Understanding the Layout of a Formal Letter
A formal letter is essential for professional communication, and understanding its layout is crucial. This includes the sender's address, date, salutation, subject, body of the letter, and complimentary close. Each component plays a significant role in conveying the message effectively and maintaining professionalism.
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W R I T I N G A F O R M A L L E T T E R BY MS. MUCHAZYI
LESSON OBJECTIVES Defining a formal letter Identifying the features of a formal letter Understanding the layout of a formal letter Writing a letter of complaint
A formal letter is a letter written for a professional setting that follows certain guidelines and formats Defining a formal letter
I D E N T I F Y I N G T H E F E A T U R E S O F A F O R M A L L E T T E R
Understanding the layout of a formal letter Sender s Address One should give the address of the sender or the contact detail on the topright side. Date Providing date in the formal letter helps in keeping a record of the time a letter is sent. It also helps in keeping a record of the duration of the time taken by another party for replying or how long the business collaboration is going on. Write the date in full. Salutation Salutation or greeting is an indication of a polite expression towards an addressee. One can use the term Dear Sir / Ma am for formal letters also instead of Respected sir / Ma am .
Understanding the layout of a formal letter Subject A statement with a brief and clear statement of the issue or the matter of concern. It is added beneath the line of salutation. Communication or Body of the Letter This is the main part of the letter or the letter itself. The three main paragraphs of the body of the letter are introduction, main content, and the conclusion. Introduction: It is the introductory paragraph of the letter. It must be brief and gives a quick idea to the reader about the concerning matter. Main Content: This paragraph shows the main message or the matter of the letter. It conveys the message regarding the inquiry, order placement, issues and other matter concerning. Conclusion: This is the ending portion of the body of the letter. It shows the expectation, anticipation or the demand of the writer from the addressee. One must always add terms like Thanking you , with warm regards etc. before ending the letter.
Understanding the layout of a formal 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 respectfully With sincere thanks With kind regards
Sample formal letter 13044, Kafue Drive, Choma. 11th November, 2021 The General Manager, P.O. Box 2345, Livingstone.
Sample formal letter Dear Sir/Ma m, RE: APPLICATION FOR EMPLOYMENT AS AN ACCOUNTANT As a highly skilled Accountant, I read your posting for a new Accountant with interest. My experience aligns well with the qualifications you are seeking at Ortiz and Miller Accounting, in particular my role as Senior Accountant, and I am certain I would make a valuable addition to your organization. With more than 10 years experience as an Accountant, I am adept in budget forecasting, variance analysis, and reporting. Moreover, while my on- the-job experience has afforded me a well-rounded skill set.
Sample formal letter In addition to my experience and personal qualities, I have a solid educational foundation and a passion for accounting. I am extremely enthusiastic about Ortiz and Miller s focus on corporate efficiency and would welcome the opportunity to contribute to your continued growth. Please review my attached resume for additional details regarding my expertise and career achievements. Thank you for your time and consideration. Respectfully, Ethan Brown
