How to write a formal letter 📝 | All you need to know!

Summary

This script explains the key features and rules of formal language, essential for professional settings like workplace presentations, business correspondence, or formal letters. It covers the importance of full sentences, avoiding contractions, idioms, phrasal verbs, and abbreviations. It also highlights the use of passive voice and the avoidance of exclamation marks and imperatives. The script provides guidance on the structure of a formal letter, including appropriate greetings, body content, and formal closings. The emphasis is on clarity, professionalism, and politeness in formal communication.

Takeaways

• 😀 Formal language is used in professional or important situations, such as business meetings or official correspondence.
• 😀 Formal writing requires full sentences with correct grammar and vocabulary, avoiding contractions like 'I'd' and using 'I would' instead.
• 😀 Idioms should be avoided in formal language as they are more suitable for informal contexts.
• 😀 The passive voice is commonly used in formal language to emphasize actions rather than the person performing them (e.g., 'The document has been signed').
• 😀 Phrasal verbs should be replaced with more formal alternatives (e.g., 'look into' becomes 'investigate').
• 😀 Abbreviations like 'ASAP' are not used in formal writing; instead, the full phrase 'as soon as possible' should be used.
• 😀 Exclamation marks should be avoided in formal language to maintain a professional tone.
• 😀 Imperatives are not used in formal language; polite alternatives like 'You may' or 'Please' should be used instead.
• 😀 A formal letter begins with a proper greeting: 'Dear Sir/Madam' or 'Dear Mr./Mrs. [Surname]', depending on the recipient's identity.
• 😀 A formal letter includes specific sections: a greeting, an opening sentence, the purpose of the letter, body paragraphs with detailed points, a closing sentence, and a formal sign-off.
• 😀 The letter should follow a specific layout: writer's address and date on the top right, recipient's address on the left, and clear paragraph breaks for each point.

Q & A

What is formal language typically used for?

Formal language is used in professional or important situations, such as giving a presentation at work, communicating with colleagues, or writing a letter to a boss.

Why do we avoid contractions in formal language?

Contractions are considered informal. In formal language, we use full words like 'I would' instead of 'I'd' to maintain a professional tone.

What role does the passive voice play in formal language?

The passive voice emphasizes the action being done rather than the person performing the action. For example, 'The documents have been signed' focuses on the action, not the signer.

Why are idioms avoided in formal language?

Idioms can sound casual or unclear in professional writing. Formal language prefers clear, direct expressions, without relying on figurative language.

How are phrasal verbs treated in formal language?

Phrasal verbs are avoided in formal language because they are often seen as informal or conversational. Instead, formal equivalents are used, such as 'investigate' instead of 'look into'.

What should be used instead of abbreviations like 'ASAP' in formal language?

In formal language, abbreviations like 'ASAP' should be avoided. The full phrase, 'as soon as possible', should be used instead.

Are exclamation marks used in formal language?

No, exclamation marks are avoided in formal language. It is considered unprofessional and too emotional for formal communication.

How should imperatives be framed in formal language?

Instead of direct commands (imperatives), formal language uses polite phrases. For example, instead of 'Complete the form,' one could say 'You may complete the form.'

What is the correct salutation when you do not know the recipient's name?

If the recipient’s name is unknown, the salutation 'Dear Sir/Madam' is used as a general greeting.

What is the typical closing phrase in a formal letter when the recipient's name is known?

When the recipient's name is known, the letter should close with 'Yours sincerely.' If the name is unknown, 'Yours faithfully' is used instead.