Although letter writing has been displaced in the personal field as a result of the evolution of technology, it is a form of communication that is still present in the professional or academic field. Then, the tone of the text is formal. It is an aspect that should be taken into account, for example, when writing a presentation letter. How to write a formal letter? In Formación y Estudios we give you the keys.
1. Formal greeting
Every letter has an introduction. When the content of the text has a formal tone, it can present the following formula: Dear…”. Before the formal greeting, you can also leave a space for a small header containing the main data of the recipient of the message. Said heading must indicate your name and the position you hold in the institution.
2. First paragraph
The first paragraph should contextualize the reason for the message. Definitely, It is key to synthesize the matter. It is important not to beat around the bush because simplicity reinforces clarity. In this way, the recipient understands the meaning and intention of the message he is reading.
3. Structure the letter in paragraphs and short sentences
A formal letter makes a first impression even when the recipient has not yet read the heading. The presentation of the text and the way it is organized also communicates one information. How to increase clarity in the organization of main and secondary ideas?
There is a very simple scheme that you can use as a guide or as inspiration: the combination of short paragraphs that are made up of sentences that are not excessively long. Each paragraph should present a main idea that is perfectly clear when reading the text.
4. Expand vocabulary
The writing of a formal letter requires several revisions to polish the details and correct some imperfections. For example, it is advisable to look for new synonyms to avoid repetition of concepts in a short snippet of text. The letter conveys valuable information for what the author expresses, but also for the way in which the message is written.
5. Development of the text
As we have indicated, the first paragraph is the one that contextualizes the subject of the letter. Well, the second paragraph can be key to deepen what was stated in the previous section, but without falling into the effect of repetition. For example, if you want to write a cover letter to apply for a job, list the most relevant reasons why you think you are a good candidate for the position.
6. Closing the message
The writing of a formal letter, like any other type of communication, has an intention and pursues an objective. That is, you can use a formula that reminds the interlocutor that you are waiting for an answer. For example, if you have written a professional cover letter show your availability for a possible job interview or to finalize a collaboration.
Write a formal letter that is less than a paragraph in length. Save the document for a few days or hours before sending it. This way, you can reread it to make final modifications.
7. Farewell
What is the most used formula in a formal letter? For example, you can dismiss the message as follows: sincerely. Then sign the content.
It should be noted that there is no single correct way to write a formal letter. In fact, it is recommended that the writing have some original detail in the way of writing it or in the way of presenting it. In this way, you can arouse the interest of the recipient (who reads many other formal letters throughout the professional routine).