FORMAL LETTER: CHARACTERISTICS, PARTS AND EXAMPLES - CULTURE VOCABULARY - 2025

A formal letter is one that is addressed to an authority, an unknown person or someone known, in the middle of a context that necessarily implies an attitude of formality. This type of written communication is common in work and academic settings, as well as in certain social settings.

Formal letters are purely informative communications. In several cases they can also express more personal feelings, although generally they are usually sent with the intention of informing something.

Formal letter example

The language of formal letters has a certain halo of seriousness, it seeks to express respect for the sender of the communication. Likewise, they are characterized by being brief and concise: the intention is to inform something in particular, and through the formal letter it is sought to express it in the most precise way possible.

Characteristics of the formal letter

They are purely informative

Formal letters are primarily intended to inform. This information may be new to the sender, or it may serve as a reminder of an issue raised on a previous occasion.

In any case, formal letters are not usually a means of sending greetings or maintaining contact between people; Its primary function is to convey information in a given context.

They use respectful language

Respectful language should be used in formal letters. Source: pixabay.com

Quite formal language is used in these types of letters. Throughout the communication, the sender must perceive that he is treated with respect and attention.

The formal letters should include the names of the positions held by the sender or the title that he exhibits, if that is the case.

They are brief

Since they have a very specific function, formal letters are characterized by their short length. It seeks to avoid that the recipient of the letter has to spend too much time reading it.

Rather, the intention is for the message to get through quickly. Therefore, it is important that there are no unnecessary paragraphs in formal letters.

Information is expressed accurately

As we indicated in the previous point, precision is key for formal letters. When writing this type of communication it is imperative to avoid set phrases, filler paragraphs or unnecessary data that are not of interest to the reader.

The entire letter should be full of valuable information, expressed fluently, respectfully and accurately.

They can be directed to acquaintances or strangers

The senders of formal letters can be known or unknown persons. For example, a neighbor of a community can write a letter addressed to the president of that community to request the convening of an extraordinary meeting as a result of a specific problem.

It is very likely that whoever writes the letter knows the president of the community, they may even have a friendship relationship or that it is handled in more colloquial terms, but even so the letter to be written must be formal.

Likewise, these types of letters can also be sent to strangers. For example, a teaching professional living in Madrid can write a formal letter to the mayor of that city to offer an educational program focused on children participating in primary education in community colleges in the area.

In this case, the teacher may not know the mayor personally, but can still address him in a formal letter.

Its structure includes protocol elements

Formal letters usually include information related to the positions held by both the issuer and the sender, as well as specific appointments that may arise.

These mentions are very important within the structure of formal letters, as it implies the full recognition of the person who will receive the letter and is interpreted as a sign of respect and care in communication.

You must take special care of the spelling rules

In any type of writing it is necessary to have good spelling and writing, but in a formal letter it is even more necessary that all the paragraphs are written correctly.

Several revisions must be made of the final text and it is important to be extremely careful of all the details. Otherwise, there may be errors in the letter and the sender will not consider such communication as serious or valuable; You might even interpret it as disrespectful.

Parts of the formal letter

Place and date

These data are usually located in the upper right part of the chart, although they can also be found in the upper left area. It is important not to forget these elements, as they are the ones that will allow the communication to be recorded and placed in a specific context.

The most common is that the city is placed first and then the date, following the current day, month and year format. For example: "Madrid, October 15, 2019".

Header

In this section, the sender of the communication must be mentioned. This mention must include the corresponding title (that is, "sir", "madam", "gift", "doña", etc.) and the full name of the person.

In the next line, the position held by the person in question should appear, or the title they have in the case of a member of the nobility or royalty.

After this information, some people use the word "present." It is a convention that is not mandatory, but can be used if the writer of the letter considers it prudent. An example of a header can be the following:

"Mrs. Camila Flores

Deputy of the 6th district of the Valparaíso Region

Present."

Greeting

This section only occupies one line, remember that the intention of a formal letter is to be as direct, respectful and precise as possible.

Therefore, the greeting to the sender will include a courtesy term, such as "esteemed", "distinguished", "respected" or "appreciated", among others.

In addition, it must include the title that has been placed previously ("sir", "madam", "gift", "doña", among others), as well as the position of the sender, which has also been placed in the header. A good greeting for a formal letter can look like this: "Dear Madam Deputy."

Introduction

The first paragraph of a formal letter should state concisely what the reason for the communication is. This introduction should effectively clarify the main thrust of the letter and what it is expected to achieve from the sender.

Likewise, the introduction can quickly detail who writes the letter and in what capacity is promoting said communication.

That is, whoever reads the formal letter must understand what the main information is just by reading the first paragraph of it. This way you will quickly recognize what kind of actions are being requested of you through the letter. Here is an example of a formal letter introduction:

“I am communicating with you as an inhabitant of the Bellas Artes neighborhood with the intention of expressing my gratitude for the inauguration of the Juan Díaz communal park, which is located in the center of said neighborhood and which has meant an evident improvement in the quality of life of those who live there ”.

Body

Corresponds to the development of the text. This section should include all the complementary aspects related to the main reason for the communication, which has been exposed in the previous paragraph.

It is important that the letter does not extend too much, it should always be written as precisely as possible. However, it is also important that the communication is not incomplete by wanting to make it very brief.

There must be a balance that allows the length of the letter to be short and, at the same time, it is possible to deliver the complete information to the sender.

Farewell

The farewell is at the end of the letter. This section provides an opportunity to emphasize the main idea in a quick and summarized way.

Likewise, the farewell can also include an affectionate and friendly phrase that ends the conversation. An example of farewell in a formal letter can be the following: “I appreciate the work done in this neighborhood of the capital city and I remain at your disposal for future social improvement projects. He says goodbye to you ”.

Firm

It is the last section of the letter. In this section, the full name of the person writing the letter is placed, as well as their position or title, as the case may be.

This name is accompanied by the signature of the person. For formal letters, the same signature that is used in normal legal documents is usually used. It can be handwritten or it can be an electronic signature.

Others

If the letter form is sent from a formal institution or organization, a logo may be included in the upper right corner.

Examples

Formal letter of resignation

Madrid, November 15, 2018

Mr. Joaquín Guerrero

Director of Human Resources of the newspaper El País

Present.

Dear Mr. Director:

I am writing to you with the purpose of letting you know my decision to permanently abandon my position as chief journalist of the International section of the distinguished newspaper El País as of December 1, 2018.

This decision responds to personal reasons that are unavoidable and have nothing to do with bad experiences within the company, in which I functioned harmoniously for three years.

Serva presents the communication to thank you for the trust that the company gave me at all times. My work experience in El País has represented an important opportunity for professional and personal growth for which I am immensely grateful.

Without further ado and waiting for understanding on your part, he says goodbye, Daniel fernandez

Journalist in chief of the International section, El País.

Formal letter of claim

Caracas, September 26, 2019

Mr. Samuel Palacios

General manager of Movistar

Present.

Dear Mr. Manager:

By means of this communication I am writing to you to inform you about my disagreement in relation to the internet service offered by the company you run. For the last 15 continuous days I have been without internet service and my situation has not yet been resolved.

I understand that there are certain channels that are adequate to present the corresponding complaints, but I respectfully indicate that my complaints have already been registered during the last 15 days and I have not been able to offer a satisfactory answer.

In this letter I enclose copies of the invoices of the last two months duly paid, as well as a list with the numbers of claims made by me in the company's customer service department. I remain attentive and ready in case it is necessary to present any other documentation.

I am grateful in advance for the diligences that you have to do to ensure that my case is relieved to the pertinent authorities, through which they can respond to my requirements.

Receive a cordial greeting from me.

Sincerely, Diana González Riera

CI 18,574,296

Formal thank you letter

Barcelona, ​​January 8, 2019

Miss Beatriz Villarejo

Director of the Institute of Contemporary Dance of Barcelona

Present

Distinguished Ms. Villarejo:

I hereby offer my sincere gratitude to you and to the team of the Barcelona Institute of Contemporary Dance for the impeccable accompaniment work that they were kind enough to provide within the framework of the II Contemporary Dance Festival, held on the 6th and 7th of January 2019, and organized by the Impetu School, of which I am the director.

The team from the Barcelona Institute of Contemporary Dance made it possible for the organization of the event to be completely successful. The spaces provided met the expectations of the dancers, choreographers and the general public, and we have received a very favorable response from the audience.

We understand that this event would not have been possible without the participation of the institute that you lead, and we are very grateful for having worked together with such a diligent team.

I extend a deep appreciation on behalf of all the members of the Impetu school, and I remain at your entire disposal for the joint realization of future events.

Receive a very cordial greeting.

Sincerely, Olga Rojas

Director of the Impetu Contemporary Dance School

Formal letter of request

Buenos Aires, March 7, 2019

Mr. Carlos Cajal

Ford Argentina Sales Manager

Dear Mr. Cajal:

Through this communication I respectfully send you the request to send ten (10) units of 2019 Fiesta Power model cars to the Auto Summit dealer during the course of the current month. I attach the corresponding invoices actually paid on February 28, 2019.

As usual, we deeply appreciate that said delivery can be made in the morning (between 8:00 and 12:00), so that the cars can be duly received by the personnel in charge of such functions.

I thank you in advance for your willingness and I remain attentive to any request that you may wish to do.

Sincerely, Diego Miranda

Auto Summit Purchasing Manager

Formal letter of invitation

Quito, December 9, 2019

Messrs. Álvarez Suárez

We address you with the great pleasure of inviting you and your family to our marriage bond, which God willing will be on January 7, 2020.

The ceremony will take place at the Iglesia de la Compañía de Jesús, located at Calle García Moreno N10-43, at 5:00 p.m. The banquet will be in the Ruiseñor celebration room, on Amapola street N30-4, at 8:00 p.m. The costume proposed for both events is of a formal nature.

We respectfully ask you to confirm your attendance at the event and we thank you in advance for your presence as witnesses to our wedding.

Receive a very heartfelt greeting from us, Sincerely

Roberto Álvarez and Fabiola Rodríguez

Formal letter of voluntary withdrawal

Panama City, May 12, 2019

Mrs. Carla Guzmán

Director of Human Resources of Revlon Panama

Present.

Distinguished Mrs. Guzmán:

Through this communication I inform you that I have decided to request my voluntary leave as a result of personal reasons. I would like to point out that this decision is irrevocable and will take effect from June 1, 2019.

I take this opportunity to inform you that I will give the corresponding notice provided by law as of next Monday, May 15, and after that period of 15 days I will completely dissociate myself from the company.

I am very grateful for the job opportunities that Revlon Panama has provided me since I joined the company. I remain at your disposal for the presentation of any documentation that you consider pertinent to carry out the administrative procedure in the best possible way.

He says goodbye with gratitude, Luis David Reyes

Sales Coordinator of Revlon Panama

Formal letter to request a job

Santiago de Chile, July 4, 2019

Mrs. Inés Martínez

Head of Selection of the Marriot Hotel

Dear Mrs. Martínez:

I am writing this communication in response to the request for customer service personnel that the Marriot company has published in the national press.

I have demonstrable experience in the customer service area for more than 4 years and optimal skills related to the respectful and assertive treatment of the general public. For these reasons I am presenting myself as a candidate for the job position offered.

I am a proactive worker, with aptitude for teamwork and high leadership skills. I am open to adapting to the spirit of the company, contributing my experience in the field and my willingness to continuously improve processes.

Attached is my resume, as well as the recommendations signed by several of my former employers. If you consider it pertinent, I remain available to arrange a meeting in which we can deepen the details of what I indicate here.

Thanks in advance, receive a warm greeting.

Sincerely, Paola Vasquez Hernandez

Formal letter to request something

Bogotá, October 8, 2018

Mr. Patricio Pinto

Director of the Qualifying Board of Admission and Exclusion of Members of the Union Club

Dear Mr. Pinto

I am writing to you in order to request from the Membership Admission and Exclusion Qualifying Board my inclusion as a member of the Union Club, in my capacity as a founding member of the political party Opción Ciudadana.

Since its founding, the Union Club has a strong tradition of promoting discussion and debate. Renowned people from the political, economic and social spheres have gathered in its distinguished spaces with the intention of sharing ideas and generating convergence scenarios.

As founder of the Opción Ciudadana party, I consider it pertinent my annexation to this prestigious club, to whose members I will be able to offer the visions that I have built during my 20 years of experience in politics, as well as my wide network of contacts willing to collaborate with the club in what as necessary.

I enclose my personal and professional credentials, and I thank you in advance for your consideration in this application that I am kind enough to present to you.

Sincerely, Oscar Katz Piñera

Founder of the political party Opción Ciudadana

Formal letter to call meeting

Mexico City, May 26, 2017

Mrs. Federica Armijo

President of the condominium board of the Las Flores building.

Present.

Distinguished Mrs. Armijo:

The purpose of this letter is to respectfully request that you convene an emergency meeting to which all the residents living in the Las Flores building are invited. The reason for the meeting is to determine protection strategies against the violent protests that we have witnessed in the area in recent days.

In this way, I propose that the meeting be held as soon as possible, in order to carry out the pertinent actions to increase our security and that of the building's facilities.

I thank you in advance for the speed you can apply in this case and I remain attentive for any collaboration that you consider necessary.

Sincerely, Mrs. María Alexandra Quintero Mejías

Apartment 76, Las Flores building.

Formal letter to the Treasury

Valparaíso, February 19, 2019

Mr. Hugo Díaz Rojas

Head of the Management Department of the Internal Revenue Service

Present.

Dear Mr. Díaz:

Through this letter, I respectfully address you to request the return of the withholdings registered in my name corresponding to the second semester of 2018.

As a basis for this request, I attach to this communication the related articles that are part of the Tax Code that governs our country and that is linked to the case that I am presenting to you today.

I thank you in advance for your attention and I remain at your entire disposal to arrange a meeting with you or another representative of this respectable institution.

Sincerely, Selena Gutierrez Torres

RUT 14 593 963-8

Formal letter to the mayor

Valencia, September 8, 2019

Mr. Joan Ribó

Mayor of Valencia

Present.

Distinguished Mr. Mayor:

I am writing to you through this letter to request with great respect the granting of a permit to materialize the IV Neighborhood Meeting of Valencia in the central square of the municipality of Valencia on November 8, 2019.

The purpose of these neighborhood meetings is to positively connect all the members of the Valencian municipality, offer recreational activities and promote spaces for discussion that allow projecting improvements for the entire community.

It is estimated that the IV Neighborhood Meeting of Valencia will last 6 hours and count with the participation of approximately 150 men, women, boys and girls.

I remain at your disposal to schedule an informative meeting in case you consider it necessary, and I thank you in advance for your kind attention.

Sincerely, Tamara Nuñez Fuertes

President of the Organizational Committee of the IV Neighborhood Meeting of Valencia

References

1. "Models of letter of resignation from work" in the Directorate of Labor of the Government of Chile. Retrieved on November 1, 2019 from the Department of Labor of the Government of Chile: dt.gob.cl
2. "Formal letter" in Educational Portal. Retrieved on November 1, 2019 from Portal Educativo: portaleducativo.net
3. "Formal letter" in Wikipedia. Retrieved on November 1, 2019 from Wikipedia: wikipedia.org
4. "Structure of a formal letter" on YouTube. Retrieved on November 1, 2019 from YouTube: youtube.com
5. "Model of writing to communicate a voluntary withdrawal" in I understand. Retrieved on November 1, 2019 from I understand: loentiendo.com
6. "Keys to creating an excellent request letter and how to write the most frequent requests" in Management. Retrieved on November 1, 2019 from Gestión: gestion.org
7. "Model letter to present to the Treasury accompanying the rectifying invoices" at the Accounting, Tax and Financial Desk. Retrieved on November 1, 2019 from the Accounting, Fiscal and Financial Desk:Deskcontable.es
8. Beare, K. “Structure of a Formal Letter” in Thought & Co. Retrieved on November 1, 2019 from Thought & Co: thoughtco.com
9. "How to Write a Formal Letter" on WikiHow. Retrieved on November 1, 2019 from WikiHow: wikihow.com