checklist about how to write a application formal letter
Pre-Writing
- Consider what you want to achieve with the letter
- Clarify the main message you want to convey
- Collect recipient's full name and title
- Obtain the recipient's address and any other relevant contact information
- Decide if the tone should be formal, friendly, or professional
- Consider the relationship with the recipient and the purpose of the letter
Writing
- Address the recipient by name
- Use appropriate titles (Mr., Mrs., Dr., etc.)
- Be concise and to the point
- Avoid unnecessary details
- Include specific examples or evidence
- Organize information logically
- Avoid slang or casual language
- Use proper grammar and punctuation
Formatting
- Choose a professional font such as Times New Roman or Arial
- Align the text to the left
- Set margins to 1 inch on all sides
- Use single spacing within paragraphs and double spacing between paragraphs
- Bold the subject line
- Place the subject line below the date and above the salutation
- Keep the subject line concise and descriptive
- Left-align the text
- Use block paragraphs with no indentation
- Leave a blank line between each section of the letter (date, recipient's address, salutation, body, closing, signature)
- Read the letter aloud to catch any awkward phrasing
- Use spell check and grammar check tools
- Have someone else review the letter for errors
- Check for consistency in formatting and style
Closing
- Sincerely,
- Regards,
- Yours faithfully,
- Thank you for your time and consideration.
- I appreciate your attention to this matter.
- Thank you for considering my application.
- Please feel free to contact me at [Phone Number] or [Email Address] for any further information.
- I can be reached at [Phone Number] or [Email Address] for any additional questions.
- If you require any more details, I can be reached at [Phone Number] or [Email Address].
Post-Writing
- Save the letter as a PDF or Word document
- Store the letter in a designated folder on your computer or in a physical file
- Include the date the letter was written in the file name
- Attach the letter to an email if sending electronically
- Address and stamp the envelope if sending by mail
- Ensure you have the correct contact information for the recipient
- Wait a reasonable amount of time before following up
- Send a polite reminder email or make a phone call if necessary
- Be prepared to provide additional information or answer any questions
- Consider if the letter achieved its intended purpose
- Ask for feedback from a trusted colleague or mentor
- Update the letter template with any changes for future use
Use in Manifestly