When you plan to send a letter to someone who may still be in your office, it’s important for you to follow the rules of writing a letter. In order to do this, a direct letter format should be followed, so you adhere to the usual format.
What is a Direct Letter?
A direct letter is any type of letter you use for professional communications, such as cover letters for applying for a job, a letter of recommendation, a resignation letter, and many more. This direct letter has its own format that consists of essential elements you must include when you write a letter. Thus, it’s important for you to know how to properly compose a letter.
What is the Proper Format for a Letter?
A proper direct letter format should include:
- Your contact information, including your name and address
- The date you are sending the letter
- Contact details of the recipient
- The content of the letter (introduction paragraph, body, and conclusion)
- Formal closing, your signature, and your name
What are the Three Types of Direct Letter?
Direct letters are divided into three categories: formal, informal, and semi-formal. You will find four key components in formal and informal direct letters, including a formal salutation, an introduction paragraph as to why you send the letter, body paragraphs, and a closing paragraph with your signature.
What are the Features of Formal Direct Letter?
When you write a formal letter, you need to be straightforward by clearly stating the purpose of the letter in the opening paragraph. Since it’s a formal letter, then you should use a professional tone as well. In addition to that, you should follow the proper format as already mentioned above.
The Sample of a Direct Letter Format
The following sample is a letter of resignation. Even so, you can use the format of the letter to write any type of formal letter.
588 Polar Chase Lane
New Meadows, Idaho 8364
August 4, 2019
3303 Caldwell Road
Grand Forks, North Dakota 8205
Dear Mrs. Peloquin,
I am writing this letter to formally resign from my current position as a sales representative. My last day of employment is August 16, 2019.
I decided to return to school, and my course will be starting in September. I am now submitting my resignation so that I can be as beneficial as I can during the transition process. I thoroughly enjoyed working with you and the rest of the co-workers in the marketing department at XYZ Groups.
I will always treasure all the experience and lessons I have gained during my employment for the past 14 months. It is rarely possible to find a rewarding position in the marketing division that provides me with many valuable opportunities to develop and learn with a lot of inspiring people.
I am also really thankful for all the guidance you have given to me while I was contemplating continuing my education. Your encouragement really means a lot to me. If there is anything I can help during the transition and to find my new replacement, please do not hesitate to reach me by email.
That is the direct letter format you can use to compose your own business letter. Once you have written the letter, make sure to proofread the letter to avoid any errors.