A formal letter is a professional communication used for requests, permissions, complaints, invitations, and notices. Use a clear structure, keep paragraphs concise, and maintain a respectful tone. Where appropriate, include a subject line and list any enclosures at the end.
Include the following structure:
- Header: Sender’s details, date, and recipient’s details.
- Salutation: Professional greeting to the correct recipient.
- Introduction/context: Briefly state the purpose and relevant background.
- Body: Provide necessary details, rationale, and any references (policy, invoice, prior communication).
- Request/next steps: Clearly state the desired action or outcome and suggested timelines.
- Closing and signature: Professional sign‑off with your name and contact.