Sender’s Address
The sender’s address is usually put on the
top corner of the page. The address should be complete and accurate in case the
recipient of the letter wishes to get in touch with the sender for
further communication.
Date
The sender’s address is followed by the date
just below it. This is the date on which the letter is being written. It is
important in formal letters as they are often kept on record.
Receiver’s Address
After leaving space we print the receiver’s
address. Whether to write “To” above the address depends on the writer’s
preference. Make sure you write the official title/name/position etc of
the receiver, as the first line of the address.
Greeting
This is where you greet the person you are addressing
the letter to. Bear in mind that it is a formal letter, so the greeting must be
respectful and not too personal. The general greetings used in formal letters
are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But
remember you cannot address them only by their first name. It must be the full
name or only their last name.
Subject
After the salutation/greeting comes the
subject of the letter. In the center of the line write ‘Subject”
followed by a colon. Then we sum up the purpose of writing the letter in one
line. This helps the receiver focus on the subject of the letter in one glance.
Body of the Letter
This is the main content of the letter. It
is either divided into three paras or two paras if the letter is briefer. The
purpose of the letter should be made clear in the first paragraph itself. The
tone of the content should be formal. Do not use any flowery language. Another
point to keep in mind is that the letter should be concise and to the point.
And always be respectful and considerate in your language, no matter the
subject of your letter.
Complimentary Close
Before putting the signature or the name of the sender,
one must use the complimentary close. It shows the respect towards a person for
whom the letter is written. One can use any of the given options
·
Yours sincerely
·
Yours faithfully
·
With sincere thanks
·
With kind regards
Your Signature
Beneath your letter closing, include your signature. If
this is a physical letter, first sign your name in pen, and then include your typed
signature below. If this is an email letter, simply include your typed
signature below your sendoff.
Make sure to include your contact
information in your letter.
If this is a physical letter, your contact information
will be at the top of the letter. However, if this is an email, include
that information beneath your typed signature. This will allow the recipient to
respond to you easily.
How to Format a Letter
Ending
Once you have chosen a word or phrase to use as a
sendoff, follow it with a comma, some space, and then include your signature.
If you are sending a hard copy letter, leave four lines
of space between the closing and your typed name. Use this space to sign your
name in pen.
If you're sending an email, leave one space between the
complimentary close and your typed signature. Include your contact information
directly below your typed signature.
Hard Copy Letter Signature
Sincerely,
Handwritten Signature (for a printed
letter)
Typed Signature
Email Message Signature
Regards,
Typed Signature
Email Address
Phone
Email Address
Phone