Formal Letter Writing: A Step-by-Step Guide

In modern times of the internet and social media, the whole world has become technologically advanced. Emails, social media chats, texts have become our favourite modes of communication apparently. However, letters still hold a great value, especially the formal letters that are used as a medium to communicate in a professional environment or written to authorities, as these letters generally are preserved for the record. Now let’s take a quick look at what is a formal letter, and what is the format of a formal letter?

What is a Formal Letter?

A formal Letter is usually written to colleagues, authorities, dignitaries, seniors or professional contacts. These letters are not meant for family, friends, and relatives as there is a certain fixed format to write one. However, when we say, ‘a certain format’, that doesn’t mean that there is only one format, there are various formats, and the details are explained in the next section.

An Overview of the Formal Letters

You might be wondering about the difference between formal letters and informal letters. So here is a quick explanation of the same, informal letters are those letters that you write to your friends or even maybe your family members, these letters are written in a casual manner, without much formality. On the other hand, formal letters are those that you write to your colleagues or dignitaries, and in which you have to follow certain predetermined rules and norms.

Formal letters are used in the corporate and business world for the communication of important messages. The formal letters help in conveying the message in a professional manner.

Types of Formal Letter

Formal letters are used for official communication and come in various types depending on the purpose. Here are some common types of formal letters:

There are various types of formal letters, commonly categorised under the following terms:

• Business Letters

• Letters of Application

• Letters to Newspapers

1. Business Letters: Business letters are written for professional communication between companies, clients, or other stakeholders. They include a wide range of topics such as inquiries, orders, complaints, confirmations, and agreements. The tone is usually formal, and the content is structured to convey information clearly and concisely.

2. Letters of Application: Letters of application, also known as cover letters, are written by individuals seeking employment or admission to an educational institution. These letters typically accompany a resume or application form and are intended to introduce the applicant, highlight their qualifications, and express their interest in the position or program.

3. Letters to Newspapers: Letters to newspapers are written by individuals or organizations to express opinions, concerns, or responses to public issues, articles, or events. These letters are often published in the "Letters to the Editor" section and are a way for the public to engage in civic discourse, share viewpoints, or raise awareness about specific topics.

Formal Letter format

A formal letter should follow some pre-set rules and practice. Use of such a decent convention helps us to convey the information of the message in the most professional way. As mentioned earlier, there are certain formats for writing a formal letter and people also follow different ones. However, the format which is explained here is the most preferred format by people when writing a formal letter nowadays.

Sender's Address
(Your Name)
(Street Address)
(City, State, PIN Code)
(Email Address)
(Phone Number)
(Date)

Recipient's Address
(Recipient's Name)
(Designation)
(Company/Organization Name)
(Street Address)
(City, State, PIN Code)

Subject: (Brief Statement of the Letter’s Purpose)

Salutation:
Dear (Recipient's Name/Title),

Body of the Letter:
(Start with an introduction explaining the purpose of the letter.)
(Provide details and any necessary explanations or information in the following paragraphs.)

(Conclude with a closing statement, summarizing the purpose or action needed.)

Closing:
Yours sincerely,
(Your Signature (if submitting a hard copy))
(Your Name)

How to Write a formal Letter

Below given are the main components of a formal Letter format which is used by most people. You can include these components in official letter format. 

Sender’s Address

The address of the sender is normally put on the top right-hand side corner of the page. Always keep in mind that the address should be completely and accurately mentioned to make sure it is visible properly.

Date

The date is included just after the address of the sender, or you can say that the sender’s address is followed by the date which is on the right-hand side of the page. The date which we are talking about is the date on which the letter has been written. The reason why it is important to include the dates in a formal letter is that they are often kept safe for record purposes.

Receiver’s Address

The address of the receiver is included by leaving some space after the sender’s address and the date. The receiver’s address in a formal letter is included on the left side of the page. Always make sure that you write the official designation/name etc of the receiver as the first line of the address.

Greeting

This is the part of the letter where you greet the person you are sending the letter to. One thing to be kept in mind is that the greeting must be respectful as you are writing a formal letter and not a personal one. The common greetings that are used in a formal letter are “Sir” or “Madam”. If you know the name of the person, then you can also write the greeting as “Mr. ABC” or “Ms. XYZ”. But always remember to use either the full name or the last name. Never use the first name as the greeting of a formal letter.

Subject

After the salutation/greeting part of your formal letter comes the subject of the letter which is of high importance. You need to write ‘Subject” with a colon in the centre of the line. The complete aim/purpose of writing the letter is summed up in only one line so you need to be careful while writing the subject line. A proper subject helps the receiver to get the basic idea of your letter in one glance.

Body of the Letter

This is where you write the main content of the letter. It is either divided into three paragraphs or a minimum of 2 paras if the letter can be winded up within 2 paras. The main aim of the letter should be made clear in the first paragraph itself. The tone of the content should be totally formal. One important thing to keep in mind while writing is that the letter should be precise and to the point. Always be respectful in your language while writing, no matter what the subject of your letter is.

Closing the Letter

Closing the letter is nothing but how you end the letter respectfully. Normally, words such as “Yours Sincerely” or “Yours Faithfully” are included on the right side of the paper. Generally, we use the former if the writer knows the name of the person.

Signature

Here, you finally put a signature of yours. And then you need to write your name in block letters just below the signature. This is included to let the receiver know who is sending the letter.

Formal Letter Example

Sample 1 - Write a letter to the editor of a daily newspaper complaining about the power cut work in your locality every time causing inconveniences to the people of your locality.

Ans: 

Flat #406, Sungleam Society,

100 ft Road, Indiranagar

Bangalore 560038.

10th June 2019.

To,

The Senior Editor,

ABC Times

MG Road,

Bangalore 560001.

Sir,

Subject: Power cut at irregular times in our locality causing us a lot of troubles.

Through the medium of your distinguished and respected newspaper, I wish to make the authorities of the municipality aware of the problems the residents of my locality are facing due to the power cuts at irregular times currently happening in our area. As the summer season has started a few days ago, it is very difficult to manage with these power cut

This is the 4th week since this problem is happening. And now seeing the current weather conditions, this seems to be a big problem. Our daily routine is totally disturbed by this sort of power cut every time. Another cause of my concern is the exams going on and due to these power cuts, it is impossible for our children to study with full concentration.

Therefore, I would like to draw the attention of all the concerned authorities with the help of your newspaper as a medium. I hope you are now aware of the problems which we are facing every day and will be able to help us in drawing their attention and resolving this matter as soon as possible.

Thanking You,

Yours Sincerely,

“Your signature”

Mr. YourName

Sample 2 - Write a formal letter to a publisher to place an order for books to stock in your store. Include details about the types and quantities of books you wish to order, any specific editions or authors, and your store’s shipping and contact information. Ensure your letter is clear, concise, and professional.

Ravi Patel
Store Manager
Book Haven
789 Elm Street
Cityville, ABC 12345
ravi.patel@example.com
(123) 456-7890

August 13, 2024

The Sales Department
Harper & Co. Publishing
456 Oak Avenue
Booktown, DEF 67890

Subject: Order for Books

Dear Sir/Madam,

I hope this letter finds you well.

I am writing to place an order for several titles to stock our store, Book Haven. We are interested in purchasing the following books:

1. Title: The Great Adventure
   Author: John Smith
   Edition: 2024 Edition
   Quantity: 50 copies

2. Title: Learning the Classics
   Author: Emily Johnson
   Edition: 3rd Edition
   Quantity: 30 copies

3. Title: Modern Business Strategies
   Author: Michael Brown
   Edition: 2nd Edition
   Quantity: 20 copies

Please confirm the availability of these titles and provide us with the estimated delivery time. We would also appreciate it if you could send an invoice along with the shipment.

Our shipping address is as follows:

Book Haven
789 Elm Street
Cityville, ABC 12345

for any further information or clarification, please feel free to contact us at (123) 456-7890 or ravi.patel@bookhaven.com.

Thank you for your assistance. We look forward to your prompt response and the successful completion of this order.

Yours sincerely,

Ravi Patel
Store Manager
Book Haven

Formal Letter Example for Students

Sample 3: Write a formal letter to the Principal of your school requesting permission to organize a cultural event as part of the school's annual function. Include details about the event, such as its purpose, proposed date, and how it will benefit the students. Ensure your letter is well-structured and polite.

Ravi Kumar
123 Green Street
Cityville, ABC 45678
ravikumar@example.com

August 13, 2024

The Principal
Greenwood School
456 Maple Avenue
Cityville, ABC 45678

Subject: Request for Permission to Organize a Cultural Event

Dear Sir/Madam,

I hope this letter finds you in good health and high spirits. I am writing to request permission to organize a cultural event as part of our school's annual function. We are proposing to hold this event on September 25, 2024, in the school auditorium. The objective of this cultural event is to celebrate and highlight the diverse talents of our students. We plan to include a variety of performances, such as music, dance, and drama, which will provide a platform for students to showcase their skills. This event aims to foster creativity, build confidence, and strengthen the sense of community among students.

The event will feature music performances, including instrumental and vocal solos by students, dance performances with group and solo routines, and drama with short skits and plays performed by student drama groups. We will also have interactive sessions such as workshops and audience participation activities. We have already formed a student committee to assist in organizing and managing the event, working closely with faculty members to ensure that all aspects of the event are handled efficiently and that all safety protocols are observed.

We believe that this cultural event will greatly enhance the overall experience of our annual function and provide valuable opportunities for student engagement and expression. I kindly request your approval to proceed with the planning and organization of this event. Your support and guidance would be greatly appreciated to help ensure the success of this initiative. Thank you for considering my request. I look forward to your positive response.

Yours sincerely,

Ravi Kumar
Class 11, Section A
Roll Number 25

Test your knowledge of formal Letter Writing

Task 1: Write a formal Complaint Letter

Write a formal letter to a company complaining about a defective product you purchased. Include details about the product, the issue, and what resolution you are seeking.

Task 2: Write a formal letter to the Principal of your school requesting permission to conduct a study trip for your class. Include details about the destination, the purpose of the trip, the proposed date, and how the trip will benefit the students. Ensure your letter is well-structured and maintains a polite tone.

Find Out if you Got them All Right from the Answers Below.

Task 1: 

John Doe
123 Maple Street
Springfield, IL 62704
johndoe@example.com
(555) 123-4567

August 13, 2024

Customer Service Department
ElectroTech Ltd.
456 Oak Avenue
Springfield, IL 62705

Subject: Complaint Regarding Defective Product

Dear Sir/Madam,

I hope this letter finds you well.

I am writing to express my dissatisfaction with a product I recently purchased from your company. On August 1, 2024, I bought an ElectroTech Model X2000 from your online store. Unfortunately, the product has not met my expectations due to a defect.

The specific issue with the product is that it does not power on despite being fully charged. I have attached copies of the purchase receipt and photographs of the defect for your reference.

I kindly request a resolution to this issue. Specifically, I would like a replacement product. I believe this action is warranted given the inconvenience and the product's unsatisfactory performance.

Please inform me of the next steps to proceed with the return or exchange process. I can be reached at (555) 123-4567 or johndoe@example.com for any further information or clarification.

Thank you for your prompt attention to this matter. I look forward to a swift resolution.

Yours sincerely,

John Doe

Task 2: 

Aarti Sharma
Class 10, Section B
789 River Lane
Springfield, IL 62704
aartisharma@example.com

August 13, 2024

The Principal
Greenwood High School
456 Oak Avenue
Springfield, IL 62705

Subject: Request for Permission to Conduct a Study Trip

Dear Sir/Madam,

I hope this letter finds you well.

I am writing to request permission to conduct a study trip for our class, Class 10, Section B, to the Springfield Science Museum. We propose to undertake this trip on September 15, 2024. The purpose of this study trip is to visit the museum and enhance our understanding of scientific principles discussed in our science curriculum.

The trip is intended to complement our current studies and provide a hands-on learning experience. By visiting the Springfield Science Museum, students will have the opportunity to engage with practical applications of theoretical concepts, which we believe will significantly enrich their educational experience. Additionally, this trip will foster teamwork and allow students to explore real-world applications of their studies.

We have made preliminary arrangements for transportation and have planned the trip to ensure it aligns with the school’s guidelines and safety protocols. We will also ensure that adequate supervision is provided to guarantee the safety and well-being of all participating students.

We kindly request your approval to proceed with the necessary arrangements for this educational trip. Please let us know if you require any additional information or if there are any specific procedures we need to follow.

Thank you for considering our request. We look forward to your positive response.

Yours sincerely,

Aarti Sharma
Class 10, Section B

H2 - Takeaways from this Page

formal letter writing is a structured method of professional communication used to address various official matters. The format typically includes the sender’s address, date, recipient’s address, a clear subject line, a polite salutation, and a well-organized body that details the purpose of the letter. It concludes with a formal closing and signature. Key types of formal letters include complaint letters, job applications, and request letters. for example, a complaint letter addresses issues with a purchased product and seeks resolution, while a job application letter highlights qualifications and requests an interview. 

More Samples of formal Letters in English