FORMAT OF APPLCATION LETTER

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What is a Formal Letter?

A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.

How to Write a Formal Letter?

Here are the key elements of the formal letter and what to include in each section:

  • Sender’s Address
    In Formal Letter Format, it is important that you mention the sender’s address in order to avoid any confusion and dispute. 
  • Date
    Mention the accurate date for better understanding of the actual time and date. 
  • Name / Designation of Addressee
    Skipping this part can lead to potential confusion thus it is necessary to include the proper name as well as the designation of the receiver. 
  • Address of the Addressee
    Mentioning the accurate address of the letter will ensure that it reaches the proper destination. 
  • Salutation
    This part is of utmost importance as you need to address the receiver with proper respect.
  • Subject
  • Write a strong subject line which can convey the meaning of the entire formal letter. 
  • Body [Introduction, Content, Conclusion]
    It is important that you write your message in the body with precision and in a concise manner. 
  • Complimentary Closing Line
    Write some complimentary closing line at the end of the body. It will include words like With Regards, Best Wishes, Yours truly etc. 
  • Signature / Name of the Sender
    Don’t forget to include the name of the person who is sending the letter. It will clear ambiguity in the message.
  • Designation of the Sender
    For the final element of the letter, you must include a proper designation of the sender. It is part and parcel of the formal letter format. 

    Formal Letter Format

    The main structure of a formal letter includes:

    1. Sender’s Address
    2. Date
    3. Date
    4. Name / Designation of Addressee
    5. Address of the Addressee
    6. Salutation
    7. Subject
    8. Body [Introduction, Content, Conclusion] 
    9. Complimentary Closing Line
    10. Signature / Name of the Sender
    11. Designation of the Sender 

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