application letter is it formal or informal letter

How to Write an Effective Application Letter [with Example & Tips]

By Sheila Kravitz

11 min read

An application letter is a vital document in any job seeker’s arsenal, at the same level of importance as resumes and cover letters. It’s often an applicant’s first point of contact with recruiters and hiring managers .

So, how do you write an effective job application letter to highlight your skills and experience, capture the potential employer’s attention, and increase your chances of getting a job? These are the questions that we’re going to answer in this article while also giving you concrete examples and expert tips that’ll make your letter shine.

Without further ado, let’s jump right in!

Key Takeaways

An application letter is a document similar to a cover letter or a resume that job seekers submit when they are interested in a role .

The document is similar to a cover letter example , and it should follow business letter formatting .

Before writing an application letter, you should research the company and read the job ad to find out which skills and qualifications are needed.

An introductory paragraph should be attention-grabbing , highlighting the amount of work experience you have and at least one highly impressive accomplishment.

The middle portion of the document should be all about your skills and achievements relevant to the job.

A call to action toward the end of the letter increases your chances of being invited for an interview.

What is a Job Application Letter?

A job application letter is a document that’s in many ways similar to a cover letter. It’s written and sent with the purpose of applying for a job . As such, it should convey valuable information about your skills, experience, and motivation for the role that you’re applying for.

However, while a cover letter is a supplementary document to a resume , a job application letter is typically a standalone document and should be sent without additional attachments. As a result, it needs to be longer and more detailed than a cover letter.

Still, an application letter should be a concise, one-page document that serves as an elevator pitch. Use it to get in touch with potential employers and make a lasting first impression that can secure you an interview and expedite the hiring process.

The Best Way to Format Your Job Application Letter

The best way to format your job application letter is to follow the business letter format and layout . This includes organizing the information in a specific way and ensuring that your document is visually clean.

Here’s how to arrange the information in your application letter:

Job Application Letter Format

Contact information

A formal salutation

A catchy introductory paragraph

The middle portion, with your skills and achievements

A closing paragraph with a call to action

A cordial letter closing with your sign-off

This is the optimal structure to follow when writing a job application letter, as it gives hiring managers the chance to see what they want to see exactly when they want to.

Now let’s see how you can create an impeccable layout for your application letter:

Job Application Letter Layout Guidelines

Your document should be one page long .

Choose an appropriate font for your application letter, like Calibri or Helvetica.

Set the font size between 10 and 12 pt.

Adjust margins to at least 1 inch on all sides.

Use 1.0 or 1.15 line spacing and insert an additional line between paragraphs.

Align text to the left or use justified alignment.

A Step-by-Step Guide to Writing a Perfect Application Letter

Let’s learn how to write an application letter for a job with a step-by-step guide that’ll show you how to craft every part of it.

#1. Research the Company

Researching the company is the first step before you even start writing your application letter . This is crucial, as your document has the best chance of garnering attention from hiring managers if it’s tailored and relevant to the position that you’re applying for.

That’s because every job is different, and even similar roles within the same industry require different sets of skills and experiences. By looking into the organization that you want to join, examining the job ad, and paying attention to the requirements, you’ll be able to pinpoint exactly what hiring managers and employers look for in candidates .

After that, you’ll be able to lean on those experiences, as well as the hard and soft skills that you know are necessary for the job. That’ll set you apart from other candidates with generic application letters that don’t entirely match the posted requirements.

#2. Write an Introduction

Writing a strong introductory paragraph is one of the most important steps in the process of crafting an application letter. It’s your way of grabbing the reader’s attention and persuading them to check out the rest of your document.

Hiring managers are busy professionals and sometimes merely skim through application letters , spending just a couple of seconds on each. That’s why you want the first few sentences to be as captivating as possible.

Use this paragraph to mention the position that you’re applying for, emphasize how much experience you have , and highlight one or two particularly notable accomplishments.

Here’s an example:

Introduction Example

I am writing to express my interest in the architect position at Sky Vision Inc., as advertised on your website. With more than 11 years of experience in residential design and project management, as well as a Global Award for Sustainable Architecture under my belt, I am confident that I’ll be able to contribute to your esteemed organization and lead your large-scale projects.

#3. Emphasize Your Skills & Achievements

Once you have the hiring manager’s attention, it’s time to impress them with your unique skills and achievements . Remember that the goal is to be as relevant as possible, so focus on those accomplishments that indicate how you are going to perform in their company should they hire you.

One of the best ways to make this part of your application letter pop is to use numbers for quantification . They add measurable value to your accomplishments, adding credibility to them and making them stand out in the eyes of hiring managers.

Let’s see that in an example:

Emphasize Skills & Achievements Example

I have a proven track record of handling more than 50 projects from inception to completion, within budget, and with no missed deadlines. One of my biggest accomplishments was carrying out a $35 million project and achieving a delivery time 13% faster than the industry standard.

#4. Say Why You’re a Good Fit for the Role

In addition to accentuating your skills and experience, you should stress that you’re the perfect person for the role you’re applying for. This builds on the summary of qualifications that you already talked about to show potential employers how they are going to benefit from hiring you .

To achieve this goal, you can point out the moments when your previous employers prospered from your work , such as how you helped them gain new clients, boost their revenue, improve their business, and more.

Why You’re a Good Fit for the Role Example

Exceptional skills in design software like AutoCAD and Revit, coupled with a commitment to green and user-centric architecture, garnered me a 96% user satisfaction rate and an increase in the company’s repeat business by 67%.

#5. Close Your Letter With a CTA

You should take the opportunity to include a call to action (CTA) toward the end of your application letter. A CTA is a marketing term describing something created to elicit a response .

In terms of an application letter, a CTA can be an invitation for hiring managers to contact you for a job interview . This one simple sentence can vastly improve your chances and secure you the next step in the hiring process.

Close the Letter With CTA Example

Thank you for your time. I would love the opportunity to discuss my qualifications over an interview and explain further how I could contribute to your organization.

Let’s put what we’ve learned into practice and check out a complete application letter example :

Application Letter Example

3 Tips for Crafting an Effective Job Application Letter

Let’s wrap it up with a couple of expert tips that’ll help you craft the best application letter for a job vacancy:

Job Application Letter Writing Tips

Show that you’re interested in the company. Mention something specific about the organization that you want to join that compelled you to apply to them in particular. That’ll set you apart from the competition, as it shows true passion and indicates that you’re already familiar with their work.

Address the reader by their name. Greeting the reader by their name creates a connection right from the get-go. It’s a great way to build rapport and show that you went the extra mile to research the company.

Write a new job application letter for every position. Don’t submit the same application letter every time you apply for a new job. Even slight modifications can still make your document look generic. For maximum chances with recruiters, your best bet is to write a new one every time.

Final Thoughts

Writing a strong application letter is a skill in and of itself. It represents a combination of research skills, communication skills , writing skills , attention to detail, and more. However, learning this ability is crucial, as it opens doors to invaluable opportunities and helps you move your career in the right direction.

Fortunately, learning to write this document is not that difficult once you understand the basics . The format and layout remain the same, regardless of the career or role that you’re applying for. One application letter sample works for any position; you just need to adapt it to suit your needs.

That’s why we’ve provided step-by-step instructions and a complete example of an application letter, arming you with all the knowledge you need. Best of luck getting the job of your dreams!

Application Letter FAQ

#1. when do you need a job application letter.

You need a job application letter when you’re applying for a role , and you want to stand out among the competition. This document serves as a testament to your skills and experience, and its goal is to portray you as a qualified candidate who’s perfect for the job.

#2. Is a letter of application the same as a cover letter?

A letter of application is not the same as a cover letter , but they share many similarities. The two documents have the same formatting, and both convey valuable information about your competence. However, a cover letter supplements your resume, while an application letter is a standalone and more comprehensive document.

#3. How do I write an application letter that stands out?

To write an application letter that stands out, focus on the skills and accomplishments that are relevant to the job that you’re applying for . Use an attention-grabbing introductory paragraph and include a call to action toward the end. Finally, leverage numbers to add measurable value to your achievements.

Create your cover letter once, use it everywhere

10 Differences Between Formal & Informal letters With Examples

Table of Contents

Distinguishing between formal and informal letters is vital for effective communication in diverse scenarios. Whether you’re drafting a professional document or engaging in personal correspondence, understanding the contrasting features of these letter types is crucial.

This article unveils the unique qualities that shape formal and informal letters, helping you with the knowledge to adapt your writing style accordingly.

What are formal and informal letters?

Formal letter: .

A formal letter is a professional and structured form of written communication commonly used in official, business, and professional contexts. It follows specific guidelines to maintain a formal tone and language. Formal letters are used for purposes like job applications, business correspondence, legal issues, and even for order letters , where individuals or organizations place specific requests for products in a formal manner. 

They stick to a structured format, use formal greetings and salutations, avoid abbreviations, and follow a clear introduction, body, and conclusion. Formal letters often require documentation, end with a formal closing, and are signed by the sender. 

Informal letter:

An informal letter is a personal means of communication exchanged among friends, acquaintances, or personal connections. It has a casual and relaxed tone, allowing the writer to express thoughts, feelings, and experiences in a friendly and conversational manner.

There are no strict formatting rules or structure, giving the writer the freedom to personalize the letter. Informal letters begin with a warm greeting, delve into various topics in the body, and use personal language, including slang and idioms. They typically end with a closing phrase or signature. Informal letters foster intimacy and connection between individuals.

Comparison table for formal Vs informal letters 

Features of formal and informal letter writing, features of formal letter.

• Salutation: Formal letters start with a respectful salutation, such as “ Dear Mr./Mrs./Ms. ” followed by the recipient’s last name and appropriate title.
• Introduction: The introductory paragraph of a formal letter serves to establish the purpose of the letter and provide context.
• Body: The body of a formal letter contains the main content and is divided into clear and concise paragraphs.
• Language and Style: Formal letters employ formal language and adhere to grammatical rules and conventions.
• Respectful and Polite Language: Formal letters maintain a tone of respect and politeness throughout the communication.
• Enclosures and Attachments: If there are any additional documents or attachments accompanying the letter, formal letters mention them by stating “ Enclosure ” or “ Attachment ” followed by a list of the included items.

Features of informal letter writing

• Salutation: Informal letters often begin with a casual salutation, such as “ Dear [Recipient’s Name], ” “ Hey, ” “ Hi, ” or even a personal nickname.
• Personal Introduction: The introductory paragraph of an informal letter sets a warm and personal tone.
• Narrative Style: Informal letters often include storytelling elements , anecdotes, and personal experiences.
• Casual Tone: Informal letters adopt a relaxed and conversational tone, creating a friendly atmosphere between the writer and the recipient.
• Paragraphs and Organization: While informal letters don’t follow a rigid structure, they are still organized into paragraphs.

10 Main differences between formal and informal letters (Detailed explanation)

1/ tone and language:.

Formal Letters: Formal letters require a professional tone and language. They are typically used in business, academic, and official settings. The tone should be respectful and courteous, maintaining a sense of professionalism throughout. Language should be formal, using standard grammar and avoiding slang or colloquial expressions. The goal is to convey information clearly and professionally.

Informal Letters: In contrast, informal letters have a more conversational tone. They are typically used when writing to friends, family members, or acquaintances. The language used can be more relaxed and casual, allowing for personal expressions and informal phrases. Slang, abbreviations, and contractions are commonly used to create a friendly and relaxed atmosphere.

2/ Structure and formatting:

Formal Letters: Formal letters follow a standard format to maintain professionalism and clarity. They typically include the sender’s and recipient’s addresses, dates, subject lines, and a formal salutation. The letter’s body is structured into paragraphs, with each paragraph dedicated to addressing a specific point. A formal closing phrase is used, followed by the sender’s signature and printed name. The structure ensures a logical flow of information and makes it easier for the recipient to navigate the content.

Informal Letters: Informal letters possess a flexible structure in contrast to formal letters. While there is no strict format, they usually consist of an introduction, body, and conclusion. The structure can be less formal and more relaxed, allowing for a free-flowing conversation-like style. Informal letters may not include addresses, subject lines, or formal salutations. The closing can be more casual and personalized, depending on the relationship with the recipient. The purpose is to convey thoughts and feelings in a less structured manner.

3/ Audience and purpose:

Formal Letters: Formal letters are typically written for professional or official purposes. They are directed towards individuals or organizations with whom you have a formal or business relationship. The audience for formal letters includes employers, colleagues, government officials, academic institutions, or other formal entities. The purpose of formal letters can vary widely, such as applying for a job, making a complaint, requesting information, or submitting official documents. The tone and language used in formal letters are tailored to maintain professionalism and respect.

Informal Letters: Informal letters are usually intended for personal connections, including family members, or acquaintances. The audience consists of individuals with whom you share a more casual and informal relationship. The purpose of informal letters is often to catch up, share personal news, express emotions, or simply engage in friendly conversation. Informal letters provide the opportunity to showcase your personal voice and connect on a more personal level.

4/ Use of greetings and salutations:

Formal Letters: In formal letters, the use of greetings and salutations follows a more structured and respectful approach. Common formal greetings include “ Dear Mr./Ms./Dr. ” followed by the recipient’s last name. If the recipient’s gender is unknown, it is acceptable to use the full name without a title. For example , “Dear Alex Smith” or “Dear Jordan Taylor.” The salutation at the end of the letter is typically more formal, using phrases such as “Yours sincerely” or “Yours faithfully” followed by the sender’s full name.

Informal Letters: Informal letters allow for a more relaxed and casual approach to greetings and salutations. Depending on the relationship with the recipient, informal greetings can include variations like “ Hi [Name], ” “ Hello [Name], ” or even a simple “ Hey. ” For close friends or family members, more informal greetings like “ Dear [Name], ” “ My dearest [Name], ” or even using nicknames are common. The salutations in informal letters are more flexible and can range from casual phrases like “ Best regards ” or “ Take care ” to more personalized closings like “Love,” “Warmly,” or simply signing off with the sender’s first name.

5/ Length and level of detail:

Formal Letters: Formal letters generally require a more concise and to-the-point approach. They tend to be more structured and focused on conveying specific information or addressing a particular matter. The length of formal letters varies depending on the complexity of the subject but is typically kept within a reasonable limit. The level of detail provided in formal letters is sufficient to communicate the necessary information without excessive elaboration. Clarity and precision are prioritized in order to maintain professionalism and avoid ambiguity.

Informal Letters: In comparison, informal letters allow for greater flexibility in terms of length and level of detail. They can be shorter or longer, depending on the purpose and the depth of the conversation. Informal letters frequently incorporate personal experiences, facilitating a relaxed and informal writing style rather than formal writing . The level of detail can be more extensive, as the purpose of informal letters is often to share experiences, emotions, or thoughts in a more expressive and conversational manner.

6/ Use of contractions and abbreviations:

Formal Letters: In formal letters, the use of contractions (such as “ don’t ,” “ can’t ,” and “ won’t “) and abbreviations should be avoided. The focus is on maintaining a professional and precise tone and using full words and phrases is preferred. This helps ensure clarity and avoids any potential confusion or misunderstandings.

Informal Letters: Informal letters allow for the use of contractions and abbreviations, as they contribute to a more casual and conversational style. Contractions like “ don’t ,” “ can’t ,” and “ won’t ” are commonly used, as well as abbreviations like “ LOL ” (laugh out loud), “ BTW ” (by the way), or “ OMG ” (oh my god). These informal language elements add a sense of familiarity and informality to the letter, reflecting a relaxed and friendly tone.

Valuable Tip: When deciding whether to use contractions and abbreviations, consider the level of formality desired in the letter and the nature of the relationship with the recipient.

7/ Proofreading and editing conventions:

Formal Letters: Formal letters require careful proofreading and editing to ensure accuracy, clarity, and professionalism. Reviewing the letter for spelling, grammar, and punctuation errors is essential. Attention should be given to the proper use of capitalization, consistent formatting, and adherence to formal writing conventions . Proofreading helps to eliminate any potential mistakes or ambiguities that may detract from the professionalism of the letter.

Informal Letters: While proofreading is still important in informal letters, the level of strictness may be more relaxed. Informal letters allow for a more conversational and casual style, and minor errors may be more forgivable. However, it is still advisable to review the letter for any glaring mistakes or miscommunications.

8/ Use of formal or informal sentence structures:

Formal Letters: In formal letters, the use of formal sentence structures is preferred. This includes using complete sentences with proper subject-verb agreement and clear, concise language. Formal sentence structures ensure clarity and professionalism in communication. Avoiding sentence fragments and run-on sentences helps maintain a formal tone and effectively conveys the intended message.

Informal Letters: In informal letters, sentence structures can be more flexible and varied. Informal writing allows for the use of conversational sentence structures, including fragments, colloquial expressions, and even the occasional use of incomplete sentences. Informal letters often mirror the natural flow of conversation and reflect a more relaxed and casual style. 

9/ Cultural and contextual considerations:

Formal Letters: In formal letters, it is important to consider cultural and contextual norms. Different cultures may have specific expectations regarding language, etiquette, and formality in written communication. Understanding and respecting these cultural nuances is crucial to ensure effective communication and avoid any unintentional misunderstandings or offenses.

Informal Letters: In informal letters, cultural and contextual considerations are still relevant, but they may have less impact compared to formal letters. The level of formality and cultural nuances can vary depending on the nature of the relationship and the familiarity between the sender and recipient. 

10/ Documentation and references (e.g., citations, footnotes):

Formal Letters: In formal letters, especially those related to academic or professional contexts, it may be necessary to include documentation and references to support claims or provide additional information. This includes citing external sources, referring to relevant research or literature, and providing proper attribution when using someone else’s work or ideas. Additionally, depending on the field or organization’s requirements, formal letters often follow specific citation styles, such as APA (American Psychological Association) or MLA (Modern Language Association).

Informal Letters: In informal letters, the need for formal documentation and references is generally less common. Informal letters tend to focus more on personal experiences, opinions, and casual conversations rather than citing external sources. While informal letters may still reference shared experiences or previous conversations, the need for formal citation styles or footnotes is typically unnecessary.

Examples of Formal and Informal letters

Example of a formal letter.

The above-written letter is a sample of a real formal letter written in a well-structured format for product purchase returns. The purpose of the above letter is to inform the seller about the product failure. 

Example of an Informal letter

The above-written letter is a sample of an informal letter written for the purpose of gathering information from the recipient. 

Similarities between formal and informal letters 

Although formal and informal letters have several differences, there are also some similarities between the two types:

Common Ground between Formal and Informal Letters:

1/ Use of written communication: Both formal and informal letters rely on written communication as a means of conveying messages and information.

2/ Structure: Both types of letters generally follow a similar basic structure, consisting of an introduction, body, and conclusion.

3/ Addressing the recipient: Both formal and informal letters address the recipient directly, establishing a sense of personal connection.

4/ Clear communication: Both types of letters aim to clearly communicate thoughts, ideas, or requests to the recipient.

5/ Importance of proofreading: Both formal and informal letters benefit from proofreading and editing to ensure clarity, correctness, and professionalism.

6/ Attention to grammar and spelling: Both formal and informal letters require attention to proper grammar, punctuation, and spelling to maintain clarity and professionalism.

7/ Signature: Both types of letters typically include a handwritten or digital signature to provide a personal touch.

What are the benefits of each letter? 

Benefits of formal letters.

• Clarity and Precision: Formal letters help in providing clear instructions, making formal requests, or submitting official documents, ensuring that the message is conveyed accurately.
• Documentation: Formal letters serve as important documentation in various contexts which is not possible in using the style of oral communication . They establish a written record of communication that can be referenced later for clarity and legal purposes.
• Professional Opportunities: Formal letters, such as cover letters and job applications, play a crucial role in presenting qualifications, experiences, and skills to potential employers. 

Benefits of informal letters

• Informal Networking: Informal letters can also contribute to informal networking by establishing connections and social circles. 
• Expression of Emotions: Informal letters provide a platform to express emotions, share experiences, and convey personal thoughts. They enable individuals to freely express themselves, providing an outlet for self-reflection and emotional release.
• Flexibility and Creativity: Informal letters offer flexibility in terms of structure, language, and content. 

When should we use each type of letter? 

The usage of formal and informal letters may vary based on cultural norms, specific contexts, and individual preferences. Following are a few verticals where each type of letter is used. 

When to Use Formal Letters:

• Business correspondence (e.g., job applications, cover letters, resignation letters)
• Professional inquiries and requests
• Complaints or disputes with a formal institution or authority
• Formal invitations or announcements
• Official letters to government agencies or officials
• Academic or research-related communication
• Legal or contractual matters
• Formal letters of recommendation or reference

When to Use Informal Letters:

• Personal correspondence with friends, family, or acquaintances
• Casual invitations or social event planning
• Thank-you notes or letters of appreciation
• Catching up with someone or sharing personal news
• Congratulatory or celebratory messages
• Casual requests for information or favors
• Sharing personal anecdotes or stories
• Informal letters of recommendation or reference for non-professional contexts

Difference between informal and semi-formal letters 

When it comes to letter writing, understanding the differences between informal and semi-formal letters is also crucial. Let’s explore this further by comparing 10 key differences between informal and semi-formal letters in the table below.

Difference between formal, informal, and personal letters

Difference between formal letter and email.

Formal letters and emails are two common forms of written communication used in professional and official contexts. While both serve similar purposes, there are distinct differences between the two. 

Formal letters are traditionally written on paper, whereas emails are electronic messages sent through digital platforms. In terms of tone and language, formal letters adhere to a strict and professional style. They utilize formal language, proper grammar, and a respectful tone. On the other hand, emails have a more conversational and informal tone. While they still require proper grammar and clarity, emails allow for a more relaxed style of writing. 

Another significant distinction lies in the speed and convenience of communication. Formal letters often require more time for composing, printing, and delivery. Emails, on the other hand, offer instant delivery and quicker response times. Overall, while both formal letters and emails serve as means of professional communication, their differences lie in their medium, tone, language, structure, and speed.

Related Reading: Importance of email in business communication

Difference between essay and formal letters

Essays and formal letters differ in structure, style, and content. Essays present arguments and analyze topics, featuring an introduction, body paragraphs, and a conclusion. In contrast, formal letters have a specific format for professional communication. They are concise, focused, and convey information directly. Essays explore ideas extensively, while formal letters serve specific purposes efficiently. Understanding these differences helps writers adapt their approach and style accordingly.

Article Vs formal letter 

Articles and formal letters differ in purpose, audience, and style. Articles aim to inform or engage a broad readership, utilizing a structured format and incorporating research. They can be creative and expressive. In contrast, formal letters target specific recipients for professional or official matters. They follow a prescribed format  and  utilize formal language while upholding a tone of respect.

Importance of effective letter writing 

• Effective letter writing enhances communication by allowing for deeper expression of emotions, thoughts, and ideas.
• Well-written letters stand out in digital time, conveying thoughtfulness and personal connection.
• Letters play a significant role in professional settings, representing the organization’s image and fostering strong relationships with clients, customers, and stakeholders.
• Letter writing serves as documentation, capturing important moments and experiences.
• The process of drafting and editing letters enhances writing skills, including language proficiency, grammar, and critical thinking.

Tips for writing effective formal and informal letters 

Tips for writing formal letters:.

1/ Format the letter correctly: Follow a standard business letter format. Include your address, date, recipient’s address, salutation, body paragraphs, closing, and signature.

2/ Be concise and to the point: State your purpose clearly and concisely. Avoid unnecessary details or lengthy explanations. 

3/ Organize your thoughts logically: Present your ideas in a structured manner. Use paragraphs for different topics or points, and ensure there is a logical flow between them.

4/ Proofread for errors: Check your letter for grammatical, spelling, and punctuation errors. 

5/ Include relevant details: Provide any necessary information or documents the recipient may require.

Tips for Writing Informal Letters:

1/ Initiate the letter with a friendly greeting : Commence the letter by addressing the recipient with a personalized greeting.

2/ Be warm and expressive: Show your emotions and enthusiasm in your writing. Use words and phrases that reflect your feelings or convey your excitement.

3/ Keep it concise: Informal letters should be relatively brief.

4/ Use appropriate language: While informality is allowed, avoid using offensive or inappropriate language.

5/ End on a positive note: Conclude the letter with a warm closing, such as “Best regards,” “Take care,” or “Looking forward to hearing from you.” 

Frequently Asked Questions

Q1) what are the differences between formal letters, informal letters, and semi-formal letters .

Ans: Formal letters are professional and follow a specific format. They are used for official correspondence. Informal letters are personal, casual, and more flexible in format and language. They are written to known connections, family, or acquaintances. Semi-formal letters strike a balance between the two, with a professional yet friendly tone. They are used in situations that require professionalism but still maintain a level of familiarity.

Q2) What is the difference between a formal letter and application? 

Ans: A formal letter is a structured communication used for official or professional purposes, while an application is a specific type of formal letter written to apply for a job or opportunity, presenting qualifications and skills.

Q3) What are the 3 differences between formal and informal letters? 

Ans: Formal and informal letters differ in tone, structure, and content. Formal letters are professional and structured, using polite language. Informal letters are more relaxed, with a conversational tone and flexible structure. Formal letters pertain to official matters, while informal letters focus on personal communication.

Q4) Which letter is more easy, formal or informal? 

Ans: Informal letters are generally easier due to their relaxed, conversational tone, while formal letters require adherence to conventions and a professional tone.

Q5) What is the difference between formal and informal reports?

Ans: Formal reports are structured according to a specific format and utilize formal language. They include extensive research and analysis. Informal reports are casual, flexible in structure, and use simpler language. They are shorter, more conversational, and commonly used for internal communication within organizations. Understanding the difference between formal and informal reports ensures the effective delivery of the message to the intended audience. 

Q6) What are the 3 different types of letters? 

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• Key Differences

Know the Differences & Comparisons

Difference Between Formal and Informal Letter

On the contrary, informal letters are written to friends and relative for personal communication and uses a casual or an emotional tone. The article excerpt presents you all the important differences between formal and informal letters in a detailed manner.

Content: Formal Vs Informal Letters

Comparison chart, definition of formal letters.

A formal letter is any letter written in the professional language, with a prescribed format for a formal purpose, i.e. it can be a recommendation letter, enquiry letter, complaint letter, cover letter and so on. All business letters are formal, but vice versa is not possible. Such letters are used for a variety of reasons like a formal invitation, proposal, reference, making a complaint or inquiry, applying for a job. While writing a formal letter one should keep in mind the following things:

• It should be in specified format.
• It should avoid the use of unnecessary words.
• It should be straight to the point.
• It should be relevant and objective.
• It should be complex and thorough.
• It should be polite, even if it is a complaint letter.
• It should be free from any mistakes, i.e. grammatical or spelling.

There are three types of formal letters, i.e. business letters, letters for outlining civic problems and job applications.

Definition of Informal Letters

An informal letter is a letter written to someone; we know fairly well. The letter can be used for some reasons like conveying message, news, giving advice, congratulate recipient, request information, asking questions, etc. It is a personal letter, written to whom you are familiar with, like friends, siblings, parents or any other closed one. There is no specific format prescribed for writing this letter.

While writing an informal letter, one can afford to be friendly, and make use personal or emotional tone. Slang or colloquial terms, codes, abbreviations, etc. can also be used at the time of writing it, depending on the familiarity with the recipient.

Key Differences Between Formal and Informal Letter

The significant points of difference between formal and informal letters are discussed as under:

• A formal letter is one, written in formal language, in the stipulated format, for official purpose. A letter is said to be informal when it is written in a friendly manner, to someone you are familiar with.
• Formal letters are written for official or professional communication. On the other hand, informal letters are used for casual or personal communication.
• There is a manner prescribed for writing formal letters. As opposed to informal communication, which does not follow any format.
• Formal letters are usually written in the third person, however, for business letters, first person is used. On the contrary, informal letters are written in first, second and third person.
• Formal letters are used for writing letters to business, i.e. partners, suppliers, customers, clients, etc. , college or institute, employer, professionals, etc. As against this, we use informal letters for writing letters to friends, relatives, acquaintance, etc.
• While writing formal letters, we use passive voice. Conversely, an active and imperative voice is used.
• The sentences we use at the time of writing a formal letter are, long and complex. Unlike an informal letter, where we use short and simple sentences which are easy to interpret.
• The size of a formal letter should be concise; that does not include irrelevant matter. In contrast, the informal letter can be concise or large.
• Formal letters do not include contraction like (didn’t, can’t) and abbreviations rather it uses full forms. As compared to informal letters, which makes use of contraction, abbreviation, idioms, phrasal verbs and even slang and colloquial terms.

Video: Formal Vs Informal Letter

So, before start writing letter, first of all, you should identify, Who is your recipient? If you are having a professional relationship with the recipient, then you should go for a formal letter, whereas if the recipient is someone very close to you or you know the recipient well, then the informal letter is the right choice for you.

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• Career Planning
• Finding a Job
• Cover Letters

How to Write a Job Application Letter (With Examples)

What Is a Job Application Letter?

Tips for writing a job application letter, how to get started.

• Writing Guidelines
• What to Include in Each Section

Simple Formatting Using a Template

Tips for writing an effective letter, sample job application letter, sending an email application, review more letter examples.

Do you need to write a letter to apply for a job? Most of the time, the answer is yes. Even when employers don’t require a job application letter , writing one will help you highlight your skills and achievements and get the hiring manager’s attention. The only time not to send one is when the job listing says not to do so. It can help, and it definitely won't hurt to include an application letter with your resume.

A job application letter, also known as a cover letter , should be sent or uploaded with your resume when applying for jobs. While your resume offers a history of your work experience and an outline of your skills and accomplishments, the job application letter you send to an employer explains why you are qualified for the position and should be selected for an interview.

Writing this letter can seem like a challenging task. However, if you take it one step at a time, you'll soon be an expert at writing application letters to send with your resume.

Melissa Ling / The Balance

Before you begin writing your job application letter, do some groundwork. Consider what information you want to include, and keep in mind that space is limited.

Remember, this letter is making a case for your candidacy for the position. But you should do more than just regurgitate your resume. Instead, highlight your most relevant skills, experiences, and abilities.

Analyze the Job Posting

To include the most convincing, relevant details in your letter, you'll need to know what the employer wants.

The biggest clues are within the job advertisement, so spend some time decoding the job listing . Next, match your qualifications with the employer's wants and needs.

Include Your Most Relevant Qualifications

Make a list of your relevant experience and skills. For instance, if the job ad calls for a strong leader, think of examples of when you've successfully led a team. Once you've jotted down some notes and have a sense of what you want to highlight in your letter, you're ready to start writing.

Writing Guidelines for Job Application Letters

Writing a job application letter is very different from a quick email to a friend or a thank-you note to a relative. Hiring managers and potential interviewers have certain expectations when it comes to the letter's presentation and appearance, from length (no more than a page) and font size to style and letter spacing . Keep these general guidelines in mind, but always stick to any explicit instructions in the job listing or application portal.

Length: A letter of application should be no more than one page long. Three to four paragraphs are typical.

Format and Page Margins: A letter of application should be single-spaced with a space between each paragraph. Use 1-inch margins and align your text to the left, which is the standard alignment for most documents.

Font: Use a traditional font such as Times New Roman, Arial, or Calibri. The font size should be between 10 and 12 points.

What to Include in Each Section of the Letter

There are also set rules for the sections included in the letter, from salutation to sign-off, and how the letter is organized. Here's a quick overview of the main sections included in a job application letter:

Heading: A job application letter should begin with both your and the employer's contact information (name, address, phone number, email), followed by the date. If this is an email rather than an actual letter, include your contact information at the end of the letter, after your signature.

•   Header Examples

Salutation: This is your polite greeting. The most common salutation is "Dear Mr./Ms." followed by the person's last name. Find out more about appropriate cover letter salutations , including what to do if you don't know the person's name or are unsure of a contact's gender.

Body of the letter: Think of this section as having three distinct parts.

In the first paragraph , you'll want to mention the job you are applying for and where you saw the job listing.

The next paragraph(s) are the most important part of your letter. Remember how you gathered information about what the employer was seeking, and how you could meet their needs? This is where you'll share those relevant details on your experience and accomplishments.

The third and last part of the body of the letter will be your thank you to the employer; you can also offer follow-up information.

Complimentary Close: Sign off your email or letter with a polite close, such as "Best," or "Sincerely," followed by your name.

• Closing Examples

Signature: When you're sending or uploading a printed letter, end with your handwritten signature, followed by your typed name. If this is an email, simply include your typed name, followed by your contact information.

• Signature Examples

Overwhelmed by all these formatting and organization requirements? One way to make the process of writing a job application easier is to use a template to create your own personalized letters. Having a template can help save you time if you are sending a lot of application letters.

Be sure that each letter you send is personalized to the company and position; do not send the same letter to different companies.

• Always write one. Unless a job posting explicitly says not to send a letter of application or cover letter, you should always send one. Even if the company does not request a letter of application, it never hurts to include one. If they do ask you to send a letter, make sure to follow the directions exactly (for example, they might ask you to send the letter as an email attachment or type it directly into their online application system).
• Use business letter format. Use a formal business letter format when writing your letter. Include your contact information at the top, the date, and the employer’s contact information. Be sure to provide a salutation at the beginning and your signature at the end.
• Sell yourself. Throughout the letter, focus on how you would benefit the company. Provide specific examples of times when you demonstrated skills or abilities that would be useful for the job, especially those listed in the job posting or description. If possible, include examples of times when you added value to a company.

Numerical values offer concrete evidence of your skills and accomplishments.

• Use keywords. Reread the job listing, taking note of any keywords (such as skills or abilities that are emphasized in the listing). Try to include some of those words in your cover letter. This will help the employer see that you are a strong fit for the job.
• Keep it brief. Keep your letter under a page long, with no more than about four paragraphs. An employer is more likely to read a concise letter.
• Proofread and edit. Employers are likely to overlook an application with a lot of errors. Read through your cover letter, and if possible, ask a friend or career counselor to review the letter. Proofread for any grammar or spelling errors.

This is a job application letter sample.  Download the letter template (compatible with Google Docs or Word Online) or read the example below.

Sample Job Application Letter (Text Version)

Elizabeth Johnson 12 Jones Street Portland, Maine 04101 555-555-5555 elizabethjohnson@emailaddress.com

August 11, 2024

Mark Smith Human Resources Manager Veggies to Go 238 Main Street Portland, Maine 04101

Dear Mr. Smith,

I was so excited when my former coworker, Jay Lopez, told me about your opening for an administrative assistant in your Portland offices. A long-time Veggies to Go customer and an experienced admin, I would love to help the company achieve its mission of making healthy produce as available as takeout.

I’ve worked for small companies for my entire career, and I relish the opportunity to wear many hats and work with the team to succeed. In my latest role as an administrative assistant at Beauty Corp, I saved my employer thousands of dollars in temp workers by implementing a self-scheduling system for the customer service reps that cut down on canceled shifts. I also learned web design and timesheet coding, and I perfected my Excel skills. 

I’ve attached my resume for your consideration and hope to speak with you soon about your needs for the role.

Best Regards,

Elizabeth Johnson (signature hard copy letter)

Elizabeth Johnson

When you are sending your letter via email include the reason you are writing in the subject line of your message:

Subject Line Example

Subject: Elizabeth Johnson – Administrative Assistant Position

List your contact information in your signature, rather than in the body of the letter:

Email Signature Example

Elizabeth Johnson 555-555-5555 email@emailaddress.com

Review more examples of professionally written cover letters for a variety of circumstances, occupations, and job types.

CareerOneStop. " How Do I Write a Cover Letter? "

University of Maryland Global Campus. " Cover Letters ."

Formal and Informal Letter Format: The Definitive Guide

Whether you’re writing a letter to a friend or sending an official communication, it’s important to understand the differences between formal and informal letter formats. In this guide, we’ll cover everything you need to know about letter-writing formats, including their structures, tones, and purposes.

Letters have been a popular form of communication for centuries. With the rise of digital communication, the art of letter writing may seem to be dying, but there are still times when nothing but a letter will do. Knowing how to write a formal or informal letter can be essential for business or personal reasons.

Formal Letter Format

Informal letter format, differences between formal and informal letter format, when to use formal and informal letter formats, tips for writing effective letters.

Learn about formal letter format, a formal letter is written for official or professional purposes. This could be for a job application, a complaint letter, or any other communication that requires a formal tone.

The heading of a formal letter should include the sender’s name and address, followed by the date, the recipient’s name and address, and a subject line. The subject line should be concise and to the point, giving the recipient an idea of what the letter is about.

The salutation in a formal letter should be respectful and use the appropriate title for the recipient, such as “Dear Mr. Smith” or “Dear Dr. Jones.” If the recipient’s name is unknown, use a generic greeting such as “To Whom It May Concern.”

The body of a formal letter should be organized into paragraphs that cover the main points of the letter. The tone should be formal and concise, avoiding slang or colloquialisms. Use clear and straightforward language to convey your message.

The closing of a formal letter should be respectful and polite. Use phrases such as “Sincerely” or “Yours faithfully” followed by the sender’s name.

The sender’s signature should be handwritten above their typed name.

Learn about informal letter format, an informal letter is written for personal reasons, such as to a friend or family member. The tone is more casual than a formal letter, and the structure is more flexible.

The heading of an informal letter is less structured than a formal letter. Include the date and your address, but you don’t need to include the recipient’s address unless you’re sending a physical letter.

The salutation in an informal letter is more casual and can use the recipient’s first name. Use a greeting such as “Dear John” or “Hi Jane.”

The body of an informal letter can be more relaxed and conversational than a formal letter. Use a friendly tone and include personal details or anecdotes.

The closing of an informal letter can be more casual, such as “Love” or “Take care.”

You can sign an informal letter with your first name or a nickname.

The key differences between formal and informal letter formats are:

• Structure : Formal letters have a more structured layout than informal letters. Formal letters typically include a heading, salutation, body, closing, and signature. Informal letters have a more flexible structure and may not include all of these elements.
• Tone : Formal letters have a serious and professional tone, while informal letters have a more personal and conversational tone.
• Language : The language used in formal letters is formal, concise, and professional. Informal letters use more relaxed and colloquial language.
• Content : The content of formal letters is usually related to business or official matters, while informal letters can be about any personal topic.

Knowing when to use formal and informal letter formats is important. Here are some examples:

• Formal Letter : A job application, a complaint letter, a letter to a government official or business contact, or any other official communication that requires a formal tone.
• Informal Letter : A letter to a friend or family member, a thank you note, a personal update, or any other personal communication.

Whether you’re writing a formal or informal letter, here are some tips to help you write an effective letter:

• Know your audience : Consider who will be reading your letter and tailor your tone and content accordingly.
• Be clear and concise : Use clear and straightforward language to convey your message.
• Proofread your letter : Check for spelling and grammar errors, and make sure your letter is well-organized and easy to read.
• Use an appropriate tone : Use a formal tone for formal letters and a more casual tone for informal letters.
• Include relevant details : Provide enough information to support your message, but avoid going off-topic or including irrelevant details.

In conclusion, understanding the differences between formal and informal letter formats can be essential for communicating effectively in various situations. Remember to tailor your tone and content to your audience, be clear and concise, and proofread your letter before sending it.

How to write New Year Greetings Letter

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The Informal Cover Letter and Its Benefits

Table of Contents

Cover letters are indispensable for many professional job applications and can help you sell yourself to your future employer. Writing cover letters can be tedious, reading them even more so, but it does not have to be. An informal cover letter , also known as short cover letters, help break this tedium for job applicants and recruiters.

Keep reading to learn more about informal cover letters , their benefits, and the way to write one the next time you apply!

Types of Cover Letters

There any many types of cover letters for different scenarios. The most well-known is the  application cover letter . These types of cover letters are written for specific jobs and should include specific skills and qualifications regarding them.

The second type is the  prospecting cover letter.  Generally speaking, a prospecting cover letter is best suited to inquiries about open positions at a company you are interested.

Third is the  networking cover letter.  The networking cover letter is used to ask for career advice and career opportunities.

And finally, we come to the main topic of this article, the  informal cover letter .

What is the Informal (Short) Cover Letter?

The informal cover letter is a short cover letter with the purpose of quick introduction . You include information about yourself, your skills, why you are interested in the job, and your personal connection with the company. Short cover letters are for job inquiries that don’t require a formal cover letter.

This cover letter does not have a clear-cut format. Usually, it consists of a greeting, a simple body explaining your experience and your interest in the company.

As a rule of thumb, you should also attach your CV or resume to the cover letter when you are applying.

Benefits of the Informal Cover Letter

Many people think that a good cover letter should be lenghty. In fact, a short cover letter may be as beneficial to your application as a long one. There are many reasons hiring managers prefer a more brief cover letter:

• In most cases, hiring managers can read a short cover letter in less time. This makes it more likely that yours is read over a long cover letter from another applicant.
• Cover letters with a brief outline stand out more than longer ones.
• A short cover letter that grabs a reader’s attention quickly can show your ability to convey your qualifications concisely.
• It allows its author the freedom to discuss certain personal and professional experiences.

When Not to Write a Short Cover Letter?

Although short cover letters have many advantages over the traditional ones, there are some cases where you should not use them.

If you have too many relevant skills and experiences about the work, you should not trim them down. You should be writing all of them in great detail, with as much information as possible.

If the hiring manager or the employer put down word count limits in the job posting, you should obviously respect them.

Informal Cover Letter Examples

The most important thing to remember when writing a cover letter is that you are conveying relevant information in a concise manner.

Here is an example of an informal cover letter:

Dear Mr. Sacrimoni,

My name is Paulie, and I would be thrilled to join your team as an accounting manager. I admire Satriale Markets’ reputation of customers satisfaction.

My resume outlines my skills and 5 years of experience in accounting. I am passionate about speaking to new people and helping others reach their goals.

I believe my background will benefit a team that prioritizes collaboration, and Satriale Markets is the perfect place to apply for this role.

Thank you for your time and consideration. I look forward to hearing from you to discuss the accounting manager position further.

Best,Paulie Gualtieri111 Oak Tree LaneSunnyvale, [email protected] | 555-123-12345

Employers might enjoy this example because it addresses the hiring manager personally. It also mentions the company in the first sentence, and it only takes half a page!

How Long Should it Be?

As a rule of thumb, write just half or two-thirds of a page. This way the hiring manager will be able to tell you right away it will be an effective and quick cover letter.

As most cover letters take up a single page, spending half or two thirds of the page shows the length difference.

Pam is an expert grammarian with years of experience teaching English, writing and ESL Grammar courses at the university level. She is enamored with all things language and fascinated with how we use words to shape our world.

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How to Write a Letter: A Guide to Informal and Formal English

By: Author Sophia

Posted on Last updated: October 24, 2023

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The writing style is the manner of expressing thought in language characteristic of an individual, period, school, or nation… Learn how to write a letter in formal and informal ways.

How to Write A Letter in English

A letter is a written message sent from one person to another through a medium such as email, snail mail, or facsimile. Letter writing is an important communication skill in both personal and professional settings.

There are different types of letters, including informal letters to friends and family and formal letters used in business and academic settings. Understanding the differences between informal and formal letters and the appropriate tone, language, and format to use is essential for effective letter writing.

Informal Letter

• Write your full name and address even if it is an informal letter.
• Divide your letter into small paragraphs.
• Keep your writing simple.
• Make a good choice of words especially if you are writing an apology letter or a letter to express your condolences in case of a death.
• Most people close the letter with phrases like ‘Yours affectionately/With love/All the best/Take care’ etc.

Formal Letter

Let us understand a few ground rules while writing formal letters:

• You need to write your full name, address, and date before you begin the letter
• Address the person you are writing the letter to with the correct name and designation.
• It is always advisable to start the letter with ‘Respected Sir/Madam’ or ‘Dear Sir/Madam’ and then mention the name and the address.
• Before beginning to write the letter you must state the purpose of the letter in one line titled ‘Subject’.
• Your letter should be very crisp giving out only the information which is required.

Informal Letter Writing

Informal letters, also known as personal letters, are written to friends, family, or acquaintances. The tone of informal letters is personal and friendly, and the language used is less formal than in formal letters.

Characteristics of Informal Letters

• Personal, friendly tone
• Use of first name or nickname
• Contractions and informal vocabulary
• Less formal grammar and sentence structure
• May include personal anecdotes and emotional language

Tips for Writing Informal Letters

• Start with a friendly greeting, such as “Dear [Name],”
• Use a personal and conversational tone
• Avoid formal language and technical terms
• Use contractions, such as “can’t” instead of “cannot”
• Share personal news and feelings
• End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.

In informal letters, it’s important to be yourself and write in a way that reflects your relationship with the recipient.

Formal Letter Writing

Formal letters are used in professional or academic settings, and they require a more formal tone and language. Formal letters typically follow a specific format and may include specific information such as addresses, dates, and reference numbers.

Characteristics of Formal Letters

• Professional, respectful tone
• Use of formal vocabulary and grammar
• Use of titles (e.g., Mr., Mrs., Dr., etc.) and surname
• Specific format, including heading, date, reference number, and clear structure
• Avoidance of contractions and colloquial language

Tips for Writing Formal Letters

• Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”
• Use a professional tone and avoid emotional language
• Follow a specific format, including a heading with your address, the date, and the recipient’s address
• Use formal language, proper grammar, and proper punctuation
• Include a reference number, if applicable
• End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

In formal letters, it’s important to be clear, concise, and professional. Make sure to use the appropriate tone and language, and follow the format and structure to ensure your message is taken seriously.

Differences between Informal and Formal Letters

Main differences: tone, language, and structure.

The main differences between informal and formal letters lie in their tone, language, and structure.

• Tone : Informal letters have a personal and friendly tone, while formal letters have a professional and respectful tone.
• Language : Informal letters may use contractions, personal anecdotes, and colloquial language, while formal letters use formal vocabulary, proper grammar, and avoid colloquial language.
• Structure : Informal letters may have a less structured format, while formal letters typically follow a specific format, including a heading with addresses, date, and reference number, and a clear structure.

It’s important to choose the appropriate tone and format for your letter based on the purpose of your message and the recipient’s relationship with you.

The layout of informal and formal letters

The layout of informal and formal letters can also vary. Here are some of the key differences in layout between the two types of letters:

Informal Letters:

• Greeting: Start with a personal greeting, such as “Dear [Name],”
• Body: May have a less structured format, with paragraphs or bullet points
• Signature: End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.

Formal Letters:

• Heading: Includes your address, the date, and the recipient’s address
• Greeting: Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”
• Body: Follows a clear structure, including an introduction, main body, and conclusion
• Signature: End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

It’s important to follow the appropriate format for your letter, as it helps to ensure that your message is clear, concise, and professional.

How to Start and End a Letter

Starting and ending a letter appropriately is important, as it sets the tone for the rest of the letter and leaves a lasting impression on the recipient.

Starting a Letter

• Informal letter: Start with a personal greeting, such as “Dear [Name],”
• Formal letter: Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”

Ending a Letter

• Informal letter: End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.
• Formal letter: End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

In both informal and formal letters, make sure to include your signature, as it gives your letter a personal touch and provides proof of your authorship.

Common Mistakes to Avoid When Writing a Letter

When writing a letter, it’s important to avoid common mistakes that can detract from the professionalism and clarity of your message. Here are some of the most common mistakes to avoid:

• Incorrect format : Make sure to follow the appropriate format for your letter, whether it’s informal or formal.
• Spelling and grammar errors : Check your letter for spelling and grammar errors, as these can make you appear unprofessional.
• Unclear message : Make sure your message is clear and concise. Avoid using overly complex language or lengthy explanations.
• Unprofessional tone : Avoid using emotional language or making personal attacks. In formal letters, make sure to use a professional tone.
• Improperly addressing the recipient : Make sure to use the correct title and surname for the recipient, and avoid using overly familiar language unless it’s appropriate for the relationship.
• Omitting important information : Make sure to include all relevant information, such as addresses, dates, and reference numbers, in your letter.
• Not proofreading : Always proofread your letter before sending it to catch any mistakes or typos.

By avoiding these common mistakes, you can ensure that your letter is professional, clear, and effective in communicating your message.

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Business Communication  - How to Write a Formal Business Letter

Business communication  -, how to write a formal business letter, business communication how to write a formal business letter.

Business Communication: How to Write a Formal Business Letter

Lesson 7: how to write a formal business letter.

/en/business-communication/business-writing-essentials/content/

How to write a formal business letter

Whenever you need to communicate with another company or share important news, business letters can present your message in a classic, polished style. Unlike internal memos, business letters are usually written from one company to another, which is why they’re so formal and structured . However, letters are also quite versatile, as they can be used for official requests, announcements, cover letters, and much more.

Despite the formality, letters can still have a friendly tone , especially because they include brief introductions before getting to the main point. Regardless of the tone you use in your letter, your writing should remain concise, clear, and easy to read.

Watch the video below to learn about formal business letters.

This lesson focuses on American business letters. Letters written in other parts of the world may have minor differences in formatting.

The structure of a business letter

The business letter’s precise structure is crucial to its look and readability. As you write your letter, you can follow the structure below to create an effective document.

• Opening : Include your mailing address, the full date (for example, July 30, 2017), and the recipient’s name, company, and address. Skip one line between your address, the date, and your recipient’s information. Don’t add your address if you’re using letterhead that already contains it.
• Salutation : Address the recipient using “Dear,” along with their title and last name, such as “Dear Mr. Collins” or “Dear Director Kinkade.” If you don’t know the recipient’s gender, use their full name, such as “Dear Taylor Dean.” Finally, be sure to add a colon to the end of the salutation.
• Body : In the first paragraph, introduce yourself and the main point of your letter. Following paragraphs should go into the details of your main point, while your final paragraph should restate the letter’s purpose and provide a call to action, if necessary.
• Closing : Recommended formal closings include “Sincerely” or “Yours truly.” For a more personal closing, consider using “Cordially” or “Best regards.” Regardless of what you choose, add a comma to the end of it.
• Signature : Skip four lines after the closing and type your name. Skip another line and type your job title and company name. If you’re submitting a hard copy, sign your name in the empty space using blue or black ink.
• Enclosures : If you’re including documents with this letter, list them here.

Another important part of the structure is the layout , which determines how the text is formatted. The most common layout for a business letter is known as block format , which keeps all text left-justified and single spaced, except for double spaces between the paragraphs. This layout keeps the letter looking clean and easy to read.

As stated in Business Writing Essentials , revision is a crucial part of writing. Review your letter to keep it concise, and proofread it for spelling and grammar errors. Once you’re finished writing, ask someone to read your letter and give you feedback , as they can spot errors you may have missed. Also make sure any enclosures are attached to your document and that any hard copies are signed.

After revising the content, consider the appearance of your letter. If you’re printing a hard copy, be sure to use quality paper. Also try using letterhead to give your document a more official look.

Example of a business letter

To see this lesson in action, let’s take a look at a polished business letter by reviewing the example below.

This letter looks great! The structure is perfect, and the text is left-justified and single spaced. The body is formal, friendly, and concise, while the salutation and closing look good. It also contains a handwritten signature, which means it’s ready to be submitted as a hard copy.

Knowing how to write a business letter will serve you well throughout your career. Keep practicing and studying it, and you’ll be able to communicate in a classic style.

/en/business-communication/how-to-write-a-powerful-business-report/content/

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• Ielts Sample Letters

IELTS Sample Letters

These IELTS sample letters illustrate the different types you may come across in the test.

Letters tend to be one of these types:

• Informal (e.g. to a friend or family member)
• Semi-formal (e.g. to your landlord or employer, who you know)
• Formal (e.g. to the manager of a company)

They also have broad purposes such as a complaint, resignation, arrangement, advice, request, explanation or apology, though any one letter may include several of these purposes based on the bullet points.

• Sample 1: Letter to landlord - see below (request)
• Sample 2: Letter to insurance company (complaint)
• Sample 3: Letter to theatre manager (complaint)
• Sample 4: Letter to friend (apology/explanation)
• Sample 5: Letter to train company (complaint)
• Sample 6: Letter to head teacher (complaint)
• Sample 7: Letter to restaurant (job application)
• Sample 8: Letter to employer (request)
• Sample 9: Letter to friend (arrangement)
• Sample 10: Letter to friend (advice)

You can also view letters that have been written by students practicing for the test:

• IELTS Student Letters

IELTS Letter to Landlord

You are experiencing financial problems and want to ask your landlord if you can pay your rent late.  Write a letter to your landlord.

In your letter explain:

• Why you cannot pay the rent
• When you will pay the rent.
• How you will ensure you can pay your rent in the future

Write at least 150 words

You do  NOT  need to write any addresses

Begin your letter as follows:

Model Answer

Dear Mr Strickland,

I am writing to you to request that you allow me to pay my rent late this month.

The reason is that I am having a few financial problems at the moment. Last month, I was made redundant from my job due to the fact that the company I work for is closing down. Because I have not worked at the company for long, I have not received a redundancy payment, therefore leaving me short of money this month.

I can assure you that I will be able to pay the rent on the 15th of next month. I have now found another job, and they have kindly agreed to give me an advance on my wages, but they are unable to arrange this until next week.

I can assure you that I will be able to continue to pay rent at the full rate and on time in the future. As I mentioned, I have a new job and this is on a long-term contract, meaning that I will have a secure and timely income. I may also set up a direct debit so the payment goes to your automatically each month. 

I hope this will be acceptable to you, but please contact me if it is a problem.

Yours sincerely,

John Streetham.

(210 Words)

The letter is well-structured as the writer makes it clear in the first sentence why the letter is being written, gives further details of the problem in the first body paragraph, and then sets out when payment will be made, finally discussing the future.

The tone of the letter is appropriate as it is polite ( I am writing to you to request..., I can assure you...., I apologise for this problem..., please contact me if it is a problem...  ).

The opening and closing of the letter are correct for a semi-formal letter to someone if you know their name ( Dear Mr Strickland..., Yours sincerely...  ).

There are good examples of correct use of tenses, demonstrating that the writer has a very good working use of grammar:

• present continuous for what is happening now:  I am having a few financial problems at the moment
• past simple passive for events in the past and when the subject is not doing the verb:  I was made redundant
• Future:  I can assure you that I will be able to pay
• Present perfect:  I have now found

More on IELTS Letters:

Task 1 Letter: Complaint to Train Company

In a task 1 letter of complaint you usually need to explain why you are not pleased with an aspect of customer service.

Task 1 GT Letter: Making a Complaint

This sample Task 1 GT Letter is about making a complaint about problems at a recreation ground.

IELTS Complaint Letter

IELTS Complaint Letter - Get the best tips and strategies on how to write a letter of complaint for the IELTS General Training.

IELTS Letter Feedback Forum

IELTS Letter Feedback Forum - would you like to get feedback on a task 1 letter for General Training IELTS? Then post it here. Other students can comment.

IELTS Advice letter: Advising a Friend

This is an IELTS advice letter in which you have to write to a friend and advise them whether to go to college or apply for a job.

IELTS Letter Tenses

Learn about how to ensure the tenses you use in IELTS letters are correct to get a high band score.

IELTS Band 9 Letters

Tips for IELTS band 9 letters, showing you how to get 9 for task achievement, coherence, lexis and grammar.

Opening and Closing a Letter

In this lesson you will learn about opening and closing a letter for the IELTS task 1 General Training.

IELTS Formal Letter to an Insurance Company

This is an IELTS formal letter to an insurance company It is an example of how to write a letter of complaint.

IELTS Arrangement Letter: Holiday with a Friend

This is a sample IELTS Arrangement Letter in which you have to contact a friend to explain how your holiday plans have changed.

IELTS Letter Lessons: Writing Letters for the Task 1 General

An IELTS letter has to be written for the task 1 of IELTS general training. Take lessons on how to write high-scoring answers.

IELTS Informal Letter: Getting the Tone Right

This is an IELTS informal letter sample and shows you how to use the right tone when its not formal.

IELTS Letter: Job Application to Restaurant

In this IELTS letter you are have to write a job application for a position in a restaurant.

IELTS Request Letter: Time Off Work

This is an IELTS request letter in which you need to take leave from your work of over one month for personal reasons.

IELTS Formal Letter Sample: Theatre Visit

This IELTS formal letter sample is regarding a visit to the theatre. It's a complaint letter as person did not enjoy it.

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• Letter Writing
• Informal Letter Format

Informal Letter Format - How to Write, Parts, Sample Informal Letters

To write an informal letter in English, you need to know the way in which it is written. Informal letter writing is easier than you think. It is just like a long talk with a friend or relative.

In this article, the format of an informal letter is explored under the following headings.

What Is an Informal Letter?

What can you write about in an informal letter, how to write an informal letter.

• Informal Letter Format 1 – Letter to Your Cousin Inquiring about Her First Visit to Ethiopia
• Informal Letter Format 2 – Letter to Your Friend about Arranging a Get-Together
• Informal Letter Format 3 – Reply Regretting Inability To Join
• FAQ On Informal Letter Format

Informal letters are personal letters that are written to let your friends or family know about what is going on in your life and to convey your regards. An informal letter is usually written to a family member, a close acquaintance, or a friend. The language used in an informal letter is casual and personal.

You can literally write about anything you feel or think you want to convey. Informal letters can be written to inform your dear ones about your success in a competition, about a movie you watched recently, about the trip that you would be going on, and so on. It can also be to enquire about their well-being, to invite them to go along with you on a trip, to congratulate them on their new job, to convey your regards, etc. You can be as personal as you want when writing an informal letter.

Like any letter, there is a format to write an informal letter in English. Unlike a formal letter , an informal letter does not need to state something specific. It can be written in an easy, conversational style. They are in the nature of a friendly chat, so it can include a variety of topics. It can have all that you want to tell your dear one about. You can use colloquial expressions, unlike formal letters. There are a few easy guidelines that you can follow to be able to write impressive informal letters.

• Forms of Greeting/Salutation: In informal letters to friends and family, you can address them by their names prefixed by qualifying terms such as Dear, My dear, Dearest, etc. You can also address them by their pet names (Eg: Dearest Rosy, Dear Andy, My dear Sweety…) or by their relationship with you (Dear Uncle, Dearest Grandma, My dear Cousin…). If you are writing to an ordinary friend who is older than you are, or of superior rank, it is respectful to use prefixes such as Mr, Mrs, Ms, etc. For example, Dear Mr Reddy.
• Introduction and Body of the Letter: The words you use determine the nature of your letter. You can start your informal letter with an introduction to set the tone of the matter that is going to be discussed. You can begin by enquiring about the health and well-being of the recipient. For instance, I hope this letter of mine finds you in the pink of health. You can then explain the reason behind the letter and provide the details as elaborate as you wish to, unlike formal letters. The letter can be more like a friendly chat than an essay. You can write in a very casual and personal tone. If you are writing to an older person, do not use disrespectful terms or sentences.
• Conclusion: End the informal letter on a friendly note. Use words in such a way that the recipient feels like they have had a wonderful time chatting with you. See to that you make sure you let them know that you would be awaiting their response to your letter.
• Forms of Subscription/Signature: You can use the following in informal letters to relatives and near friends: Yours affectionately, Yours lovingly, Your loving friend, With love, etc., followed by your name (mostly your first name).If you are writing to a close acquaintance whom you have addressed as Dear Mr, Mrs, etc., you can use Yours sincerely, Kind regards, etc.

Informal Letter Format Samples

Let us now look at some examples of informal letter formats to help you understand better.

Informal Letter Format 1 – Letter to Your Cousin Enquiring about Her First Visit to Ethiopia

34, Park Avenue

Mumbai – 400023

24 th September, 2021

Dearest Maria,

I was so glad to hear from my mother that you are back home after the trip. Hope you had a safe and enjoyable trip. I have been waiting to hear all about the trip from you.

Since this was the first time you have been to a foreign land, I guess every little bit of the trip was as exciting as you expected it to be. I have heard from my friends residing there that the place is extremely beautiful and that the people there are very endearing. However, I was worried when I knew that there were a few bomb blasts during your stay there. Hope all of you there were safe. I hope everything else was fine except for this.

I had spoken to your mother earlier, and she told me that you would be coming home after two weeks. I saw your pictures on Instagram as well. I can’t wait to meet you and hear all your stories. Waiting eagerly for your reply.

Your loving cousin,

Informal Letter Format 2 – Letter to a Friend about Arranging a Get-together

Allahabad – 211005

Dear Surya,

Hope you are keeping well, and everyone at home is keeping safe and healthy. It has been a long time since all of us have met, so I was thinking we could all meet up. I have planned to have a get-together next month. I would love to discuss more about it.

All of us could meet on Friday evening and stay over the weekend at a resort in Munnar. The climate in Munnar is great and it will be a good stress reliever. We could also go around the tourist spots if everyone is interested. If you are ready, we could talk to the others also. I will visit you next weekend to discuss more on this.

Awaiting your reply and hoping to meet you soon.

Informal Letter Format 3 – Reply Regretting Inability to Join

144, Stark Lane

Mumbai – 400054

Dear Sreya,

It is extremely thoughtful of you to plan a get-together for all of us. I wish I could join you, but I am sorry to say that I have a project starting next month, and it would not be possible for me to be there. If there is any way of preponing the get-together to any time before the month-end, I can definitely make it to our gathering.

I hope we can reschedule the get-together and not miss the chance to meet up. Waiting to hear from you.

Explore more informal letter samples,

• Letter to Your Friend about Coronavirus
• Letter to Your Friend about Covid-19 Precautions
• Letter to Your Friend about Lockdown
• Letter to your Friend about Your Hobby
• Letter to Your Friend about Your School Trip
• Letter to Your Friend about Your School
• Letter to Your Friend about Your Summer Holidays
• Letter to Your Friend Describing Your Ancestral House
• Letter to Your Friend Describing Your Birthday Party
• Writing a Letter to Your Friend

FAQ on Informal Letter Format

How can you write an informal letter.

An informal letter should include:

• The Sender’s address
• Greeting/Salutation
• Introduction
• Body of the letter

How do you start an informal letter?

As far as an informal letter is concerned, you can start by greeting the person and conveying regards. You can then state the purpose of your letter.

What is the difference between a formal letter and an informal letter?

A formal letter is written in a professional manner where you directly state the intent of your letter and what you expect; whereas, an informal letter can be written to anyone whom you are close to about anything you want to share.

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• Career Blog

Letter Opening Examples: Greet Like a Professional in 2024

As the saying goes, you only get one chance to make a good first impression. This is especially true when it comes to letter writing. The opening of your letter sets the tone for the rest of the communication and can greatly impact the reader’s perception of you and your message. That’s why it’s important to know how to greet like a professional.

In this article, we’ll explore the different ways to open a letter and provide you with examples of how to do it right. By mastering the art of letter opening, you can convey professionalism, build rapport, and establish credibility with your reader.

So why is a proper letter opening so important? First and foremost, it helps to capture the reader’s attention and make them feel valued. It sets the tone for a positive and productive relationship with the reader, reducing the risk of misunderstanding or miscommunication.

Furthermore, greeting like a professional can enhance your credibility and establish trust with your reader. By using a formal and respectful tone, you can demonstrate that you take the relationship seriously and are committed to maintaining a professional level of communication.

In this article, we’ll cover everything you need to know about letter opening, including:

• Common mistakes to avoid when greeting in a letter
• Tips for crafting a professional and engaging opening
• Examples of effective letter openings for different types of correspondence

So whether you’re sending a business proposal, a formal inquiry, or a personal letter, this guide will help you greet like a professional and make a strong first impression.

The Basic Components of a Letter Opening

When it comes to crafting business letters, it’s important to ensure that you have all of the necessary components in place to make a great first impression. The opening section of your letter is no exception, and there are four key elements that you should always include:

The Heading

The heading of your letter is the first thing that your recipient will see, so it’s crucial to get it right. The heading should contain your name or your company’s name and address, as well as the date that the letter was written. This information should be positioned at the top of the page, ideally in the center or on the left-hand side. Make sure that the font is easy to read, and that the text is properly aligned.

The date is an essential component of your letter opening. It provides your recipient with important information about when the letter was sent, and it also gives your letter a sense of urgency. The date should be positioned directly beneath the heading, and it should be written in a clear and easy-to-read format. Depending on your location, you may need to adjust the date format to reflect local customs.

The Recipient’s Name and Address

Before you start to write the body of your letter, you need to address it to the correct person. This means including the recipient’s name and address in the opening section of the letter. The recipient’s name should be positioned on the line directly below the date, and it should be written in a formal style (e.g. Mr. John Smith). The full address of the recipient should be positioned below the name, and it should be written in a clear and legible format.

The Salutation

Finally, you need to include a salutation in your letter opening. This is a greeting that should be tailored to the recipient, and it can range from formal (e.g. Dear Mr. Smith) to informal (e.g. Hi John). The salutation should be positioned directly beneath the recipient’s address, and it should be followed by a colon or a comma. Make sure that you double-check the spelling of the recipient’s name before you finalize your letter.

The opening section of your letter is an important opportunity to make a great first impression. By including the heading, the date, the recipient’s name and address, and a personalized salutation, you can ensure that your letter gets off to the best possible start.

Common Greeting Styles

When it comes to writing professional letters, greeting the recipient appropriately is crucial. The opening sets the tone for the rest of the letter and can impact how the reader perceives the message. Below are some common greeting styles to use depending on the situation.

Formal and semi-formal greetings

Formal greetings are typically used for business-related letters or any other communication that requires a high level of professionalism. These greetings tend to use full titles and last names to address the recipient. Here are a few examples of formal greetings:

• Dear Mr. Smith,
• Dear Dr. Johnson,

Semi-formal greetings, on the other hand, are slightly less formal than a formal greeting, but still maintain a professional tone. They may use first names with an honorific or full name without an honorific. Here are a few examples of semi-formal greetings:

• Dear Professor Garcia,
• Dear Reverend Lee,

Informal greetings

Informal greetings are typically used in personal correspondence or with individuals that you have a friendly relationship with. These greetings tend to be more casual and may include the use of first names or even nicknames. Here are a few examples of informal greetings:

Greetings for specific situations

Depending on the context of the letter, there may be specific greeting styles that are appropriate. Here are a few examples of how to greet someone in specific situations:

• Job applications : Use a formal greeting with the recipient’s full name, such as  Dear Hiring Manager Smith,
• Business proposals : Use a formal or semi-formal greeting with the recipient’s full name, such as  Dear Dr. Johnson,  or  Dear Ms. Davis,
• Thank you notes : Use an informal greeting with the recipient’s first name, such as  Hi John,

It’s important to keep in mind that the greeting sets the tone for the entire letter, so choose a greeting that is appropriate for the context and relationship with the recipient. Using the right greeting can help ensure a positive and professional correspondence.

Avoiding Common Greeting Mistakes

When it comes to greeting someone in a professional setting, there are a few common mistakes that people make. Here are some common pitfalls to avoid:

Using incorrect titles or names

It is important to ensure that you are addressing the recipient of your letter correctly. Always double-check the spelling of their name and their professional title. If you are unsure of their title, it is better to ask for clarification than to make assumptions.

Overusing certain phrases like “To Whom It May Concern”

While it may seem like a safe option, overusing certain generic phrases like “To Whom It May Concern” can come across as impersonal and lazy. Instead, try to find out the name of the person you are addressing your letter to.

Misusing informal greetings

When writing to someone in a professional capacity, it is important to use a formal greeting. Avoid using familiar or overly casual phrases like “Hey there” or “What’s up?”.

Other pitfalls to avoid

In addition to the above, there are other common mistakes people make when greeting someone in a professional setting. For example:

• Using overly flowery language
• Launching straight into the body of the letter without a greeting
• Using an inappropriate tone for the situation

By being mindful of these common pitfalls, you can ensure that your letter opening is professional and effective. Remember, the greeting is the first impression you make on the recipient, so it is important to get it right.

Examples of Formal Greetings

When it comes to professional communication, the way you greet your recipient is of utmost importance. A formal greeting sets the tone for the entire message and can help establish your credibility and professionalism. Here are three examples of formal greetings that you can use in different scenarios:

Addressing Government Officials

When writing to government officials, it’s important to be respectful and formal. Use proper titles and avoid using any contractions or slang.

Dear [Title and Last Name],

I am writing to you regarding [purpose of the letter]. As a [position], I am sincerely concerned about [issue] and believe that [proposed solution]. I would appreciate the opportunity to discuss this matter further with you.

Thank you for your time and attention to this matter.

Sincerely, [Your Full Name]

Writing to High-Ranking Executives

When communicating with high-ranking executives, it’s essential to demonstrate your professionalism and respect. You should address them using their proper titles, and avoid using a first-name basis unless invited to do so.

I am writing to you regarding [specific topic or issue]. As a [position or title], I am excited to share with you [purpose of message].

I would be honored to have the opportunity to [action request, meeting, or phone call] at your earliest convenience.

Thank you for your valuable time and consideration.

Respectfully, [Your Full Name]

Addressing Someone You’ve Never Met Before

If you are addressing someone you have never met before, it’s important to start with a formal greeting to establish your professionalism and respect. It’s a good idea to use their proper title, and use “Dear” followed by their full name.

I am writing to you regarding [specific reason for writing]. As an expert in [related field], I believe that [purpose of message].

If you have any questions, please don’t hesitate to contact me at [contact information].

Thank you for your time and consideration.

Examples of Semi-Formal Greetings

When it comes to professional correspondence, it’s important to choose the right greeting based on the context of the message. Here are some examples of semi-formal greetings for different situations:

Writing to a Colleague or Business Associate

Dear [Name],

Hello [Name],

Addressing Someone You’ve Met Before But Don’t Know Well

Dear [Title] [Last Name],

Dear [First Name] [Last Name],

Hello [Title] [Last Name],

Hi [First Name],

Greetings for Job Applications

Dear Hiring Manager,

Dear [Company Name] HR Team,

To Whom It May Concern,

When applying for a job, it’s always best to research who will be receiving your application and address them by name if possible. However, if you’re unsure who the right person is, a general greeting like “To Whom It May Concern” will still be appropriate.

Remember, while it’s important to be professional in your greetings, you also want to make sure you’re being friendly and approachable. A well-crafted greeting can help set the tone for the rest of your message, so take the time to choose the right one for every situation.

Examples of Informal Greetings

When it comes to informal letters, it’s important to keep the greeting friendly and personable. Here are some examples of informal greetings that you can use when writing to a friend or family member, or when addressing someone you have a casual relationship with.

Greetings for Personal Letters

• Dear ___________ (insert name),

Writing to a Friend or Family Member

• What’s up,
• How have you been,
• Long time no see,
• It’s been a while,

Addressing Someone You Have a Casual Relationship With

• Good to see you,
• What’s new,

Remember, an informal letter should be relaxed and conversational. Don’t be afraid to use contractions, slang, and a more informal tone to make your writing sound natural and personable. Greet your recipient like a professional with these informal greeting examples.

Using the Right Tone in Your Greetings

The way you greet someone sets the tone for the entire letter, email, or message. It’s important to adjust your tone for different recipients based on your relationship, purpose, and the message you want to convey. Here are some tips on using the right tone in your greetings:

Adjusting your tone for different recipients

• Formal vs. informal: Determine the level of formality that’s appropriate for the occasion and recipient. A formal tone is more suitable for business, academic, or official correspondence, while a casual tone works better for personal, friendly, or casual communication. Avoid being too stiff or too familiar.
• First-time vs. recurring: If you’re introducing yourself for the first time, you want to make a good impression and establish your credibility. Use a polite and respectful tone to show your professionalism and interest. If you’re addressing someone you’ve met before, you can use a more relaxed and friendly tone to build rapport and connection.
• Superior vs. subordinate: If you’re writing to someone who outranks you or has more authority, show a level of deference and respect. Use formal titles, such as “Sir,” “Madam,” or “Dr.,” and avoid being too informal or familiar. If you’re writing to someone who works for you or reports to you, be mindful of your tone and avoid being condescending or rude.

Appropriate use of humor and casual language

Humor and casual language can add personality and warmth to your greetings, but they also carry risks of misinterpretation and offense. Here are some guidelines for using humor and casual language:

• Know your audience: Understand the recipient’s cultural background, sense of humor, and level of familiarity with you. What may seem funny or friendly to you may be inappropriate or offensive to them. Avoid using jokes or slang that may be misunderstood or irrelevant.
• Keep it light: Use humor and casual language sparingly and appropriately. Don’t overwhelm or distract from the main purpose of your message. Avoid using humor or casual language in serious or sensitive topics, such as apologies, reprimands, or condolences.
• Be authentic: Don’t force yourself to use humor or casual language if it’s not your natural style. You don’t have to be funny or witty to be likable or professional. Focus on being clear, concise, and respectful.

Conveying the right level of respect and professionalism

Your greeting should convey the level of respect and professionalism that’s expected or required based on the context and relationship. Here are some tips on conveying the right level of respect and professionalism:

• Use appropriate titles and salutations: Use the recipient’s correct title, such as “Ms.,” “Mr.,” “Dr.,” or “Prof.,” if applicable.

Sample Letter Openings

Whether you’re writing a formal business letter, a cover letter for a job application, or an informal letter to a friend, the opening sets the tone for the entire message. Here are some examples of professional greetings to help you start your letter on the right foot.

Formal Business Letter

Dear Mr./Ms. Last Name,

If you’re writing a formal business letter to a recipient you don’t know personally, use their last name and a formal title such as Mr. or Ms. If you know the recipient’s gender-neutral pronouns, use those instead. For example, “Dear Alex Johnson,” or “Dear Mx. Last Name.”

Cover Letter for a Job Application

In a cover letter for a job application, you want to address the person who will be reading your application. If the job posting doesn’t provide a specific name, “Dear Hiring Manager” is a safe bet. If you do have a name, use the same format as you would for a formal business letter.

Informal Letter to a Friend

When writing an informal letter to a friend, feel free to start with a more casual greeting. “Hey” or “Hi” are appropriate openings. You can also use a nickname or an inside joke if you have a close relationship with the recipient. The tone of the letter should be friendly, so let your personality shine through.

No matter who you’re writing to or what the purpose of your letter is, starting off with a professional and appropriate greeting is key to establishing a positive tone for your message.

Tips for Writing a Memorable Greeting

When it comes to crafting a memorable greeting in a letter, it’s important to add personal touches that make the recipient feel special. One way to accomplish this is by including specific details or anecdotes that show you know the person well.

Another effective technique is to use storytelling to engage the reader and capture their attention. By sharing a brief story or anecdote related to the content of your letter, you can create an emotional connection with the reader and make your message more memorable.

Ultimately, the goal of any letter opening is to make a good first impression. This can often be achieved by using a combination of personal touches and creative writing techniques. So take your time and create a greeting that truly reflects your professionalism and personality.

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What are Business Letters: Types, Tips, and Format

Table of Contents

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Summary: A business communication letter can be of different types including Cover Letters, Recommendation Letters, Complaint Letter, Offer Letters, Resignation Letter, and so on. Let’s find out how you can create one for your business communication.

Business letters are important for professional communication, playing a pivotal role in the corporate landscape. These formal documents serve as a structured means of conveying information, requests, or proposals between individuals, organizations, or other stakeholders.

Business letters embody a standard of clarity, professionalism, and etiquette, making them a fundamental tool for effective communication in the business environment. In this article, you will learn more about business letter writing, its types, and how you can create letters for professional communication.

What are Business Letters and Why are They Important?

A business letter is a type of formal letter used by companies for professional correspondence with their clients, employees, stakeholders, or any other individual. The business letter can be used for multiple purposes such as promoting your product, sending event invitations, company collaboration invites, thanksgiving notes, etc.

The importance of business letters lies in the fact that they are a formal method of sharing information through which professional relationships are maintained with clients and organizations. Moreover, it is shared in a written form which can be used as a future reference for the information shared professionally.

Types of Letters in Business Communication

There are different types of business letters available that you can use to communicate professionally. Some of the most popular ones include Office memorandum Welcome Letters, Request Letters, Announcement Letters, Termination letters, etc. Here are some other important business letters enumerated in detail:

• Cover Letters: It is a business letter sent by the candidate along with the resume when applying for a job. It helps candidates with their professional experience, qualifications, and in communicating about why they are interested in the applied job.
• Recommendation Letters: A letter of recommendation is provided to an individual by another professional verifying their work ethics, qualifications, and expertise.
• Business Invites: These letters are a formal way of reaching an individual or a company for inviting them to an event. The letter should be written in a way that builds excitement and anticipation among the invitees.
• Complaint Letter: This business letter type is used for raising concerns and grievances related to a product or service. It is used to address the issue and seek solution.
• Order Letters: Order letter is an official letter that approves the sale and purchase of goods and services and provides their specifications. These are legal documents that record the transaction between the parties involved.
• Resignation Letter: This type of letter is used by employees to inform their employer about their resignation and the reason behind it. Resignation letter includes declaration of resignation, reason for resigning, last working day, and a thank you note.
• Offer Letters: An offer letter is provided to a candidate once he has been selected for the open position. The letter specifies salary package, designation, posted department, hand all the benefits he will be getting in case he joins the company.
• Sales Letters: A sales letter in business communication is used for introducing a product or service to your customers. Sales teams often use these letters for contacting potential buyers or promoting products to the existing clientele.

Business Letter Format and How to Write One

Using a precise format is essential for the look and readability of a business letter. If you are planning to write business communication letter, these business communication letter formats will help you in creating an effective document:

• Opening: The opening of the letter will include your mail address, complete date, recipient’s name, company, and address. Skip one line in between your address, recipient’s info, and date. You do need to add your address if you are using a letterhead that has it.
• Salutation: Address your recipient via “Dear, along with their title and their late name “Dear Mr. Granger.” In case you don’t know their gender, mention their complete name like “Dear Taylor Dean.” Make sure to add a colon when salutation ends.
• Body: Start your first para by mentioning yourself and the intent of your letter. The next paragraphs should highlight the details of the main point. The last paragraph should restate the purpose of the letter and should provide a call to action needed.
• Closing: Your letter should conclude with formal closings like “Sincerely” or “Yours truly.” If it is an informal letter, you can use closings like “Cordially” or “Best regards.” Make sure you add a comma to the end of it.
• Signature: After closing, skip four lines and add your name. Next, skip one more line and add your job title and organization name. In case you are sending a hard copy, then sign your name in the space with blue or black ink.
• Enclosures: Under this, you need to attach documents and list them here properly.

Tips on Writing Business Letters

While writing a business communication letter, make sure you check all the information is correct before sending it. Moreover, try to be precise and complete your letter on a single page. Here are a few more tips you can follow to write an effective business letter:

• Keep the letter short and simple and avoid using technical jargons
• Use the right tone depending on the letter type like formal, informal, assertive, or humorous.
• Check the letters a couple of times for spelling and grammatical errors
• Carefully plan your letter by jotting down all the important points to be covered in the letter
• Proofread the letter content and remove unnecessary words and phrases
• Avoid using discriminatory language related to any gender, race, or religion.

Business Letter Templates

Here are some of the most common business letter templates that you can use for creating professionally looking business communication letters.

1. Sales Letter Template

A sales letter is used to convince the reader to take specific action, for example, to buy a product or service. A well-written sales letter can be a great tool for businesses to increase sales and manage business relationships.

2. Offer Letter Template

An offer letter is like a formal document that consists of the terms of employment. It serves as an agreement between the employee and employers with details like salary, benefits, and other details of the job.

3. Letter of Recommendation Template

The letter of recommendation is a document written by someone who can testify the skills, qualifications and the characteristics of an individual. This letter is mainly used to support scholarships, jobs and academic programs.

4. Termination Letter

The letter of termination or termination letter or notice of termination is a document that addresses the end of employment or any other business partnerships between two parties. For example, an employer can give a letter of termination to his employee stating that he/she has been terminated from the job.

5. Complaint Letter Template

Complaint letter is a written communication that raises any concerns about the products or services or any other grievances. The purpose of this letter is to seek resolution for any issue.

6. Cover Letter

Cover letter or CV is a one-page (250-350 words) letter that you attach with your resume while applying for a job. This persuasive document explains why you are a good fit for that position or the job.

7. Thank You Letter Template

As the name suggests, a thank you letter is a formal document that expresses your appreciation for someone’s assistance or actions. You can send a thank you letter after any interview, meeting, or after receiving any gift or any other act of kindness.

8. Business Invites

Business invites or the Business Invitation letter is a formal way to invite people, groups, company or any individual to attend a meeting or an event.

Top Software for Writing Business Communication Letters

There are different types of software that provide multiple tools and templates to write professional-looking business letters. The templates provided by these tools make it easier to create business letters quickly. Here are some of the recommended ones:

• Microsoft Word
• Google Docs
• LibreOffice Writer
• Apple Pages
• OpenOffice Writer

Business letters are a cornerstone of effective communication in the professional world. They serve as formal documentation, convey crucial information, and also contribute to the maintenance of professional relationships. The relevance of business letters lies in their ability to convey messages with clarity, formality, and professionalism, ultimately facilitating smooth operations and fostering a positive business environment.

What is the basic format of a business letter?

Block format is one of the most common layouts used for creating a business letter. Using this format, the entire letter is on the left side and there is only single space used all over except between the paragraphs.

What is a business letter for?

A business letter is generally used for providing information to clients related to a deal, or for business communications. It can also be used for discussing prior negotiations.

What is the importance of a business letter?

A business letter is important for exchanging information with other organizations, employees, and clients in a professional way.

What is a job application letter in business communication?

A job application letter is a type of letter sent to potential employers to provide information like qualifications, skills, experience, and expertise while applying for a job.

What are business letter examples?

Some common examples of business letters include job offer letters, cover letters, investor interest letters, resignation letters, shareholder letters, letters of recommendation, etc.

Varsha is an experienced content writer at Techjockey. She has been writing since 2021 and has covered several industries in her writing like fashion, technology, automobile, interior design, etc. Over the span of 1 year, she has written 100+ blogs focusing on security, finance, accounts, inventory, human resources,... Read more

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Clinical Support Specialist Cover Letter Example for 2024

Create a standout clinical support specialist cover letter with our online platform. browse professional templates for all levels and specialties. land your dream role today.

Dear [Hiring Manager], As a highly skilled and experienced clinical support specialist, I am excited to apply for the open position at your esteemed healthcare organization. Utilizing my extensive background in providing clinical and technical support to medical professionals, I am confident in my ability to make a significant impact on your team. With a proven track record of delivering exceptional support and training, I am eager to contribute to the success of your organization. Thank you for considering my application.

We will cover:

• How to write a cover letter, no matter your industry or job title.
• What to put on a cover letter to stand out.
• The top skills employers from every industry want to see.
• How to build a cover letter fast with our professional Cover Letter Builder .
• Why you should use a cover letter template

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Clinical Support Specialist Cover Letter Sample

Cover Letter Sample

Date: May 20, 2023

Recipient's Name: Hiring Manager

Company Name: ABC Healthcare

Address: 123 Main Street, Anytown, USA

Dear Hiring Manager,

I am writing to express my strong interest in the Clinical Support Specialist position at ABC Healthcare. With a solid background in healthcare and a passion for providing excellent patient care, I am confident in my ability to contribute effectively to your team.

During my previous role as a Medical Assistant at XYZ Clinic, I gained valuable experience in clinical support and patient care. I was responsible for assisting the medical team with examinations, administering medications, and maintaining detailed patient records. My excellent communication skills allowed me to effectively coordinate with patients, medical staff, and other healthcare professionals to ensure the smooth delivery of care.

In addition to my clinical experience, I have a strong understanding of medical terminology, healthcare regulations, and patient privacy laws. I have also completed specialized training in electronic health records (EHR) systems, which has further enhanced my ability to provide efficient and accurate clinical support.

Furthermore, I possess strong problem-solving abilities and thrive in fast-paced environments. I am adept at multitasking and prioritizing tasks to meet deadlines while maintaining a high standard of patient care. My attention to detail and ability to work effectively under pressure have been consistently praised by both patients and colleagues.

I am particularly drawn to the Clinical Support Specialist position at ABC Healthcare because of the organization's commitment to delivering compassionate and high-quality healthcare services. I am eager to bring my expertise in clinical support and patient advocacy to your team and contribute to the continued success of ABC Healthcare.

Thank you for considering my application. I am looking forward to the opportunity to discuss how my background, skills, and enthusiasm for patient care make me a strong fit for the Clinical Support Specialist position at ABC Healthcare.

Why Do you Need a Clinical Support Specialist Cover Letter?

• A cover letter for a Clinical Support Specialist position is essential to introduce yourself to the hiring manager and showcase your qualifications and experience.
• It allows you to highlight specific skills and achievements that make you a strong candidate for the role and demonstrate your enthusiasm for the position.
• A well-written cover letter can help you stand out from other applicants and make a memorable impression on potential employers.
• It serves as an opportunity to explain any gaps in your resume, address any specific requirements mentioned in the job posting, and align your experience with the needs of the organization.
• Lastly, a thoughtful and tailored cover letter can convey your professionalism and attention to detail, which are essential qualities for a Clinical Support Specialist role.

A Few Important Rules To Keep In Mind

• Address the hiring manager by name, if possible
• Introduction: Start by introducing yourself and stating the position you are applying for
• Highlight your qualifications: Mention your relevant clinical experience, certifications, and education that make you a strong candidate
• Explain your passion for the role: Discuss why you are interested in working as a Clinical Support Specialist and how your skills align with the job requirements
• Showcase your problem-solving skills: Provide examples of how you have effectively solved clinical support issues in the past
• Express your enthusiasm: Conclude the cover letter by expressing your enthusiasm for the opportunity and your interest in discussing further in an interview
• Closing: Thank the hiring manager for considering your application and provide your contact information for follow-up

What's The Best Structure For Clinical Support Specialist Cover Letters?

After creating an impressive Clinical Support Specialist resume , the next step is crafting a compelling cover letter to accompany your job applications. It's essential to remember that your cover letter should maintain a formal tone and follow a recommended structure. But what exactly does this structure entail, and what key elements should be included in a Clinical Support Specialist cover letter? Let's explore the guidelines and components that will make your cover letter stand out.

Key Components For Clinical Support Specialist Cover Letters:

• Your contact information, including the date of writing
• The recipient's details, such as the company's name and the name of the addressee
• A professional greeting or salutation, like "Dear Mr. Levi,"
• An attention-grabbing opening statement to captivate the reader's interest
• A concise paragraph explaining why you are an excellent fit for the role
• Another paragraph highlighting why the position aligns with your career goals and aspirations
• A closing statement that reinforces your enthusiasm and suitability for the role
• A complimentary closing, such as "Regards" or "Sincerely," followed by your name
• An optional postscript (P.S.) to add a brief, impactful note or mention any additional relevant information.

Cover Letter Header

A header in a cover letter should typically include the following information:

• Your Full Name: Begin with your first and last name, written in a clear and legible format.
• Contact Information: Include your phone number, email address, and optionally, your mailing address. Providing multiple methods of contact ensures that the hiring manager can reach you easily.
• Date: Add the date on which you are writing the cover letter. This helps establish the timeline of your application.

It's important to place the header at the top of the cover letter, aligning it to the left or center of the page. This ensures that the reader can quickly identify your contact details and know when the cover letter was written.

Cover Letter Greeting / Salutation

A greeting in a cover letter should contain the following elements:

• Personalized Salutation: Address the hiring manager or the specific recipient of the cover letter by their name. If the name is not mentioned in the job posting or you are unsure about the recipient's name, it's acceptable to use a general salutation such as "Dear Hiring Manager" or "Dear [Company Name] Recruiting Team."
• Professional Tone: Maintain a formal and respectful tone throughout the greeting. Avoid using overly casual language or informal expressions.
• Correct Spelling and Title: Double-check the spelling of the recipient's name and ensure that you use the appropriate title (e.g., Mr., Ms., Dr., or Professor) if applicable. This shows attention to detail and professionalism.

For example, a suitable greeting could be "Dear Ms. Johnson," or "Dear Hiring Manager," depending on the information available. It's important to tailor the greeting to the specific recipient to create a personalized and professional tone for your cover letter.

Cover Letter Introduction

An introduction for a cover letter should capture the reader's attention and provide a brief overview of your background and interest in the position. Here's how an effective introduction should look:

• Opening Statement: Start with a strong opening sentence that immediately grabs the reader's attention. Consider mentioning your enthusiasm for the job opportunity or any specific aspect of the company or organization that sparked your interest.
• Brief Introduction: Provide a concise introduction of yourself and mention the specific position you are applying for. Include any relevant background information, such as your current role, educational background, or notable achievements that are directly related to the position.
• Connection to the Company: Demonstrate your knowledge of the company or organization and establish a connection between your skills and experiences with their mission, values, or industry. Showcasing your understanding and alignment with their goals helps to emphasize your fit for the role.
• Engaging Hook: Consider including a compelling sentence or two that highlights your unique selling points or key qualifications that make you stand out from other candidates. This can be a specific accomplishment, a relevant skill, or an experience that demonstrates your value as a potential employee.
• Transition to the Body: Conclude the introduction by smoothly transitioning to the main body of the cover letter, where you will provide more detailed information about your qualifications, experiences, and how they align with the requirements of the position.

By following these guidelines, your cover letter introduction will make a strong first impression and set the stage for the rest of your application.

Cover Letter Body

I am writing to express my interest in the Clinical Support Specialist position at your organization. With a strong background in healthcare and a passion for providing excellent patient care, I believe that I would be a valuable addition to your team.

Here are some key components that my cover letter body should typically include:

• Introduction: Opening paragraph introducing yourself and expressing your interest in the position.
• Skills and Qualifications: Highlight your relevant skills, experience, and qualifications that make you a strong candidate for the role. This may include knowledge of medical terminology, experience with electronic health records (EHR) systems, and strong communication and interpersonal skills.
• Passion for Patient Care: Discuss your passion for providing high-quality patient care and how you have demonstrated this in previous roles.
• Teamwork and Collaboration: Emphasize your ability to work collaboratively with a multidisciplinary team to ensure the best possible outcomes for patients.
• Adaptability and Problem-Solving: Showcase your ability to adapt to changing situations and solve problems in a fast-paced healthcare environment.
• Closing: Conclude your cover letter by expressing your enthusiasm for the opportunity to contribute to the organization and reiterating your interest in the position.

I am confident that my skills and experience make me a strong fit for the Clinical Support Specialist role, and I am eager to bring my expertise to your team. Thank you for considering my application.

Complimentary Close

The conclusion and signature of a cover letter provide a final opportunity to leave a positive impression and invite further action. Here's how the conclusion and signature of a cover letter should look:

• Summary of Interest: In the conclusion paragraph, summarize your interest in the position and reiterate your enthusiasm for the opportunity to contribute to the organization or school. Emphasize the value you can bring to the role and briefly mention your key qualifications or unique selling points.
• Appreciation and Gratitude: Express appreciation for the reader's time and consideration in reviewing your application. Thank them for the opportunity to be considered for the position and acknowledge any additional materials or documents you have included, such as references or a portfolio.
• Call to Action: Conclude the cover letter with a clear call to action. Indicate your availability for an interview or express your interest in discussing the opportunity further. Encourage the reader to contact you to schedule a meeting or provide any additional information they may require.
• Complimentary Closing: Choose a professional and appropriate complimentary closing to end your cover letter, such as "Sincerely," "Best Regards," or "Thank you." Ensure the closing reflects the overall tone and formality of the letter.
• Signature: Below the complimentary closing, leave space for your handwritten signature. Sign your name in ink using a legible and professional style. If you are submitting a digital or typed cover letter, you can simply type your full name.
• Typed Name: Beneath your signature, type your full name in a clear and readable font. This allows for easy identification and ensures clarity in case the handwritten signature is not clear.

Common Mistakes to Avoid When Writing a Clinical Support Specialist Cover Letter

When crafting a cover letter, it's essential to present yourself in the best possible light to potential employers. However, there are common mistakes that can hinder your chances of making a strong impression. By being aware of these pitfalls and avoiding them, you can ensure that your cover letter effectively highlights your qualifications and stands out from the competition. In this article, we will explore some of the most common mistakes to avoid when writing a cover letter, providing you with valuable insights and practical tips to help you create a compelling and impactful introduction that captures the attention of hiring managers. Whether you're a seasoned professional or just starting your career journey, understanding these mistakes will greatly enhance your chances of success in the job application process. So, let's dive in and discover how to steer clear of these common missteps and create a standout cover letter that gets you noticed by potential employers.

• Avoid making the cover letter too generic or vague. Tailor it to the specific job and highlight your relevant skills and experiences.
• Avoid focusing solely on your own needs and desires. Instead, emphasize how you can meet the needs of the employer and contribute to the organization.
• Avoid including irrelevant information or details that are not directly related to the job position.
• Avoid using cliches or overused phrases. Be original and genuine in your writing.
• Avoid making spelling or grammatical errors. Proofread the cover letter carefully before submitting it.

Key Takeaways For a Clinical Support Specialist Cover Letter

• Demonstrate my ability to provide clinical and technical support to healthcare professionals.
• Showcase my strong knowledge and understanding of medical devices and their applications.
• Highlight my experience in conducting product demonstrations, trainings, and troubleshooting for healthcare staff.
• Emphasize my track record of building and maintaining strong relationships with clients and healthcare facilities.
• Share my strong communication and problem-solving skills for addressing complex clinical and technical issues.