Write a rough draft of a formal letter. Begin the formal letter with the opening "Dear" followed by the prefix and the last name of the individual you are addressing. For example, "Dear Mr. Smith." If you are addressing a general company name write, "To Whom it Concerns" or "Dear Associates at" followed by the company name.
Write a first paragraph which succinctly and clearly states the purpose of the letter. For example, if you are writing to confirm the details of a business meeting you would write, "I am writing to confirm the details of our business meeting on Friday, March 26, 2010."
Use the middle part of the letter, one or two paragraphs, to detail the goals and central aspects of the letter. This section should expand on the initial, short paragraph. For example, if you are writing to confirm a business meeting you would write: "The first item I would like to discuss in our meeting will be your goals in building the company website. I propose we discuss the design of the website and then a time-line for its completion".
Write a final paragraph, which should make clear the next action the client or business partner should take. For example, if they need to confirm a meeting date ask them to do so and give them your contact details. For example, "Please confirm the meeting for Friday, March 26, 2010 at 2:00 pm by sending me an e-mail at (insert e-mail here)." Thank the client or addressee for their time. Close the letter with the words "Sincerely" followed by a comma and your full signed name directly underneath it.
Edit the letter a few times. Take out any redundant statements and avoid using contractions. Have a friend or peer read over the letter and give you suggestions for your final draft.
Format the formal letter once you have written a few practice rough drafts and have had another person review them. The format will start with your name and address in the top right hand corner of the page.
The name of the individual or company you are addressing, will appear on the left hand side of the page. Below the addressee's information and directly to the right, place the date you are writing the letter. Finally, begin your letter with the greeting and the body of the letter. The closing statement and signature should fall directly below the text of the letter and to the left.