The 8 characteristics of a formal letter (explained)

Normally, a formal letter will be addressed to a person with authority or with a certain degree of hierarchy, with the ability to influence some relevant aspect of our lives. For this reason it is important to know how to write correctly.

In this article we will see the most relevant characteristics of the formal letter that you must present this type of writing, pointing out the different parts that make it up, and finally we will cite some examples of types of formal letter and when to use them.

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What is a formal letter?

The formal letter is the type of written communication that we write with the intention of being sent to an authority either known or unknown, but always with the need to maintain an attitude of formality. In order for the formal letter to be well written, it must respect and comply with minimum standards of quality, structure and language.

Normally, these types of letters are those used to communicate in the professional and academic field

, presenting as a requirement that the ideas expressed in it are clear and understandable.

Generally, the objective or purpose of the formal letter will be informative, that is, to transmit information that we want to present as objective. Therefore, it will be essential that the information we present is clear and concise, facilitating communication. Let's see how to achieve it.

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Main characteristics that the formal letter must meet

The characteristics that we will cite and explain below are not exclusive to formal letters, may appear in another kind of writing as long as they present as their main purpose to give a clear message and concise.

1. It is for informational purposes

In most cases the main objective presented by formal letters is to inform, that is, give new textual information on some aspect, whether known or unknown to the person who receives it.

As we have pointed out previously, these cards are used mainly in the professional and educational fields. Therefore, the purpose will be to transmit information in a formal way and not with the intention of establishing personal contact with the other individual, nor with the aim of generating specific emotions.

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2. Use of formal and respectful language

Formal letters, as we mentioned earlier, are normally addressed to a person of authority. Therefore, it will be essential that we use formal and respectful language, following a series of culturally established norms.

Regardless of the purpose of the letter, it should be written in a polite way, using good forms, the courtesy and diplomacy, since in this way we are more likely to achieve the intended objective with the writing and sending this.

Similarly, also the use of the third person is recommended to refer to the recipient and thus achieve a more formal wording. Instead of using “I recommend you” it would be better to use the expression “I recommend you”. Even so, if it is not made an abuse of the first person it can also be used on some occasions, its use in formal letters is not totally prohibited.

As we said before, the formal letter can be addressed to someone we know, for example to our work manager, or at least contrary to someone not known, such as the person who selects the workers of the company where we want to be hired. But regardless of whether the recipient is known or not or how confident we are with him, the formal letter must be written using formal terms.

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3. The message has to be explained precisely

In order to make the message clear it is essential to convey a main idea, select a single objective that is intended to be achieved with the sending of the letter. In this way and in relation to the previous point we will avoid unnecessary phrases or content, filler and that distracts from the main idea.

Given the case that it is necessary to transmit complex or more extensive information, it will be better to condense and summarize the content, so that the message is accurate and fulfills the relevant purpose.

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4. Formal letters are short in length, brief

Bearing in mind that the purpose of formal letters is to convey a message clearly and concisely, it is necessary that both the letter and the paragraphs and sentences used are short and as short as possible.

Therefore, letters with few and short paragraphs are recommended, in order to avoid that the receiver gets bored, loses attention or interest and in this way we achieve the goal we are searching.

5. The information transmitted must be clear

If we want the recipient to understand the message written in the letter it will be important that the words, terms, phrases and ideas expressed are not confusing or unnecessarily ambiguous, thus hindering the understanding and purpose of the letter. In this way, our purpose will be to write a clear text in which only one idea or message can be interpreted, without giving rise to multiple interpretations.

Two types of clarity must be achieved. On the one hand, visible clarity is presented which refers to a clean presentation of the writing, with good handwriting if we write by hand and respecting the appropriate writing structure.

On the other hand, it is necessary to comply with semantic clarity: use phrases and ideas that make sense, avoiding those that can generate more than one possible interpretation or those that are ambiguous.

6. Adequate correction

Another very important aspect to take into account when we write formal letters, bearing in mind that they are addressed to a person of authority and what is the purpose of the message we send, is the correctness of both grammar and lexical.

The grammatical correction is linked to not presenting grammatical errors, understood as the set of language rules that regulate the use of it, nor to making spelling mistakes; we will have to be especially attentive and check before sending the letter.

On the other hand, a good use of the vocabulary will also be necessary, making an adequate use of the relevant words and vocabulary. without this being rude or too colloquial.

In the same way, it is important that the lexicon is adapted both to the type of message and to the recipient, and that present consistency and appropriateness within the same letter (for example, ensure that the verb tenses match).

Punctuation marks also need to be used appropriately, in order to that on the one hand the reading is easier and more enjoyable, and on the other, that the message is understood in a clear.

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7. Simple expression

Not expressing ourselves in a vulgar way does not mean using only cultured or excessively technical words if it is not necessary since in this way the purpose of presenting a clear and understandable message can be lost.

Thus, we can use words and terms of everyday use, but without losing sight of who the letter is addressed to.

8. Structure and parts of the formal letter

The formal letter must be made up of the following parts: the letterhead is located on the left side and refers to the data of the person who sent the letter; the recipient, refers to the data of the person to whom we sent the letter; the place and date of writing will appear in the upper right corner, first citing the city followed by the date; heading, we will address the recipient in a respectful manner using polite and formal terms such as “dear mr. and full name “always followed by a colon.

Following the heading, the introduction will appear where a concise mention will be made of the purpose of the letter; the body, the place where the main message of the letter will be developed, is the most extensive part; the farewell or closing, using friendly and courteous terms such as “sincerely” or “a cordial greeting ”and finally the signature where the name and position of the person sending the letter will normally appear.

Normally, the structure of the formal letter presents elements of protocol. With protocol elements we mean, for example, presenting, referring to the professional position held or performed by both the sender and the receiver.

Types of formal letters

In this section we will make references to some types of formal letters according to the purpose or objectives that we want to achieve with it:

• Formal letter of resignation: when we want to leave the job we are in.
• Formal complaint letter, in order to communicate any complaint or disagreement.
• Formal thank you letter, to express gratitude.
• Formal letter of request, with the purpose of requesting something.
• Formal invitation letter, as an invitation to an event.
• Formal cover letter, normally presented along with the curriculum where skills, studies and experience are expressed, as well as why we are interested in the job.