Formal letters should serve the function of expressing your intentions toward the facility, and expressing any concerns or needs you may have. A formal letter is essentially a business letter and should follow the general outline of a business style. A formal letter to a school should use simple, straightforward language. A formal letter to a school can be an effective way to make new contacts and resolve issues.
Make a list of the intentions or goals you have in writing to the school. For example, you may be making a request to take part in a fundraiser. List out the facilities, donations or other clearances you will be requesting in the formal letter. Another goal may be to thank an institution for services rendered.
Format the letter with a header that lists the individual or department you are contacting. For example:
Dean of the College of Arts and Letters
PO Box 123
Open the main body of the letter with the word "Dear" followed by the individual's name. For example, "Dear Mr. Peabody."
State who you are and the purpose you have for writing the letter. For example, "My name is Anna Smith and I work with Holding Hands Inc. I am writing to request your help with a charity event I would like to host through your school." Or, if you are thanking someone, you may say, "I want to thank you for all of the time and effort you have put into creating the new educational program."
Follow the initial reason for the formal letter with details about why you are making the request or thanking the individual. For example, "I have been working with a charity organization in town for many years and we have always looked to your school as a central piece of this community."
Give as many clear details on the reason for the letter as are needed, then thank the person or department for reviewing your letter. For example, "Thank you for taking the time to look over my request." Finish off the letter by letting the school know how they can follow up with you. An example would be, "Please find my phone number listed below to contact me. I look forward to hearing from you."
Close the letter with a phrase such as "Sincerely" or "Regards," followed by your signed name.