Formal letters used to be one of the main ways to contact people. You’d need to know how to write a formal letter as a key life skill. What if you needed to complain about something or ask for a note from your doctor? This would all be done via formal communications.
There is a set way in which formal letters should be written, as we will explore in this guide. Plus, we’re looking at passive-aggressive tone in formal communications, both in email and in letters. Passive-aggressive communications can constitute poor leadership or make an impression you really don’t want to.
Guide to Writing Formal Letters
Let’s go through the steps of how to write a formal letter.
- Sender's Address
Your address should be at the top right corner of the page, allowing the recipient to know how they can contact you. You may also include other details like an email address or telephone number if appropriate.
- The Date
Leave a line or two below your address and write the date in UK date format, this means day-month-year.
- Receiver's Address
Skip a line below the date and write the recipient's address on the left-hand side.
- Salutation: Dear (Recipient's Name)
Begin the letter with a formal salutation. If you know the recipient's name, use "Dear Mr./Ms./Dr. [Last Name]." If you don't know the name, use a generic salutation such as "To Whom It May Concern." This is one of the main uses of the term whom, which we have explained in more detail here.
- Opening Paragraph
Introduce yourself and explain the purpose of the letter. “I am writing to inquire about…”
- Details
Expand on the details and use a formal tone for your letters, this is where you can get to the bottom of the reasons you’re getting in touch and include much more detail. It can be considered the “meat” of the letter.
- End Salutation
The closing Salutation is where some people definitely get confused when they are writing letters as there are certain conventions.
Use "Yours sincerely" if you know the recipient's name, and "Yours faithfully" if you don't.
| Opening Salutation | Closing Salutation |
| Dear Mr Smith | Yours sincerely, |
| Dear Sir/Madam | Yours faithfully, |
- Signature
Leave a few lines for your handwritten signature, then type your name underneath so that there is no confusion about what your signature says.
All of this adds up to a formal letter that fits the conventions. Search online for English tutor near me and discover a range of qualified professionals in your area.
Example of a Formal Letter
Let’s dive into an example of a formal letter. This scenario will cover a job application scenario.
[Your Name]
[Your Street Address]
[Your City, Postcode]
[Your Email Address]
[Your Phone Number]
[Date: 18 December 2023]
[Recipient's Name]
[Hiring Manager]
[Company Name]
[Company Street Address]
[City, Postcode]
Dear Mr. Smith,
I am writing to express my interest in the recently advertised [Job Title] position at ABC Company, as seen in the newspaper. With my background in [Your Relevant Experience] and a keen interest in [Specific Industry or Skill], I believe I am well-suited for this role.
In my previous position at XYZ Company, I successfully led a team to achieve X, Y, and Z. This experience, coupled with my strong [mention any specific skills relevant to the job], has provided me with a solid foundation to contribute effectively to your team at ABC Company.
Enclosed with this letter, please find my C.V., which provides additional details about my professional background. I would be grateful for the opportunity to discuss how my skills and experiences align with the needs of your team in further detail.
Thank you for considering my application. I am looking forward to the possibility of an interview to discuss how my skills and experiences align with the needs of your team. Please find my contact information above, and I am available at your earliest convenience.
Yours sincerely,
[Handwritten Signature]
[Your Full Name]
It is important to keep in mind that certain aspects might change based on details like whether you know the name of the person you’re contacting. If not, you need to sign off with “yours faithfully” rather than “yours sincerely”.
A formal letter can be a great way to make a good first impression, but only if it is done correctly. Be sure to check for spelling and grammar errors, the correct use of terms like to and too, or has and have.
Identifying Passive-Aggressive Examples
Passive aggression is considered detrimental in the workplace or in pretty much any other walk of life. Even in scenarios where an issue crops up and needs to be dealt with, this is not the way to go about it. Instead, it is important to address issues through the proper channels.
If you're learning the language, you might not even understand what someone means by their passive-aggressive language.
Passive aggression does very little to solve problems and can actually make people upset or angry in the workplace. It can undermine trust, which is crucial in a work environment. Passive-aggressive behaviour can erode trust because it creates an atmosphere of uncertainty and makes it challenging for colleagues to rely on each other.
Passive aggression can even be the root of humour due to its relatability. We all know somebody like this in the workplace…
Let’s look at some examples of this type of language to help you to identify it better, whether it is in the form of a letter or an email.
Preply did a study on the most passive-aggressive terms that were used in the workplace and found these to be the worst culprits:
“As you no doubt are aware…”
“For future reference”
“Friendly reminder”
“CC’ing [my boss] for visibility”
“Per my last email”
Most of these terms hint at some sort of disappointment or annoyance without actually addressing it.
Further examples have been included below.
Subject: Follow-Up on the Task
"Just wanted to remind you about that task you promised to complete ages ago."
This has an accusatory tone, “you promised” means that they were expecting the task to be finished.
Requesting Confirmation or Communication
"I hope everything is going well on your end. I assume you received my email last week, but I haven't heard back yet."
It is easy to get frustrated when somebody hasn’t responded. Patience is a virtue, as the saying goes. If there are issues with somebody’s communication, this may cause a problem, but they could also be on holiday.
Assigning Blame
"It seems some people forgot to submit their tasks, but I'm sure we can figure out who."
This is very accusatory. Though sometimes things are an individual’s fault, it helps to provide a more teamwork-based approach and take responsibility for a project together, not to single out individuals.
Expressing Doubt
"Your idea is certainly unique” or “I’m not sure about the approach that you’ve taken here.”
There are far superior ways to get the message across if you don’t necessarily agree with an idea. A healthy workplace should give employees the chance to provide their feedback. Passive aggression shouldn’t be part of it.
Not Taking Responsibility
“"I may have misunderstood your instructions, resulting in a slight error. Apologies if that caused any inconvenience."
This is just one example of a way that somebody might try to either shift blame or refuse to take full responsibility for an error they have made.
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Avoiding Passive Aggression in the Workplace
Passive-aggressive behaviour can strain professional relationships. Colleagues may become hesitant to collaborate, and managers may find it challenging to lead effectively.
A work environment marked by tension and conflict is likely to be less productive. Team members may spend more time navigating interpersonal issues than focusing on their tasks and responsibilities.
Avoiding passive-aggressive behaviour in the workplace is essential for maintaining a healthy and productive work environment. Here are some strategies to help prevent and address passive-aggressive behaviour:
- Promote Open Communication. Encourage a culture of open and transparent communication. Create an environment where employees feel comfortable expressing their thoughts, concerns, and ideas directly and respectfully.
- Provide Clear Expectations. Clearly communicate expectations regarding tasks, deadlines, and responsibilities. This reduces the likelihood of misunderstandings and frustration that can lead to passive-aggressive behaviour.
- Offer Constructive Feedback. Provide feedback in a constructive and specific manner. Focus on the behaviour or issue at hand, rather than making personal attacks. Frame feedback in a way that promotes improvement rather than assigning blame.
- Encourage Conflict Resolution. Train employees and managers in conflict resolution skills. Provide resources and support for resolving conflicts in a constructive manner, emphasising the importance of addressing issues directly and respectfully.
- Model Positive Behaviour. Leaders should model positive and direct communication. When team leaders consistently exhibit open and honest communication, it sets a standard for the entire team.
- Establish Clear Channels for Feedback. Create formal channels for feedback, such as regular performance reviews or team meetings. This provides a structured and appropriate platform for discussing concerns and improvements.
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Conclusion
It is important to be able to structure a letter and communicate effectively, while following the conventions of language.
On top of this skill, it is important to be able to identify passive-aggressive language in letters as well as in other communication, including digital communications like emails. People who have only just started learning the language or have basic proficiency may accidentally use language that comes across in the wrong way.
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