How Do You Send a Formal Letter to Someone?

Updated: Mar 27

Sending a formal letter isn’t just about posting it, it’s about making sure it looks professional,

reaches the right person, and actually gets a response. Whether you need a cover letter

writing service, financial aid appeal letter, complaint, legal letter, or even writing a letter to a

judge, following the correct process ensures your message is taken seriously.

Many people assume just writing a letter is enough, but an unstructured or poorly worded

letter can be ignored. A well-crafted, properly sent formal letter increases the chances of a

positive outcome, whether you’re applying for a job, disputing a charge, or submitting an

appeal.

Here’s everything you need to know about how to send a formal letter correctly.

Step 1: Write a Clear, Professional Letter

A formal letter needs to be structured properly, clear, and to the point. Here’s what to include:

Your contact details – Name, address, email, and phone number at the top.
Date – The date you’re sending the letter.
Recipient’s details – Full name, job title, company (if applicable), and address.
Subject line (optional but recommended) – A short summary of the letter’s purpose.
Greeting – Use "Dear [Full Name]" or "Dear Sir/Madam" if the name is unknown.
Body – Clearly state your purpose, provide necessary details, and keep it concise.
Closing – End formally with "Yours sincerely" (if you used a name) or "Yours faithfully" (if
you didn’t).
Signature – If printed, sign by hand; if digital, include a typed signature.

Pro tip: A poorly written letter can hurt your chances. Professional letter writing services

help ensure your letter is persuasive, professional, and correctly structured.

Use high-quality paper – Especially for job applications, legal matters, or official
complaints.
Print a clean copy – Avoid smudges, creases, or unclear text.
Choose the right envelope – A4-sized documents should be sent unfolded in a large
envelope.

Real Example:

"A client recently needed a financial aid appeal letter urgently. They initially sent it via email

and received no response. We revised their letter, ensured it was properly structured, and

sent it via Signed For delivery. Within a week, they received a decision."

The best postal service depends on the importance of the letter.

Even with tracked delivery, it’s smart to follow up if you don’t get a response:

● Keep a copy – Always save a digital or printed version of the letter.

● Track the letter – If you used a Signed For or Tracked service, monitor its progress

online.

● Send a polite follow-up email - or call if you don’t hear back.

Pro tip: If your letter is time-sensitive (e.g., legal disputes, appeals), always use tracked

mail. A lost or delayed letter could affect your outcome.

A formal letter is only as effective as its writing and delivery method. Whether it’s a cover

letter writing service, financial aid appeal letter, legal dispute, or complaint, following the right

process ensures your letter is read, taken seriously, and acted upon.

Need a formal letter written and sent correctly? Let’s make sure your words work for you!