How to write a Formal letter or Business letter

Summary

This video script offers a comprehensive guide to writing formal or business letters, a skill that remains relevant despite the prevalence of emails. It outlines the basic structure, including the sender's and recipient's contact information, the date, and the letter's layout. The script emphasizes the importance of a proper greeting based on the relationship with the recipient and provides tips for crafting a clear, concise, and polite letter body. It also advises on appropriate closings and the inclusion of any additional documents. The video aims to ensure viewers can write effective letters that make a professional impression.

Takeaways

• 💼 In the digital age, formal letters are still necessary for certain occasions, despite emails being the primary mode of communication.
• 📝 The sender's contact information should be placed at the top left corner of the letter, including name, address, city, postal code, phone number, and email address.
• 📅 The date of composition should be written just below the sender's contact information.
• 🏢 The recipient's information, including name, address, city, and postal code, should be placed on the top right or left side of the letter.
• 📝 Ensure accuracy in spelling and formatting to project consistency and interest.
• 📝 Use a formal and appropriate greeting based on the recipient's name, gender, and your relationship with them.
• 📝 If the recipient's name is known, use 'Dear' followed by their last name; if not, use 'Dear Sir or Madam' or 'To Whom It May Concern'.
• 📝 The body of the letter should be clear, concise, and divided into an introduction, details, and a conclusion.
• 📝 The closing salutation should match the opening and maintain the letter's tone, with 'Yours faithfully' used when the recipient's name is unknown, and 'Yours sincerely' when it is known.
• ✍️ Sign the letter, then write your full name below the signature, and mention any enclosed documents in the body of the letter.

Q & A

What has largely replaced the need to write formal or business letters in today's digital world?

Emails have largely replaced the need to write formal or business letters.

What is the term used for the person who sends a letter?

The person who sends a letter is called the sender.

What is the term used for the person who receives a letter?

The person who receives a letter is called the recipient.

Where should your contact information be placed when writing a letter?

Your contact information should be written at the top left corner of the letter.

What details should be included in the contact information section of a letter?

The contact information section should include your full name, address, city of residence, postal code, phone number, and email address.

What is the significance of a proper greeting in a formal letter?

A proper greeting sets the tone of the letter and is based on factors such as the relationship with the recipient and their gender.

How should you address a recipient whose gender you know in a formal letter?

Use a formal salutation based on the recipient's gender followed by their last name, avoiding the use of their first name unless you know them personally.

What is the appropriate way to address a recipient whose gender is unknown?

If the gender is unknown, it is preferable to write out their full name, such as 'Dear Robin Adams', instead of using 'Mr.' or 'Ms.'.

What are some expressions that can be used if the recipient's name is not known?

If the recipient's name is not known, expressions such as 'Dear Sir or Madam' or 'To Whom It May Concern' can be used.

How should the main body of a formal letter be structured?

The main body of a formal letter should be clear and concise, divided into an introduction, a section providing specific details, and a conclusion that thanks the recipient and may ask for a response or meeting.

What are the two most common closing salutations used in formal letters?

The two most common closing salutations are 'Yours faithfully' and 'Yours sincerely'.

What should you do after writing the closing salutation in a formal letter?

After the closing salutation, you should sign the letter, and then write your full name below the signature.