I’m sure you are here to learn how to write a semi formal letter, and we will cover this topic fully here. Most of us are familiar with the two major types of letters, being if it’s either you are writing in an official tone, or to people whom we have a close relationship with. We may have found ourselves believing that there is no in-between. But it exists.
In this article, we will explore what a semi formal letter is, who we can write it to, the features, and a sample of semi-formal letters.
What is a Semi formal letter?
A semi-formal letter is a written correspondence that has a balance between the professionalism of a formal letter and the familiarity of an informal letter. The semi formal letter uses a more relaxed and conversational tone throughout the writing. This letter can also be used in business settings, but the level of professionalism and rigid formality is toned down, yet due respect is maintained.
Who Can We Write Semi Formal Letters to?
We have established that a semi-formal letter is a link between formal and informal letters, hence it can be written to a wide range of recipients. They could either be from a professional setting or the people in our lives. Here are the possible recipients of Semi-formal letters:
Customers or Clients
A semi-formal letter can be used in communicating in a business context. When transacting with customers or clients, we can write a semi-formal letter to make inquiries, as for updates, request changes, and even show gratitude for successful business transactions.
Colleague
When you are working in a corporate organization, your colleagues may be recipients of a semi-formal letter. It can be used to communicate on work-related matters or even projects.
Professional Contacts
When trying to strengthen or maintain a healthy relationship with some professional contacts, a semi-formal letter always comes in handy. This may include writing to your mentors, acquaintances, or even industry peers.
Teachers or Professors
There are times we need to communicate with our teachers or professors outside the classroom to inquire about coursework, projects, and assignments, or even appreciate their efforts, a semi-formal letter can be used for this purpose.
Landlords or Property Managers
When there is a need to discuss rent-related matters, request repairs, or address concerns on a rented property, a semi-formal letter can also be written to landlords or property managers.
More examples include family doctors, community leaders, suppliers or vendors, etc. Remember, to always choose your tone based on the level of relationship between you and the recipient. However, when you do not know the level of formality needed, sticking with a more formal tone is always advisable.
Features of a Semi Formal Letter
Writer’s address
When writing a semi-formal letter, always begin with your address, and this should be at the top right-hand side of your letter, followed by the date.
Salutation
This comes after the writer’s address. Do not address the recipient by their first name, only use their surname. So, the acceptable salutation should be, Dear Mr. Arinze, Dear Mrs. Olufemi, etc. However, if you have a more familiar relationship with the recipient, then you can use their first name.
Introduction
Here you will introduce yourself and state the purpose for writing the letter. Don’t be formal but maintain politeness. You will also give any necessary background information in the introduction.
Body of letter
In a conversational tone, you will go in-depth into the purpose of your writing. Clearly convey your message to them here.
Conclusion
With a closing remark, thank the recipient for reading your letter and acting on it if need be. Then conclude the letter.
Sign-off
To sign off your name, you can use “Yours Faithfully”, “Yours Truly” or even “With regards”. Semi-formal letters do not need signature, so, after the formal closing, just sign your name below.
Formatting
Although this is not a formal letter, proper structuring is required. Proper alignment and paragraphing are required all through. If your letter will raise a lot of key information, you can use headings or bullet points to keep it clear and organized.
Tone
Remember that this is not an entirely informal letter to keep the slang and overly casual expressions away. At the same time, avoid strictly formal language and always use a respectful tone.
Proofreading
Once you are done with the letter, carefully proofread all that you have written. Check for spelling, punctuation, grammar, and clarity. If you are not entirely sure, you can ask someone else to help you review the letter.
Sample of a Semi Formal Letter
24, Abraham Duke Street,
Adrian Estate,
Lagos State, Nigeria.
19, June 2023.
Dear Mr. Ahmed,
I hope this letter finds you well. I am writing to let you know some pressing concerns regarding your property at 24, Abraham Duke Street, that I am residing in. These matters have caused inconvenience for me and my family and I believe it’s best to handle them promptly to ensure a comfortable living condition and upkeep of the premises.
The first issue is that of plumbing. Over the past two weeks, there have been recurrent problems with the bathroom sink and the toilet. The drainage seems to be slow, and this has led to water accumulation. Also, the toilet has flushing difficulties requiring manual solutions. I would like to request that the property’s plumber come and resolve these plumbing issues as soon as possible to avoid further inconvenience.
The second issue has come to our notice since the rainy season began. There is a persistent leak in the ceiling of our bedroom. We have to improvise by using buckets to catch the rainwater. It is so pressing that if it is not addressed promptly, it could result in water damage to my properties, and the walls and potentially compromise the structural integrity of the property. I kindly request that you send a qualified contractor to assess the situation and undertake the necessary repairs.
Finally, the property’s gate is in a deteriorating condition. The door’s lock has become faulty and unreliable, making our company’s security compromised. We’ve had to rent a guard dog to keep watch every night, for added security. Kindly make arrangements for a repairman to help put the gate in the proper condition to ensure the safety and security of the premises.
You have been quite helpful to our requests in the past, and I am grateful for that. I understand that property maintenance can be a demanding task, and I appreciate your attention to these matters. On my part, I have taken good care of the property and will continue to do so. I kindly request that you take the necessary steps to address these concerns within a reasonable timeframe.
Please let me know when you have scheduled the repairs or maintenance work, as it would be helpful for me to make any necessary arrangements during that time. I trust that you will handle these concerns with the same level of professionalism and promptness that you have demonstrated in the past.
Thank you for taking the time to read and attend to this matter. I look forward to hearing from you soon and working together to resolve these issues.
With Regards,
Adebayo Emeka.
Frequently Asked Questions
What is an example of a semi-formal letter?
A semi-formal letter is a correspondence that employs a less formal tone while maintaining respect and professionalism. Examples of Semi-formal letters include letters to mentors, managers, customers, colleagues, etc.
What is a semi-formal writing format?
When writing a semi-formal letter, ensure you know the recipient by name and have a professional relationship with them.
How many parts are in a semi-formal letter?
The parts of a semi-formal letter include address and date, salutation, introduction, the body of the letter, conclusion, and sign-off
Is there a salutation in the semi-formal letter?
The acceptable salutation phrase to use in writing a semi-formal letter is “dear” and the recipient’s last name. However, if you have a close relationship with them you can use their first name.
What is the difference between a formal letter and a semi-formal letter?
A formal letter is written strictly for official purposes and strictly uses a formal tone, language, and a high level of formality. However, a semi-formal letter lies in between formal and informal letter styles. A professional tone is necessary but with a flexible structure and slightly informal approach.
Conclusion
Remember that a semi-formal letter should maintain a respectful and professional tone that is clear and concise while addressing issues or concerns. Always tailor its level of formality to your recipient to achieve your desired outcome.
