How to Write a Formal Letter of Application
A formal letter is the one of the driving force of the organization behind every activity undertaken. The new technologies have reduced the need of letter writing, specifically with the email. However, still it is one of the vital factors in many instances. Formal letters need to be drafted with great care. As the business people are time conscious, it should be drafted considering the time factor from reader's point of view. A good formal letter should have the capability to deliver the expected result.
A formal letter is intended to make an impression on the reader. Hence it's important to use professionalism right from the paper quality until finally posting it. A letter with grammatical and spelling errors will create a bad impression of the writer. It should be clear, concise and up to the point. The following instruction will unveil the secrets behind how to write a formal letter of application.
Instruction on How to Write a Formal Letter of Application
Start the letter by typing your address at the top left-hand corner of the letter, with the date at the end of it left-aligned leaving two spaces. Type the address of the recipient two-three spaces below the date aligning it left to your return address. The recipient address will start with the person's name and designation you're writing to.
- Subject Line
This is important in a formal letter as it gives an overall idea to the reader about the letter. This sentence saves the reader's time by allowing him to judge whether to read it or not. The subject line is typed leaving two-three spaces after the recipient's address and is usually center aligned.
- Reference Number
A reference number or a reference helps the readers to develop a link of any previously made communication. For ex., "this is with reference to your advertisement in "Daily News" on 10 December, 2010', is a sentence stating a purpose.
A salutation is the greeting. It is always better to use 'Respected Sir/Madam' in a formal letter as compared to 'Dear Sir/Madam' followed by reader's name used in informal letters. Attaching prefixes such as 'My Dear' is strictly unacceptable in formal letter.
- Body of the Letter
This paragraph is the actual start of the letter. State your intention of writing. Explain it in understandable and clear language. Include only the appropriate information in each paragraph. Try to be brief and concise as far as possible. Express your enthusiasm in the subject and your willingness to follow it up. You can use two paragraphs at the most to fit your information. In the third paragraph, thank the reader for the time given in reading your letter.
End the letter with a complimentary close while signing off. You can write, 'Yours Sincerely', 'Yours Truly', or 'Yours Faithfully'. Any one of these as per your choice is accepted. Sign the letter after leaving two-three spaces and type your name beneath the signature. Mention the documents name in the 'Enclosure' leaving five-six spaces after signature.
These are the instruction which will help you to write a formal letter and fetch an immediate response. Just be confident, honest and maintain the right tone in your writing.