How to Address a Formal Letter

Nowadays almost every second person uses electronic media to communicate. But still, there are some special occasions when formal letters are addressed to someone. Formal letters are mostly written for business purposes, for job application, or for official invitations. Learn more & more about how to address a letter.

Formal letters are written in formal language because they are specific purpose letters that are may send to any company for employment or government agencies for any complain or seeking benefits. These letters should be written in polite and courteous manner. The key elements of the formal address are:

  • Your Address
  • Date
  • Recipient’s Address
  • Your Salutation

Formal Letter template

Format of a Formal Letter

There are some basic steps that are followed by a formal letter:

  • On the top left corner of the paper write the address and telephone number of the sender
  • Below the address write the current date
  • Skip one line and write the name of the recipient just below the date
  • Write appropriate salutation
  • Write the body or content of the letter precisely and courteously
  • Ends the letter with polite salutations
  • Enclose the letter with your signature
  • At the end must proofread your written letter

Use of appropriate salutation is very important so here is the way to write salutation of a formal letter:

Way to Address Salutation

It is recommended to begin your formal letter with the word “Dear”. This word is used by professionals and also it has a pleasant effect on the recipient.

Use Courteous Titles after Salutation

Use these titles such as Mr., Mrs., Dr., Professor, and Miss. In case you are not sure about the gender of the recipient then you can simply omit these titles. Similarly, use Miss for women if you don’t know about the marital status of women.

Use the Last Name of Recipient

In the formal letter, it is a good approach to use the surname or last name of a person in salutation. Consequently, your salutation will be like “Dear Mr. Smith”. Many people use semicolons or commas after salutation but informal letter always uses the colon at the end of the salutation such as “Dear Mr. Smith: “.