Example of How to Write Formal Letter

Formal letters are required in business or in personal circumstances where you need to deal with the correct format. This is vital for the reader as well to read it. In business, it may be a request for the presence of clients or a prospective client at a special event. It can also be used to request an action or an inquiry to be taken or the need of confirmation of something. You can also use these letters for complaint or may be to confirm an appointment.

So how do you get your letters read and also acted upon, a few of the tips will help you write one and make your work a hell lot easy!

The first thing you need to do is to get to a right person who can handle this and take the necessary action. So get the right name of the person to whom the letter should be addressed. Make sure you clearly mention the department or section to which he/she belongs in the company.
Writing letter does not mean you should 'beat around the bush' instead come to the point quite quickly. It may happen that a long letter can be put aside to be taken care of letter. If you are making a complaint letter then it should get to the point fast.
At the end of the letter, summarize the main points and what action should be taken again. This can be to confirm that they have received your letter or to contact you.

Below you can find three example of how to write formal letter. Use them as a guideline to write them.

Date: MM/DD/YYYY (Recipient's Name and Address)
Subject: Placement enquiry

Dear Madam/Dear Sir/Dear Madam, Dear Sir

I am a student of administration, now in my fourth semester (second year), at the university of (mention the name of the university, and the country). As a part of the course studies, all the students of final semester are required to do (mention the duration required) work placement.

As I hope to work in a (mention the place where you wish to work), after I finish my studies, I would particularly be interested in working in the (your choice of field be it export/department/auditing) of the firm to gain some experience. I would also be interested in (mention if you would like to something else for the company apart from that work). I am completely flexible and would be happy to work in any department in order to gain experience.

I would be grateful if you could let me know whether there would be a place for me. The most suitable months for me would be (insert your time duration).

Please find enclosed with this letter my CV, in which I have clearly mentioned details about my courses, previous work experience or detail about previous work placements. In addition to this I have a good command over English and a working knowledge of (insert if you know any foreign language).

Thank you for reading my letter. I look forward to hearing from you.

Yours faithfully,
- Your name

(One note, if you know the person, conclude your letter with, yours sincerely)

Another example of formal letter requesting for hostel accommodation is given below:

Date: DD/MM/YYYY

Recipient's Name and Address

Dear Madam, dear Sir,

I am a student of (Name of your subject) at university of (insert the name of your university and the country). I have just got my admission to study for a year at (name of the other university). I would like to stay in a hostel and would be grateful if you could let me know if there is a place for my accommodation (mention the duration). I request you to send me the necessary applications forms along with the details about the hostel, including the costs that could be incurred.

Thank you for your attention. I look forward in hearing from you soon.

Yours faithfully,
- Your name

The next example is a formal letter to lodge a complaint and give you a better idea as how you can write this type of letters.

(Your name and address)

Date: MM/DD/YYYY

Recipient's Address

Dear Mr. XXXX,

I am writing to you to lodge a complaint letter against the service and food quality we received in your restaurant.

We have been dining in your restaurant for the last two years and have never found any faults in your restaurant be it in the services or the food quality. But on this occasion, the food was not only cold, when we received, but also the whole of the service took longer time then it necessarily takes.

When we mentioned this to the staff manger, he was rude and refused to acknowledge our complaint.

We wish to return to your restaurant but are reluctant because of the experience we had.

I would therefore, like to request a refund of that evening's meal that cost (mention the cost of the meal) and have enclosed the receipt's issued.

I look forward to receiving a check of the amount and dining in the restaurant again in due course.

Yours sincerely,

(Your name)

The above mentioned examples get to the point quickly and lay out the facts of the issue. The letters finally closes with the required action that the writer is looking for.

You may also like to see Formal Request Letter