How to Write a Formal Letter in English

A formal letter in English has a specific format that most non-native writers get slightly wrong — and those small errors signal to a reader that the writer is not fully confident in the language, even when the content is strong.

This guide covers everything: the correct layout, how to open and close, what to write in the body, a complete example, and the mistakes that are most common among learners at every level.

How do you write a formal letter in English? A formal letter in English has six parts: your address (top right), the date, the recipient's address (left), a formal salutation, the body paragraphs, and a formal closing with your signature. The register throughout should be professional — no contractions, no slang, precise and polite language.

What are the six parts of a formal English letter?

1. Your address (sender's address)
Write your address in the top right corner. Do not write your name here — that goes at the end with your signature.

2. The date
Write the date below your address on the right side. In formal British English, the standard format is: 24 August 2026. In American English: August 24, 2026. Do not use numbers only (24/08/2026) in a formal letter — it looks informal.

3. The recipient's address
Write the name and address of the person you are writing to on the left side, below the date.

4. The salutation (greeting)
This is where many writers make their first mistake. The rule is simple:
- If you know the person's name: Dear Mr. Smith, or Dear Dr. Tanaka,
- If you do not know the person's name: Dear Sir or Madam,
- If you are writing to a department or organisation: Dear Hiring Manager, or To Whom It May Concern,

Use a comma after the salutation in British English. Use a colon in American formal English (Dear Mr. Smith:).

5. The body paragraphs
Three paragraphs is the standard structure:
- Opening paragraph: State your purpose clearly in the first sentence.
- Middle paragraph(s): Provide the detail, context, evidence, or request.
- Closing paragraph: State what you expect to happen next, or thank the reader.

6. The closing and signature
This is the second place where many learners make a mistake. The rules:
- If you used the person's name in the salutation (Dear Mr. Smith): close with Yours sincerely,
- If you did not know the name (Dear Sir or Madam): close with Yours faithfully,

Then leave four lines for your handwritten signature and type your full name underneath.

What is the difference between "Yours sincerely" and "Yours faithfully"?

This is the most commonly confused point in formal English letter writing.

Yours sincerely — use this when you addressed the person by name. You "sincerely" addressed a specific person.

Yours faithfully — use this when you did not know the name and opened with "Dear Sir or Madam." You are being "faithful" to a formal process.

A simple memory rule: S and S go together (Sincerely = you know the name = specific). F and F go together (Faithfully = you do not know the name = formal unknown).

In American English, "Sincerely," or "Sincerely yours," is used in both cases. "Yours faithfully" is primarily British.

What formal English phrases should I use in the body?

To state your purpose:
- "I am writing to enquire about..." / "I am writing to apply for..."
- "I am writing with reference to your advertisement dated..."
- "I am writing on behalf of [organisation name] to..."

To make a request politely:
- "I would be grateful if you could..."
- "Could you please confirm whether..."
- "I would appreciate it if..."

To provide information:
- "Please find enclosed..." / "Please find attached..."
- "As you are aware..."
- "Following our conversation on [date]..."

To close before the sign-off:
- "I look forward to hearing from you."
- "Please do not hesitate to contact me if you require further information."
- "I would welcome the opportunity to discuss this further."

Complete formal letter example — job application

14 Park Street
Leeds, LS1 4DY
United Kingdom

24 August 2026

Ms. Rachel Chen
Head of Human Resources
Meridian Publishing Ltd
22 City Road
London, EC1V 2PX

Dear Ms. Chen,

I am writing to apply for the position of Editorial Assistant, as advertised on your website on 18 August 2026. I believe my background in English linguistics and my two years of experience in academic publishing make me a strong candidate for this role.

During my time at Oxford University Press, I assisted in the production of twelve educational titles and was responsible for proofreading and copy-editing content at B2 to C1 level for non-native English readers. This experience gave me a precise understanding of the editorial process from manuscript to publication. I am comfortable working to tight deadlines and have a proven record of maintaining accuracy under pressure.

I would welcome the opportunity to discuss how my skills and experience could contribute to Meridian Publishing's work. I have enclosed my CV and a writing sample for your consideration. I am available for interview at your convenience.

Yours sincerely,

[Signature]

Amara Osei

What are the most common formal letter mistakes in English?

Using contractions. "I'm writing to..." should be "I am writing to..." — contractions belong in informal writing only.

Starting sentences with "I" too often. In formal English, varying your sentence openings sounds more sophisticated. Restructure: instead of "I will send the documents," try "The documents will be sent by Friday."

Using "Dear Friend" or "Dear [First name]." These are too informal for a formal letter. Always use title and surname.

Confusing sincerely and faithfully. See the rule above — it is a small detail that signals whether the writer understands formal English conventions.

No clear purpose in the opening paragraph. The reader should know exactly why you are writing within the first two sentences.

Overusing "I hope this letter finds you well." This phrase has become a cliché through overuse. Start with your purpose directly — it is more professional and more confident.

How do you format a formal email versus a formal letter?

Formal emails follow the same conventions as letters but without the posted address blocks. You still use the same salutations (Dear Mr. Smith,), the same body structure, and the same closing (Yours sincerely, / Kind regards,).

"Kind regards" is widely used in formal emails and sits between "Yours sincerely" (most formal) and "Best wishes" (semi-formal). Use "Yours sincerely" for letters and very formal emails; "Kind regards" for most professional email correspondence.

For more English writing lessons at every level — from sentence structure to professional documents — visit englomo.com. Free structured lessons with audio and speaking practice, no download required.