Formal Letter Template: General Outline for Business Correspondence

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The formal letter template shows you how a professional form of correspondence should look. Be it a cover letter, thank you note, or letter of recommendation, the formal conventions of a formal, business letter must be followed. There is certain outline that you need to follow when writing a formal letter. Pay attention to the characteristic of each part.

How to Write a Formal Letter Template: The Outline

The general formal letter template usually consists of several things. First is your contact detail. Unless you’re using a personalized letterhead, follow this order when including your contact details in the formal letter: name, address, city, state, zip code, phone number, and e-mail address. Do not forget to note the date. Don’t abbreviate the month. Recipient’s contact details are also important. Follow this order: name, title, company, address, city, state, and zip code. You can leave the name off if you don’t have a specific one.

Salutation is considered as important in formal letter template. Use this format: “Dear Mr./Ms. Last name:”. The body should be kept focused and simple in order to make sure that the purpose of your formal letter is clear. The first paragraph is the introduction and why you’re writing the letter. The next paragraphs include more details and information regarding your request. The last paragraph restates the reason why you’re writing and your thank you to the reader for reviewing the request. The formatting should be like this: justify to the left, use single space, and leave a black line between every paragraph.

Closing Formal Letter Template Word

Close the letter with a formal closing, such as “Respectfully yours” or “Regards”. For a hard copy, your signature should be handwritten. There are many templates for formal letter template you can use, mostly in Word format. However, bear in mind that those samples are to be used as your guidance only since the contents should always be customized to meet your particular needs and reason why you’re writing the letter.

formal letter template

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