Formal Letter Example

Writings   /   by admin   /   July 04, 2021

A formal letter is a document that requires a certain solemnity, as it is generally addressed to institutions, governments, companies, schools or people who require a certain respect, having to move away from friendly language and focus on formal language

To write a formal letter you need a series of basic knowledge, which are the rules that all good writing must follow.

The elements of the formal letter are:

  1. Name and address. Required in correspondence by mail.
  2. Place and date. Forced and can be found at the beginning or the end.
  3. Addressee. Forced, it must be placed to know who it is addressed to.
  4. Occupation. This is optional, and it is in the more formal documents.
  5. Greetings. It is the courteous opening with which the letter begins.
  6. Body. It transmits the message that you want to communicate.
  7. Fired. Courteous closing.
  8. Name of signatory. It is indispensable, it goes at the bottom.
  9. Firm. It is the signature of the person authorizing the letter.
  10. Category of the signer. It is the position or circumstance: Dr. Lic. Ing. Prof. etc.
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  11. Additional data. (These data can refer to annexes such as: promissory notes, official documents, photographs, stubs, letters, etc.)
  12. Final references. These are more common in the formal letter.

Not all the elements are required, but they are part of the formal letter and these are applied according to the need of each letter.

Example of a formal letter template:

The formal letters have elements that differ from the familiar or informal letter.

Example of a formal letter of invitation to the inauguration:

Guadalajara, October 7, 2018

Subject: Request to attend the Inauguration

Mr. Director Esteban Batista Alto
Principal Director of the company Examplede.com S.A.
The workers of the company Saudico S.A want to invite you and your wife to attend the next inauguration of our new packaging plant. In this way we want to share with you such an important event and thank all the attention provided by your company.
As you will see soon, such a pleasant event is no longer a dream, it is a legitimate reality and we would be very pleased if you would be present with the company of your liking.
After the tour of the entire plant, important events and shows will be held, so there will be many surprises that we would like to share with all of you. The show will culminate with a raffle for an original work of art donated by an artist from the area and valued at a figure close to 100,000 euros. We look forward to your pleasant attendance.

Best regards.

Jose Pedro Cebollita
Representative of the workers of examplede.com

Example of formal letter format for student scholarship request:

Secretary of Public Education

Thursday 23 January 2019

C director of INEA
Present:

The undersigned, Prof. Joaquín Martínez Carmona, in charge of the 16th region of the INEA in the state of Mexico.

I hereby inform you that the 30 students assigned to me on June 23, 2014 have already fully complied with education program, these adults finished with a level of 9.8 which allows them to enter the education program scholarships.

For this reason, I request that the students with fewer resources in my group be granted a scholarship so that they can continue with your baccalaureate studies, for this I am attaching the necessary documents so that you can keep the record of these students.

Without further ado, I say goodbye.

Sincerely

Prof. Joaquin Martinez Carmona
Firm

Example of a formal letter to a health center:

Guadalajara, August 14, 2018

Ms. Carmen Cardenas Cataño
Manager of the vaccination center:
Present:

Ms. Director, I am writing to you as the legal representative of Rogelio Martínez who is the child holder of the vaccination card 23456, who will not receive his vaccine corresponding to this vaccination campaign because he is undergoing medical treatment from another nature.

I beg your understanding of it and set a suitable date in due course to comply with this procedure.

Reiterating my respects,

Maria de la Luz Martínez Núñez
Firm

Example of a formal letter requesting withdrawal:

Mexico City, January 1, 2019

Office of the National Electoral Institute
C Head of department

With this letter I inform you that I have been drawn to be a polling station official, but for work reasons, and the complexity of my work within me work center, it is essential that I do not separate myself from my duties, precisely because it is of a medical order, for which reason I request that I be removed from this position obtained.

The circumstance is aggravated by being in charge of security and being responsible for the entire area.

Without further ado for the moment I reiterate my respects,

Dr. Javier Martínez Ordoñez
Firm

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