
This Blog Includes:
What is a formal letter, how to write a formal letter, formal letter format, formal letter writing topics, letter of enquiry, formal letter in cbse, formal letter to principal, resignation letter, invitation letter, letter of complaint, reply to a letter of complaint, promotion letter, recovery letters, tips on formal letter writing, abbreviations used in letter writing, difference between formal and informal letter format, more examples of formal letter formats.
A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.
Here are the key elements of the formal letter and what to include in each section:
- Sender’s Address In Formal Letter Format, it is important that you mention the sender’s address in order to avoid any confusion and dispute.
- Date Mention the accurate date for better understanding of the actual time and date.
- Name / Designation of Addressee Skipping this part can lead to potential confusion thus it is necessary to include the proper name as well as the designation of the receiver.
- Address of the Addressee Mentioning the accurate address of the letter will ensure that it reaches the proper destination.
- Salutation This part is of utmost importance as you need to address the receiver with proper respect.
- Subject Write a strong subject line which can convey the meaning of the entire formal letter.
- Body [Introduction, Content, Conclusion] It is important that you write your message in the body with precision and in a concise manner.
- Complimentary Closing Line Write some complimentary closing line at the end of the body. It will include words like With Regards, Best Wishes, Yours truly etc.
- Signature / Name of the Sender Don’t forget to include the name of the person who is sending the letter. It will clear ambiguity in the message.
- Designation of the Sender For the final element of the letter, you must include a proper designation of the sender. It is part and parcel of the formal letter format.
The main structure of a formal letter includes:
- Name / Designation of Addressee
- Address of the Addressee
- Body [Introduction, Content, Conclusion]
- Complimentary Closing Line
- Signature / Name of the Sender
- Designation of the Sender
These elements of a formal letter are structured as:
- Attacks on Old People
- Neglect of Parks
- Affordable Accommodation for Students
- Help Road Accident Victims
- Increasing Number of Old Age Homes
- Complaint for Defective Pair of Shoes
- Complaint Regarding the Flat
- Complaint for Poor Bus Service
- Complaint for Defective Book
- Complaint for Chaotic Conditions in Casualty Department
- Issuing the Duplicate Certificates
- Enquiry about Coaching Centre
- Conducted Pilgrimage Tours
- Charge for XII Farewell Party
- NDA Coaching Classes
- Accommodation for Yourself
Types of Formal Letter
Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers the various types of a formal letter:
- Letter of Enquiry : For collecting information or details regarding a course/product/services, etc. from a certain institution/business/organisation
- Order Letter : Written by a buyer to place an order for certain products they need to buy from the seller.
- Letter of Complaint : As a formal letter of a complaint regarding a certain product/service, a complaint letter is addressed to the seller and generally includes the details regarding the lack of quality/quantity and the like.
- Reply to a Letter of Complaint : Written by the seller in reply to the buyer’s letter of complaint, this letter commonly includes a clarification or an apology for the buyer’s complaint.
- Promotion Letter : For promotion or advertisements of certain products or services to the customers.
- Sales Letters : Mainly curated for sales promotions, a sales letter is sent by a business to its customers to familiarise them with their products and services.
- Recovery Letters : Written by a business in order to recover their money from the customers who haven’t paid for their products or services.
A letter of enquiry is written for collecting information. It is used under a business letter or formal letter. It helps a person to have information on course or job, price of service or product, terms and orders of working agreement, etc. Here are some of the details you must keep in mind while writing a letter of enquiry:
- Give a brief introduction about yourself
- Include the name of the organization
- Provide clear details about the area of the inquiry
- Be clear about the queries or enquiry that you make through the letter
- Mention the date by when you need the information
- Body of the Letter
Yours Sincerely Name
As a school student, you might be required to write a letter to the principal for various reasons, be it asking for sick leave, permission for organising an event in the school, requesting a certificate, etc. Here is the formal letter format to the principal:
- The Principal
- Name of the School
- Salutation: Respected Sir/Ma’am
- Subject: State the reason of the letter to the principal
- Closing Line: Yours Sincerely/Faithfully
- Sender’s Name
- Class and Roll No.
Look at the sample letters to the principal by checking out this blog on How to Write an Application to the Principal!
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter
An invitation letter is written to invite anyone for a particular occasion. Some format letter examples are invitation by junior to their senior in college for a farewell, by a company to attend the office annual day, invitation to attend the meeting or a conference, etc. Here is the format to write the formal invitation letter.
When composing this kind of letter:
- One must be very specific about the issue they are having.
- Indicate the course of action you choose and include data such as the date the orders arrived, the order number, or the specifics of the prior complaint (if any)
- Set a time limit for responses.
- Include a sample or copy of the invoice or any other receipts.
- Use kind but firm language when addressing the complaint issue.
- Never defend yourself or make any claims by yourself.
Imagine you received a letter of complaint at some point and you want to respond to it. The reputation of your company or yourself could be damaged by such complaints, thus it is crucial to try to handle them. How to address the reply to a letter of Complaint.
- Clearly state the issue and the expense to the consumer.
- Express regret for the mistake on your part.
- Indicate in detail the steps you will take to address the concerns that have developed and when you plan to do so.
- Ensure the client that there won’t be any more complaints or problems in the future
- Be extremely accurate and explicit with every detail.
This kind of letters primarily refers to those that promote new innovations and upgrades. Any fresh opening of a branch or showroom, new programmes, or other promotional discounts might be considered a promotion. Any promotional letter must include the following:
- Use precise, clear language.
- Spelling and punctuation must be used correctly.
- Avoid using jargon, slang, or other fancy terms.
- Discuss the promotion in detail
- Avoid using acronyms when possible.
A business or organisation may occasionally need to obtain payment from a client or consumer. The goal of sending recovery letters is to obtain payment from the client without bothering or annoying them. This kind of letter includes specific information about the amount of the unpaid balance, the deadline for payment, and the specifics of the legal action that will be taken in the event that the debt is not paid in full. Despite the fact that it is a letter of recovery, one must always remember.
- The remaining text must be written in formal language.
- The client must be able to clearly understand the reasons and the specifics.
- The tone should be official.
- Detail the legal actions that will be taken if there is any further non-payment or delay in paying the debts.
Here is how you can format your letter:
- Write a simple letter that is focused on your topic
- Single space your letter
- Use plain font
- Leave a blank line after salutation
- Print the letter on white bond paper
Here are some of the most commonly used abbreviations in letter writing:
- ASAP: As soon as possible
- CC: Carbon Copy
- Enc: Enclose
- PFA: Please Find Attached
- PP: Per procurationem : Meaning they are signing the letter on someone else’s behalf
- PS: Postscript
- PTO: Please Turn Over
- RSVP: Répondez s’il vous plaît (Please Reply)
Now that you are familiar with the formal letter format and its types. We will go ahead and help you understand it better through some sample formal letters.
Formal Letter Sample 1
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.
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.
Business Letters Official Letters Appointment Letters Experience Letter Offer Letter Social letter Circular letter Leave Letter Resignation letter Invitation letter Complaint Letter
Hence, we hope that this blog has provided you with the essentials of Format Letter format as well as its useful samples. If you are confused about your career choices, book an e-meeting with our Leverage Edu experts and we will guide you in finding the right career path that fits your skills, interests and aspirations!
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What should I write in the closing line “Yours faithfully” or “Yours sincerely”?
“Yours faithfully” should be used if you do not know the name of the person that you are writing to. “Yours sincerely” should be used if you know the name of the person that you are writing to.
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How to Write a Formal Letter to Your Boss
by Nicole LaMarco
Published on 21 Nov 2018
Writing a formal letter is intimidating. Writing a formal letter to your boss can feel out-of-this-world scary. Whether it is to request time off or tender your resignation, it is a good skill to learn as you go out into the working world. Keeping a template in mind will help you greatly along the way.
Think About Your Intent
What is your focus here? What do you want your end result to be? Being clear with yourself not only what you want to say but why you need to say it helps when writing to your boss. It’s important to be honest about what you want to convey.
Your Contact Information
In the upper right corner, you should place all of your contact information. It should look like the following:
- Company address.
- Your direct company phone line.
- Email address.
This makes it very clear who you are and who your direct supervisor is or your team.
Your Boss’s Contact Information
Directly across from your contact information, place your boss’s contact information in the same format as above, as follows:
- His direct company phone line.
Date the Letter
One line below the contact information, date the letter. It should be dated the day you wish to leave it for your boss, not the day you began writing your letter. This also allows for a time- frame for a response.
Open With a Greeting
Directly below the date, place the greeting, “Dear Mr./Ms./Dr. [boss’s name] with a comma directly following. Write exactly how your boss prefers to be addressed.
Begin by summarizing who you are. Whether your company is large or small, identifying yourself is the proper way to do it. Your job title, your exact department and how long you have been with the company. This is also where you want to clearly state the purpose of writing this letter to your boss,for example, “I am writing this letter to request medical leave beginning six weeks from now, from May 15 through June 5.”
Here is where you flesh out the statement you made in the above paragraph. Continuing with the example of needing medical leave, you could write something like, “My reason for the medical leave is to have a medically mandated surgery. I have five weeks of paid leave available. May I take my paid leave in full as well as another week of unpaid time off?” It is crucial to use the correct tone in your letter. You never want to come across as demanding, but questioning, and informative. Ultimately, you want your boss to feel you are respecting their position and authority to decide what is allowed. It is also important to add that you are open to speaking about the matter in person, or in whatever way is easiest for them to contact you.
" class="title"> Third Paragraph
Briefly, thank your boss for his time in reading your letter.
" class="title"> Close With Your Signature
Sign-off with a courteous and professional closing. “Best Regards” and “Sincerely” followed by a comma are both good, standard choices. Leave a large space and type your name so when it is printed, you can sign the letter in that space.
Whatever the intent of your formal letter to your boss, make sure to write it well in advance if it is time-sensitive. Whether leaving your company temporarily or tendering your resignation, being prompt and polite is paramount.
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Home Cover Letter Help Cover Letter for Manager Position
Cover Letter for Manager Position: Examples + Writing Tips
Not sure how to write a manager cover letter? Check out manager cover letter examples and handy writing tips to get started.
Writing a cover letter for a management position can help convince employers that you’re prepared to step in and take charge in a managerial role.
By showcasing your leadership qualifications and elaborating on your professional achievements, you can give yourself an edge over other candidates applying for the same position.
In this article, we’ll provide you with several manager cover letter examples as well as the tips you need to be confident in writing a strong management cover letter.
Manager cover letter examples
A good cover letter for a manager should support and complement your resume by explaining your professional interest in the role and highlighting some of your most relevant skills and achievements.
Here’s an example of a cover letter from a candidate applying for a retail management position:
Download This Free Example
This candidate’s cover letter is effective because it does a good job of explaining her interest in the role, her relevant experience and accomplishments, and what she can offer the company.
Here’s an example of a cover letter from a candidate with extensive management experience:
Here are more manager cover letter examples:
- Office Manager Cover Letter
- Retail Manager Cover Letter
- Restaurant Manager
- Assistant Manager
- Sales Manager
- Account Manager
- Marketing Manager
- Project Manager
- Product Manager
- IT Project Manager
- Program Manager
- Construction Project Manager
- Operations Manager
- Property Manager
How to write a cover letter for a management position
Now that you know what a great manager cover letter looks like, let’s dive into how to write your own.
Your cover letter should address these key questions:
- Who are you?
- Why are you interested in this management position?
- What makes you uniquely qualified for the role?
- Why should the employer hire you ?
Your cover letter also provides an opportunity to give employers some insight into the context of your work and who you are as an individual.
If you’re not sure how to write a cover letter for a management position, these three cover letter tips will guide you through the process:
Get the format and structure right
When writing a cover letter, you should follow traditional letter writing structure, starting with the date and closing with the sign off .
Here’s how to structure your cover letter:
1. Header and contact information
At a minimum, include your name, the date, your phone number and email address. You can also include your LinkedIn profile or any other social media accounts that help showcase your management experience.
2. A salutation
Knowing how to address a cover letter might not seem too important, but using an unprofessional salutation can undermine your efforts to make a good impression, especially for candidates applying for a management position.
It’s always best to personalize your greeting as much as possible. Use “Dear”, followed by your hiring manager’s first and last (or just last) name.
3. An opening paragraph
In your opening paragraph, you should introduce yourself along with your management experience, how you became aware of the job opening, and why you’re interested.
4. Body paragraphs
Your body paragraphs should be used to illustrate your managerial experience, leadership expertise and accomplishments to employers. Tell them why you’re a good fit for the company and what benefits you can bring by joining them as a manager.
5. A closing paragraph
In the closing paragraph, thank your hiring manager for their time and reiterate why you’d make an excellent manager.
Let the hiring manager know that you’re interested in scheduling an interview to further discuss your qualifications.
6. A professional sign-off
End your manager cover letter with “Sincerely,” followed by your name or signature.
Highlight your management skills
As a current (or aspiring) manager, you need to demonstrate to employers that you have the skills it takes to lead and inspire others.
Management demands a well-developed, diverse skill set.
You need to be able to multitask and switch gears quickly to address matters ranging in scope and subject as they arise. You must be able to maintain a clear idea of both larger goals and small details simultaneously, ensuring that your team is working together towards a collective goal. Additionally, you must be a great organizer and communicator.
Here are some examples of soft skills to include in your manager cover letter:
Quantify your achievements
When writing about your management experience, you want to impress hiring managers with accomplishments that set you apart from the other candidates.
Two great ways to highlight your achievements are to:
Use powerful action verbs to describe how you performed your role Quantify your achievements with hard numbers
Establishing your experience in terms of the tangible results you’ve achieved shows potential employers the benefits you can bring to the company.
Include quantified achievements in your body paragraphs, or break up the text by including them as bullet points.
Take a look at this example, with quantified achievements underlined:
In this section of her cover letter, the candidate relates her professional management experience and then uses three quantifiable points to demonstrate what she was able to achieve in a managerial role.
The numbers she uses reflect an impressive improvement across customer satisfaction, sales and inventory management, and employee satisfaction, all of which are critical aspects of running any retail business.
Click to rate this article
Written by Corissa Peterson
Corissa is a Career Advisor and Staff Writer at Resume Genius, where she loves equipping others with the tools they need to pursue their dreams. She graduated from the... more
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How to Write a Formal Letter
Last Updated: October 13, 2022 References Approved
This article was co-authored by Shannon O'Brien, MA, EdM . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. There are 7 references cited in this article, which can be found at the bottom of the page. wikiHow marks an article as reader-approved once it receives enough positive feedback. This article has 51 testimonials from our readers, earning it our reader-approved status. This article has been viewed 8,328,378 times.
Formal letters - they can shape others' perceptions of you, inform the reader of a serious issue, or get you a job. There are two main types of business letter styles: block style and Administrative Management Style ( AMS ). Block style is the most commonly used formal letter format; it has a salutation and closing, and is good for letters to businesses you are applying to or someone you have met before.  X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source AMS style is more succinct and better for internal memos and situations where you have to be very direct.  X Research source
Sample Formal Letters
Writing a Traditional Block Style Letter
- In cases where you represent a business, you can put your logo and address right in the middle of the page. Make sure to center it so that it looks uniform.
- If you are writing in a Modified Block style, everything is formatted to the left except for the date and closing. When writing the date, tab over to the center of the page and place the date in the center.  X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source
- Place a comma between the month and the year.
- If you do not know the recipient’s title, do some background research or call the company to find out. Always use a woman’s preference (Mrs. Ms., Miss or Dr.) If you do not know a woman’s preference, use Ms.
- If you know the recipient and typically address them by his or her first name, it is fine to use only the first name. (i.e. Dear Cody:)
- In the first paragraph, write a friendly opening and then state the reason or goal of the letter. Cut straight to the chase.
- In the second paragraph, use examples to stress or underline your point, if possible. Concrete, real examples are always better than hypothetical examples.
- In the final paragraph, briefly summarize your purpose in writing and suggest how you might want to proceed further.
- If you are writing in Modified Block style, everything is left justified (the same as Block Style) except for the date and the closing. Tab to the center of the page and then write your closing.
Writing an AMS Style Letter
Sending Your Letter
- If you are using a rectangular standard envelope, fold your letter into horizontal thirds.
- If you are using a square envelope, fold your letter in half horizontally and then in half vertically so that is forms a rectangle that can fit into the square envelope.
- Type your letter. It looks much more professional when a letter is typed.  X Research source ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
- Be precise, clear and concise in your writing. Also, keep in mind the time required by the reader to understand your letter. ⧼thumbs_response⧽ Helpful 0 Not Helpful 0
- Be courteous even if your letter has to exhibit your anger or denial and dis-affirmation towards something. ⧼thumbs_response⧽ Helpful 0 Not Helpful 1
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- ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
- ↑ http://www.zeepedia.com/read.php?the_appearance_and_design_of_business_messages_punctuation_styles_business_communication&b=72&c=17
- ↑ Shannon O'Brien, MA, EdM. Life & Career Coach. Expert Interview. 25 May 2021.
- ↑ http://site.uit.no/english/writing-style/letters/
- ↑ https://en.oxforddictionaries.com/writing-help/how-to-lay-out-a-letter
- ↑ https://www.grammarly.com/blog/how-to-write-a-letter/
- ↑ https://www.usps.com/ship/letters.htm
About This Article
To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you're ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you're enclosing other materials with the letter, put "Enclosure" at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading! Did this summary help you? Yes No
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Formal Letter Format | How To Write a Formal Letter? Template, Samples, Examples
February 15, 2023 by Prasanna
Formal Letter Format in English: 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. But we do not use formal letters for personal use such as writing them to our family, relatives or friends.
Formal letter writing format requires some specific rules and conventions. Also, the language of the letters should be very professional. The format here will help in relaying the content of the letter in a formal way. An example of a formal letter is writing a resignation letter to the manager of the company, stating the reason for resignation in the same letter.
Usually, these formal letters are written in English in private companies. But, in India, many companies, especially government firms, accept formal letters written in the Hindi language. In fact, the formal letter formats are also taught to the students in schools so that they would be able to write the letters for any particular situation to their teachers and principals. Read on to find more about the formal letter example and formal letter writing samples, for example of a formal letter.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
How to Write a Formal Letter?
To write a formal letter follow the below-given tips:
- Address or greet the concerned person properly like Dear Sir/Madam
- Always mention the subject of writing the letter
- Be concise in your letter. Write the reason for writing the letter in the first paragraph itself. Do not stretch the letter too much.
- The tone of the letter should be very polite and not harsh
- Write in a proper format and take care of the presentation of a letter
- Mention the address and date correctly.
- Mention the name and designation of the recipient correctly
- The closing of the letter should be with gratitude. Use “Thank you” for consideration of the letter and then at last mention “Yours sincerely or truly” along with your name and signature.
Formal Letter Writing Topics
There could be many reasons to write a formal letter meaning. They are:
- Sick Leave Application
- Leave Application for Marriage
- Leave application for maternity
- Resignation letter
- Appointment letter
- Job offer letter
- Complaint letter
- Business letter
Formal Letter Format
The general format of a formal letter structure is given below:
Formal Letter Format in CBSE
In CBSE (Central Board of Secondary Education), the board prescribes the format to write the letter. The same Official Letter format should be followed by all the students who are pursuing education under this board.
Formal Resignation Letter
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter
Formal Letter Sample
A formal letter sample is provided here, which is written to the editor of a newspaper, mentioning the issue faced by them and which has to be highlighted in the newspaper to draw the attention of the concerned authorities.
Formal Invitation Letter
An invitation letter is written to invite anyone for a particular occasion. Some format letter examples are invitation by junior to their senior in college for a farewell, by a company to attend the office annual day, invitation to attend the meeting or a conference, etc. Here is format to write the formal invitation letter.
Difference Between Formal and Informal Letter Format
Faq’s on formal letter.
Question 1. What is a formal letter?
Answer: 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.
Question 2. What is the resignation letter?
Answer: A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.
Question 3. What are the types of formal letters?
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Formal Letter Writing in English - Definition, Format and Writing Samples
The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.
Table of Contents
Definition of a formal letter.
- Structure of a Formal Letter – Types of Formal Letters
Writing a Formal Letter – Parts of a Formal Letter
Formal letter writing samples.
- FAQs on Formal Letter Writing Format in English
Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,
- to express your concerns while working in a professional setup
- to provide official information across your workspace
- to order goods, to apply for employment, etc.
- to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.
Structure of a Formal Letter
In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.
Types of Formal Letters
There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:
Letters of application, letters to newspapers.
Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.
- Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
- Never use jargon that is commonly used in business when you write a business letter.
- Avoid using abbreviations as much as possible.
- The modes of address vary according to the type of letter and the receiver.
- Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
- When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).
Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.
Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:
- Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
- State the age, education and experience of the applicant.
- Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
- Also, furnish references so that the employer can gather an idea of the kind of employee you would be.
Letters of Application should follow the format of formal/business letters.
Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.
When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.
- Always start with the sender’s address
- This is followed by the date .
- The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
- The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
- The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
- The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
- The second paragraph should furnish all the information about the matter.
- The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
- To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
- Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.
Formal Letter Sample 1 – Letter to the publisher ordering books for your store
Read More Book Store
24, Crosby Lane
20th August, 2019
Zack Publishing House
Subject: Requirement of new books for the store
I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:
I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.
Thank you in advance.
Manager, Read More Book Store
Formal Letter Sample 2 – Letter to the Editor about a road that needs repair
25, SS Street
8th September, 2019
Subject: Repair of the road in Cheran Nagar
I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.
As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.
The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.
More Formal Letter Samples,
FAQ on Formal Letter Writing Format in English
What is a formal letter.
A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.
What is the format of a formal letter?
A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.
How can I write a formal letter?
Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.
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Cover Letter Examples for Management Jobs
Alison Doyle is one of the nation’s foremost career experts.
What Employers Look for in a Cover Letter
What to include in your cover letter, cover letter sample, sending an email cover letter, more cover letter examples for management jobs, management resume examples.
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The goal of a cover letter is to show that you're a strong candidate and should be brought in for an interview. When you are writing cover letters for a management position, you'll want to clearly define your management skills and experience to help differentiate you from the competition. In particular, make sure your cover letter focuses on your leadership abilities , mentioning any accomplishments as a manager in previous roles.
Below is information on how to write a successful management-level cover letter. It includes an example, a template to download, and a list of management cover letters sorted by job type for inspiration in writing your own.
Companies want to see evidence of what you have accomplished in your previous positions. It's important to highlight your credentials that are a close match for what the employer is seeking in the ideal candidate.
Experience and Qualifications
Your objective is to write a compelling cover letter that highlights your management and leadership experience, achievements, and qualifications. For management-level positions, they will be eager to see that you've led teams and projects successfully in the past.
Rather than stating a list of tasks that you did in previous positions, share specific and quantifiable examples of accomplishments .
For example, if you reduced employee turnover by 10%, share that statistic. If you’re interviewing for a sales manager position and you’ve hired some of the company’s top salespeople, mention it. When you’ve led a company to record-breaking growths and profitability, share as much of that information as you can without breaching confidentiality.
Sharing specifics about accomplishments is far more compelling than simply saying you managed a team of 15 people, performing annual one-on-one reviews.
What You Have to Offer
Along with detailing your past management experience, you can also touch on what you would be able to accomplish in the role you're seeking. Remember, employers are most interested in how you will perform once you're in the position at hand.
Your previous experience is relevant for two reasons: to predict your future success and to show that you have the necessary background and experience to step into the position. Use your cover letter to share how your skills and abilities will benefit the company.
Open your cover letter with a salutation. Then, in the first paragraph of your cover letter, mention the specific job for which you're applying and your interest in working for the company.
Body of Letter
Use the second and third paragraphs of your letter to explain why you are a strong candidate for the position. You can use bullet points to express some of your accomplishments. Regardless of format, this middle section needs to demonstrate that you are a good candidate with relevant experience, skills, and accomplishments. Close the letter by thanking the company for considering you for the role.
Avoid being generic in your cover letter; the most effective letters are customized for each job application. A compelling letter will show why you are the best-qualified candidate for this management position in particular. Take the time to match your qualifications to the requirements listed in the job posting. Researching the company to get a sense of their needs and goals can also help you write a persuasive letter.
Use this as a space to tell a story about yourself, expand on your resume, or highlight important skills/accomplishments that may be buried in the bottom half of your resume. While the tone should be professional, you can show some of your character and voice in your letter.
In the final paragraph of your letter, thank the employer for their consideration and include your contact information, followed by your signature.
This is an example of a cover letter for a management position. Download the management job cover letter template (compatible with Google Docs and Word Online) or see below for more examples.
Cover Letter Sample (Text Version)
Wendy Applicant 123 Main Street Anytown, CA 12345 555-555-5555 email@example.com
July 12, 2021
Norman Lee Regional Manager Bubbles 123 Business Road Business City, NY 54321
Dear Mr. Lee,
I was glad to see your job posting for the new Store Manager position because I have all the qualifications you are seeking. I will be moving to Cherry Grove in two weeks and I believe I am a perfect fit for the Bubbles store.
I have four years of retail experience as an assistant manager, and my skills include the ability to train and schedule employees effectively, to manage payroll, and to track and control inventory. I also have solid written and verbal communication skills, enjoy working with people, and I have a very flexible schedule.
In addition, I have extensive experience with bath and body care products and an eye for setting up enticing product displays. In fact, at my current store, I was given the responsibility for visual merchandising, including new displays, and sales of featured products increased by 25% over the past three months.
I’ve included my resume so you may review my experience and education. If you have any questions, please contact me. My cell phone number is 555-555-5555, and my email is firstname.lastname@example.org. I look forward to hearing from you so we can arrange an interview.
Wendy Applicant (signature for a hard copy letter)
When you are sending your letter via email include your name and the job title in the subject line of your message:
Subject: FirstName LastName – Manager Position
List yourcontact information in your signature, rather than in the body of the letter:
FirstName LastName Your Email Your Phone Number Your LinkedIn Profile (optional)
Here are some examples of management-level cover letters to draw inspiration from:
- Construction Management
- Director of Operations
- Management Coordinator
- Management - Unadvertised Openings
- Recruiting Manager
- Retail Management Training Program
- Retail Sales Management
- Store Manager
- Supervisor / Development
Sample letters can help you write your own letter. Another helpful tool is a template, which helps you structure your letter. Here is a template for hard copy cover letters , and one for email cover letters . Finally, here are Microsoft Word cover letter templates you can use to get your own cover letter started.
In addition to looking at cover letter examples, review resume examples for inspiration on how to make your management resume the best it can be. For management-related resumes, you may include your management philosophy, examples of accomplishments and quotes from others regarding your management skills, in addition to your work history and other relevant information.
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Writing a formal letter to your manager
Is your boss threatening your job if you don’t “see things his way?” Is a coworker sabotaging you, or taking credit for your ideas with her team? The workplace can be stressful enough without these issues to deal with. It’s time to take action. This article will show you how to write a formal letter to your company’s Human Resources Department.
Method One of Five: Sexual Harassment Edit
Verbalize the problem. Assess the problem, and be totally frank. Is your boss really out to get you, or was he drunk and exhibiting the social graces of a water buffalo? It may not matter to you or your boss which it is, but it will help you frame your letter to HR.
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Understand Sexual Harassment. According to the Human Rights Commission, sexual harassment is “unwelcome or offensive verbal or physical conduct. towards another.”
- The victim as well as the harasser may be a woman or a man. The victim does not have to be of the opposite sex.
- The harasser can be the victim’s supervisor, an agent of the employer, a supervisor in another area, a co-worker, or a non-employee.
- The victim does not have to be the person harassed but could be anyone affected by the offensive conduct.
- Unlawful sexual harassment may occur without economic injury to or discharge of the victim.
You may have misunderstood, or they may have not understood they were causing a problem. Many times, when people talk to one another about their problems, an agreement can be reached.
- In cases where you believe the action was malicious and that the person’s behavior and/or position is such that you would be uncomfortable discussing it with them, do not hesitate to skip this step and write to HR immediately.
Contact your company’s HR department for instructions on their requirements and guidelines for written complaints.
- Some companies have standardized complaint forms. Use what they provide, and fill it out completely.
- Ask for an approximate timeframe in which you can expect a response. If they are vague or do not seem to take the matter seriously, make note of the date, time, and person you spoke to. This may be necessary should the matter require legal intervention.
- Ask how you are expected to manage the issue while you await a resolution. This is especially important in situations involving harassment by a superior, or physical abuse by anybody.
- Allow HR to investigate and deal with the problem, but be clear that you expect a resolution within the timeframe they have given you. If they fail to meet that timeframe, make note of that for further action that may be required.
- An example can be found at officewriting.com
Method Four of Five: Writing the Letter Edit
Write your letter to HR. Using the form you were given, or a template or sample that you obtained from the Internet, write a clear and concise letter to HR.
- State the problem briefly. Describe it factually and unemotionally, avoiding psychological assessments, motivations, or character attacks.
- Do describe the effect the issue has had on you, personally, and how it affects your job performance and ability to function in the workplace.
- Mention that you have already tried to resolve the problem informally, if that is the case. If you have not tried to do so, explain why. For example, “After the problem started, Mr. Moats would whisper ‘I’m going to fire you if you say anything’ whenever I attempted to discuss the matter with him.”
- Failure to list your specific allegations may be used against you in court if it goes that far.
Maintain a professional tone at all times. Do not personally attack anyone else in your letter or use foul language.
If there are multiple complaints, list them out under separate subheadings or write multiple letters.
State how you would like the problem to be resolved.
Make a copy of the letter for your records.
Submit the letter to HR.
- Ask to whom the letter should be addressed. Follow their guidelines in order to expedite the process and avoid problems later, but be clear that the letter must be addressed to a specific person, not a department.
- Remember that the HR representative works for the company and, while he or she may be helpful, his or her loyalty is ultimately to the company. Don’t assume they are your friend, but do know they will take any allegations that could damage the company as very serious matters.
Method Five of Five: After the Letter Has Been Submitted Edit
Know your rights. Do not hand them over without due consideration. Remember:
- If the HR representative asks you to sign a statement regarding the incident, consider reviewing it with your attorney before signing it. It may dismiss the company from any liability for the actions of the person responsible for the harassment, even if the company enables the actions.
- If your company has a lawyer, he or she may work with HR on the issue. Do not use your company’s lawyer as your own under any circumstances.
Consult your attorney. This may be just a formality, and it need not go further than a phone call to let them know this action is taking place. However, if the HR department is combative or pressures you to take actions that seem inappropriate, then this too is a form of harassment, and you will need expert assistance.
Be on your best behavior after submitting the letter. Do not give them cause to dismiss you capriciously.
- Some employers may be eager for retaliation. Doing your job properly will limit the opportunity for retaliatory measures.
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Follow these steps when writing a block or AMS formal letter: 1. Write your name and contact information In the upper left-hand corner of the letter, include your name or your company's name. Follow it with your address in the lines below. 2. Include the date Next, make sure to include the date of the letter in the upper left-hand corner.
As it's a formal letter, include a title before their name, such as Mr., Mrs., Miss, or Ms. Along with their name, consider including their job title as well as the company name and address. If you don't have their contact information, refer to the company website to assist you. 5. Write a subject line or greeting
An official letter, also known as a "formal letter," is a document professionally written for another company or business professional. They can be used when applying for jobs, issuing a complaint, expressing interest in a job position or thanking someone.
Here are some examples of emails that an employee may send to their manager: Thanking your manager An example of an email thanking the boss for their support and mentorship: Subject: Thank you for your guidance Dear Vikas sir, I am emailing you to express my sincere gratitude for your continued support and guidance on the ongoing project.
Formal Thank-You Letter Example Sample Formal Thank-You Letter to Boss Jonathan Smith Assistant Manager ABC Corp 100 South Street, Ste. 10 Middleburg, NY 10706 555-123-4567 [email protected]
Dear Hiring Manager, Dear HR Manager, Dear Marketing Team, To Whom It May Concern, The usage of these salutations depends on the following factors: Purpose: The tone and purpose of the subject determine the salutation. For instance, the salutation used on a resignation letter will likely be different from a memo announcing an off-site visit.
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter Name of the Sender Address Date To, Name of the Recipient Designation Compnay Name Address Subject: Dear Mr/Ms.
In the same way that you might reference resume samples, the following Manager cover letter example will help you to write a cover letter that best highlights your experience and qualifications. If you're ready to apply for your next role, upload your resume to Indeed Resume to get started. Malik Rabb. [email protected] (123) 456-7891. May 1, 2018.
Whatever the intent of your formal letter to your boss, make sure to write it well in advance if it is time-sensitive. Whether leaving your company temporarily or tendering your resignation, being prompt and polite is paramount. 00:00 00:00 An unknown error has occurred Brought to you by Techwalla
Here's how to structure your cover letter: 1. Header and contact information. At a minimum, include your name, the date, your phone number and email address. You can also include your LinkedIn profile or any other social media accounts that help showcase your management experience. 2.
Formal letters - they can shape others' perceptions of you, inform the reader of a serious issue, or get you a job. There are two main types of business letter styles: block style and Administrative Management Style (AMS).Block style is the most commonly used formal letter format; it has a salutation and closing, and is good for letters to businesses you are applying to or someone you have met ...
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. Question 2. What is the resignation letter?
Types of Formal Letters and Formal Letter Format A. Letter of Enquiry. As the name suggests this type of letter is the source of collecting information. People usually use a letter of inquiry as one of the most used business letter or formal letter. A letter of inquiry helps a person to have information like some course or job inquiry, prices ...
A formal letter should include the sender's address, date, receiver's address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation. How can I write a formal letter? Before you start writing a formal letter, make sure you understand the pattern of the formal letter.
When you are sending your letter via email include your name and the job title in the subject line of your message: Subject: FirstName LastName - Manager Position. List yourcontact information in your signature, rather than in the body of the letter: Sincerely, FirstName LastName. Your Email. Your Phone Number.
Writing a formal letter to your manager Is your boss threatening your job if you don't "see things his way?" Is a coworker sabotaging you, or taking credit for your ideas with her team? The workplace can be stressful enough without these issues to deal with. It's time to take action.
In the same way that you might reference resume samples, the following Office Manager cover letter example will help you to write a cover letter that best highlights your experience and qualifications. If you're ready to apply for your next role, upload your resume to Indeed Resume to get started. IvyHaddington. (123) 456-7891.