format of writing formal letter

Rules for Writing Formal Letters:
There is a set pattern for writing a formal or a business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. One should never use informal language.
1) Your Address
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to.
The inside address should be written on the left, starting below your address.
Put the date on the upper left side of the page. Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
2) If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. 3) If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Content of a Formal Letter
First paragraph
The first paragraph are the opening lines which should be short and state the purpose of the letter- to request, apologise for something, etc.
Second Paragraph
The paragraph or paragraphs in the middle of the letter is the body of the letter which should contain the vital information explaining the purpose behind writing the letter. Letters shouldn’t be too lengthy. Thus, the information should be kept precise, concentrating on organising it in a clear and logical manner rather than expanding too much.
Last Paragraph
The last paragraph of a formal letter should affirm what action you expect the recipient to take- to refund, send you information, permit a request, etc.
Ending a letter:
1) If you do not know the name of the person, end the letter as: ‘Yours faithfully’.
2) If you know the name of the person, end the letter as: ‘Yours sincerely’.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.
Informal letter is a form of letter written to a close friend, relative or an acquaintance. Informal letter doesn’t follow a strict rigid form or structure. It has a sentimentality which transcends all forms of communication. Importance of details like the complete date or the address depends on the person’s relation with the other person.

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