Introduction in a Formal Letter - Orchids The International School
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Letter Writing

Concept: Introduction in a Formal Letter

Let us learn the correct way to write an introduction in a formal letter.

Introduction in a formal letter

  • The first paragraph of formal letters usually has an introduction to the purpose of the letter.
  • It's common to introduce yourself or thank someone in the introduction.

The tone of the Introduction Paragraph

  • The tone of the first paragraph is basically formal and direct in language for a formal letter.
  • There should not be any incomplete information or hint in the first paragraph. The reader should know your intention in writing the letter.
  • It should be able to swiftly engage and draw the attention of the reader since many such letters are received in official communication on a regular basis. So, if the letter fails to grab the attention, it might be ignored.

Length of the Introduction Paragraph

  • The length of the intro should be ideally precise. It should be somewhere around two sentences.
  • The introduction of a formal letter is most likely to vary with the type or purpose of the letter. This means that the introduction for a letter of inquiry and that of a complaint will certainly not be the same. Therefore the length might vary depending on the purpose of the letter.

Examples:

Now let us examine how the introduction or the first paragraph should look like for the following types of formal letters:

  1. Letter to Principal requesting to grant leave

    Respected Madam,
    I am Mohan Roy, a student in class 5. This is to keep you informed that I require a few days of leave from school this month to attend my elder sister’s wedding.

  2. Letter to Principal Requesting to Include you in the Educational Trip

    Respected Sir,
    I am Anjana Tendulkar, studying in class 5, section A. This is a request to include me in the educational tour organized by the school to Murshidabad in the coming summer break.

Common Mistakes

  1. Using informal language in the first paragraph: Since it is a formal letter, be precise, to the point and formal in tone and writing.
  2. Do not begin the letter all of a sudden. Give an introduction of yourself or the purpose of the letter.

    Examples:

    Respected Sir,
    I will be on leave from 10th May to 13th May as I have a family function to attend.
    In the above example, the topic has been introduced all of a sudden and the tone is not formal, rather appears casual.
    Respected Sir,
    Iam Roshan, a student of class 5. This is to inform you that, I will require leave from 10th May to 13th May, 2022.
    In the above example, there is a brief introduction of the writer, and the main purpose of writing the letter is mentioned in a formal tone.

  3. Keep your letter free of grammar and punctuation errors, especially in a formal letter, and more so in the first paragraph as it could irritate the reader.

    Examples:

    I am Roshan a student of class 5. This is to inform you that I’ll require leave from 10th May to 13th May.
    In the above example notice the grammar, and punctuation errors along with the contracted form of I will.

    Examples:

    I am Roshan Mundra, a student in class 5. This is to inform you that, I will require leave from 10th May to 13th May, 2022.

  4. Do not give half information in the first paragraph.

    Examples:

    I am Roshan of class 5. This is to inform you that I will require leave from 10th to 13th.
    In the above example, the student’s name is not fully mentioned. The date period has no month and year mentioned.
    I am Roshan Mundra, a student in class 5. This is to inform you that, I will require leave from 10th May to 13th May, 2022.
    Take a look at the mind map below for a quick recap of what should be there in the introduction paragraph of a formal letter.

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