Formal Letter Writing: Format, Types, Samples

Remember the leave application you were taught in school which most of us still can repeat precisely. However, in the corporate world, whether you want to make a request, file a formal complaint or want a promotion, a well-written formal letter generates an impactful impression on a prospective employer. It will also ensure that your letter will grab the required attention on your message.

Here, in this blog, we will walk you through the formal letter, and the key steps to crafting a professional formal letter that delivers your message with clarity in all conditions. So let’s jump over the discussion and understand what formal letter formats, and their types. Also, check out some samples for a better understanding.

What is a Formal Letter?

A formal letter is a type of letter that is used by professionals, it has a set structure and formal language or tone. These types of letters are often used for job applications, official enquiries, complaints, and many other purposes. Basically, a formal letter has a clear objective of writing a letter and has to maintain a professional tone while writing. Whereas, informal letters can be written in a conversational and personal tone.

Formal letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. While drafting formal letters, a number of conventions must be adhered to. In the upcoming heading, we have shown how to write a formal letter with the correct format and what are its key elements. Please have a look for a better understanding.

Also Read: Relieving Letter Format

Formal Letter Format

To write a proper formal letter, an applicant needs to understand what the format of a formal letter is and the reason for writing it. As per concerned, the format or structure of a formal letter depends on the purpose of writing the letter or the type of letter. The main format of a formal letter includes:

1. Sender’s Address
2. Date
3. Date
4. Name / Designation of Addressee
5. Address of the Addressee
6. Salutation
7. Subject
8. Body [Introduction, Content, Conclusion] 
9. Complimentary Closing Line
10. Signature / Name of the Sender
11. Designation of the Sender 

How to Write a Formal Letter?

A well-crafted formal letter ensures that it has a proper format, essential elements and the right detail, from the opening elements to the conclusion section. Here are the key elements of a formal letter and an explanation of what to include in each section:

• Sender’s Address: In Formal Letter Format, you must mention the sender’s address to avoid any confusion and dispute. 
• Date: Mention the accurate date for a better understanding of the actual time and date. 
• Name / Designation of Addressee: Skipping this part can lead to potential confusion thus it is necessary to include the proper name as well as the designation of the receiver. 
• Address of the Addressee: Mentioning the accurate address of the letter will ensure that it reaches the proper destination. 
• Salutation: This part is of utmost importance as you need to address the receiver with proper respect.
• Subject: Write a strong subject line that can convey the meaning of the entire formal letter. 
• Body [Introduction, Content, Conclusion]: You must write your message in the body with precision and in a concise manner. 
• Complimentary Closing Line: Write some complimentary closing lines at the end of the body. It will include words like With Regards, Best Wishes, Yours truly etc. 
• Signature / Name of the Sender: Don’t forget to include the name of the person who is sending the letter. It will clear ambiguity in the message.
• Designation of the Sender: For the final element of the letter, you must include a proper designation of the sender. It is part and parcel of the formal letter format. 

Based on these elements of a formal letter, we have drafted a structured formal letter. Please check this out, it will help you understand and prepare your formal letter:

Sender’s Address Date: XX/XX/XXXX Name / Designation of Receiver Address of the Receiver, Subject:  Salutation (Mr/Mrs/ MS) [Body of the Letter] Signature / Name of the Sender Designation of the Sender

Types of Formal Letter

Since we are clear with the elements of formal letter format, let’s understand different types of Formal Letters. In the below-mentioned pointers, the overview of various types of a formal letter is given based on various purposes:

• Business Letters: A business letter is a typical way of sending a message from one business to another. Generally, through business letters, many companies discuss working together, such as for promotion, collaboration partnership, or request for some favour.
• Letter of Enquiry: For collecting information or details regarding a course/product/service, etc. from a certain institution/business/organisation
• Order Letter: Written by a buyer to place an order for certain products they need to buy from the seller.
• Cover Letter: A cover letter is a customized letter that is addressed to the individual responsible for managing the hiring process for the position you are seeking.
• Letter to the Editor: The letter to the editor is addressed to the Editor of a certain publication/magazine/newspaper with the intent of informing, complementing, critiquing, or communicating an important piece of information.
• Letter of Complaint: As a formal letter of a complaint regarding a certain product/service, a complaint letter is addressed to the seller and generally includes the details regarding the lack of quality/quantity and the like.
• Reply to a Letter of Complaint: Written by the seller in reply to the buyer’s letter of complaint, this letter commonly includes a clarification or an apology for the buyer’s complaint.
• Promotion Letter: For promotion or advertisements of certain products or services to the customers.
• Sales Letters: Mainly curated for sales promotions, a sales letter is sent by a business to its customers to familiarise them with its products and services.
• Recovery Letters: Written by a business to recover their money from the customers who haven’t paid for their products or services.
• Apology Letter: When as an employee you commit a mistake and you want to confess it to your superior, an apology letter is written.

Apart from these above-mentioned letters, many other formal letters are written in the corporate world and they can be written according to the situation. However, the format of the letter will be the same only the intention changes. Below we have given some formal letter-writing topics, please have an idea and you can make your own.

Essential Tips for Writing a Formal Letter: Structure, Tone, and Best Practices

• Purpose: Use formal letters for professional, academic, or official communications, like job applications, inquiries, or complaints.
• Structure: Include sender’s address, date, recipient’s address, subject, salutation, body, closing, and signature.
• Tone: Maintain professionalism—use clear, respectful language.
• Formatting: Align text left; use fonts like Times New Roman or Arial; keep it readable with font size 11-12.
• Length: Aim for one page for brevity and clarity.
• Proofreading: Double-check for grammar, spelling, and format errors to maintain a polished appearance.
• Closing Salutation: End with “Yours sincerely” for known recipients or “Yours faithfully” for unknown contacts.
• Avoid Abbreviations: Write terms fully to ensure clarity and maintain professionalism.
• Subject Line: State the letter’s purpose succinctly; it helps the reader identify intent immediately.
• Polite Language: Even when addressing complaints or issues, remain courteous.

Formal Letter Writing Topics

• Attacks on Old People
• Neglect of Parks
• Affordable Accommodation for Students
• Help Road Accident Victims
• Increasing Number of Old Age Homes
• Complaint for Defective Pair of Shoes
• Complaint Regarding the Flat
• Complaint for Poor Bus Service
• Complaint for Defective Book
• Complaint for Chaotic Conditions in the Casualty Department
• Issuing the Duplicate Certificates
• Enquiry about the Coaching Centre
• Conducted Pilgrimage Tours
• Charge for XII Farewell Party
• NDA Coaching Classes
• Accommodation for Yourself

Letter of Enquiry

A letter of enquiry is written to collect information. It is used under a business letter or formal letter. It helps a person to have information on course or job,  price of service or product, terms and orders of working agreement, etc. Here are some of the details you must keep in mind while writing a letter of enquiry:

• Give a brief introduction about yourself
• Include the name of the organization
• Provide clear details about the area of the inquiry
• Be clear about the queries or enquiry that you make through the letter
• Mention the date by which you need the information

Sample of Letter of Enquiry

Based on the information given in the above title about the letter of enquiry, we have created a sample for you, where an individual Nishant writes a letter to the CEO of XYZ Post Magazine Dehradun to request a front-page advertisement in their magazine. Please see, this will give you better clarity and help you to write your own inquiry letter.

Nishat Rishikesh, Uttarakhand 8th April 2024
Mr Kartik, CEO XYZ Post Magazine
Dehradun

Subject: Advertisement space in your esteemed magazine

Mr Kartik,
With paramount reverence, I want to inform you that we are avid readers of your esteemed news magazine which is truly standing as a stalwart example of journalism excellence.

We would like to request you to provide us with a front-page advertisement space in your magazine. Please provide us with the prices regarding the same. The earliest action will be highly appreciated.

Yours truly,
Residents of Nishat Rishikesh

Look at the sample letters to the principal by checking out this blog on How to Write an Application to the Principal!

Resignation Letter

A resignation letter is a formal letter that an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter

Name of the Sender
Address
Date

To,
Name of the Recipient
Designation
Company Name
Address
Subject:

Dear Mr/Ms.
I would like to inform you that I am resigning from your position as _______ (Name of the Designation) for the _______(Company Name), effective from _/__/__ (Date).

I sincerely appreciate your help and the chances you’ve given me over the past ____(Number of Years/month) years. I must say that have truly enjoyed my tenure with ______(Company Name), and I am deeply grateful for the support you have given me in pursuing my career aspirations and personal growth objectives.

Please let me know if there is any way I can help throughout this transition to make sure my successor takes over my tasks without any problems. I’d be delighted to help in any way that I can.

Yours Sincerely,
Name
Signature

Invitation Letter

An invitation letter is written to invite anyone to a particular occasion. Some format letter examples are invitations by juniors to their seniors in college for a farewell, by a company to attend the office annual day, invitations to attend a meeting or a conference, etc. Here is the format to write the formal invitation letter.

Name of the Sender
Address
Date

To,
Name of the Recipient
Designation
Company Name
Address

Subject: Invitation letter for …

Dear Sir/Madam
It will really be grateful to have your warm presence at (the venue). We will be honoured if you come to [name of the occassion] and it will become more delighted with your auspicious presence.
It is hereby informed that the vent will commence at the venue [address of the venue] on [date of the occasion] from [starting time of the event].
I hope you will be able to put some time in and can join the event. And I hope that you will provide me with a positive response. Your presence matters to us.

Thanking You,
Yours truly,
Name & Signature

Letter of Complaint

A complaint letter is generally written by an individual to make his superior aware of the issues being faced in the organization and how you expect your superior to resolve those issues as soon as possible. Things to remember when composing this kind of letter:

• One must be very specific about the issue they are having.
• Indicate the course of action you choose and include data such as the date the orders arrived, the order number, or the specifics of the prior complaint (if any)
• Set a time limit for responses.
• Include a sample or copy of the invoice or any other receipts.
• Use kind but firm language when addressing the complaint issue.
• Never defend yourself or make any claims by yourself.

Based on the given points, we have prepared a sample letter of complaint. This will give you better clarity and help you in writing your complaint letter.

[Manager’s Name]
[Company Address]
[Date]

Dear [Manager’s Name],

I am writing to formally complain about the non-working computer which is not being replaced by the IT department. Despite reporting the issue on _______ [Date of Previous Complaint], the problem remains unresolved, causing significant disruptions to my work. I kindly request a replacement by _______[Set a Deadline].

I appreciate your quick attention to this issue.

Sincerely,
[Your Name]
[Enclosures: Invoice, Previous Complaint]

Reply to a Letter of Complaint

Imagine you received a letter of complaint at some point and you want to respond to it. The reputation of your company or yourself could be damaged by such complaints, thus it is crucial to try to handle them. How to address the reply to a letter of Complaint.

• Clearly state the issue and the expense to the consumer.
• Express regret for the mistake on your part.
• Indicate in detail the steps you will take to address the concerns that have developed and when you plan to do so.
• Ensure the client that there won’t be any more complaints or problems in the future
• Be extremely accurate and explicit with every detail.

Promotion Letter

This kind of letter primarily refers to those that promote new innovations and upgrades. Any fresh opening of a branch or showroom, new programmes, or other promotional discounts might be considered a promotion. Any promotional letter must include the following:

• Use precise, clear language.
• Spelling and punctuation must be used correctly.
• Avoid using jargon, slang, or other fancy terms.
• Discuss the promotion in detail
• Avoid using acronyms when possible.

Recovery Letters

A business or organisation may occasionally need to obtain payment from a client or consumer. The goal of sending recovery letters is to obtain payment from the client without bothering or annoying them. This kind of letter includes specific information about the amount of the unpaid balance, the deadline for payment, and the specifics of the legal action that will be taken if the debt is not paid in full. Even though it is a letter of recovery, one must always remember.

• The remaining text must be written in formal language.
• The client must be able to clearly understand the reasons and the specifics.
• The tone should be official.
• Detail the legal actions that will be taken if there is any further non-payment or delay in paying the debts.

Check out 5 Ways to Write Leave Application for Fever: Format & Samples

Tips On Formal Letter Writing

You must check the key tips for writing an effective formal letter, it will help you convey your thoughts confidently and appropriately. Here is how you can format your letter:

• Write a simple letter that is focused on your topic
• Single-space your letter
• Use plain font
• Leave a blank line after the salutation
• Print the letter on white bond paper

Things to Avoid While Writing Formal Letter

While writing a formal letter, a writer should keep certain things in mind and avoid making mistakes. Below we have mentioned things to avoid while writing a formal letter:

Avoid Creating Grammatical: Carefully read your letter again to check for any typographical or grammatical mistakes. Make sure you use appropriate punctuation and capitalisation.

Avoid Using Incorrect Format: Make sure you follow the appropriate formal letter format. You should keep in mind where to write a header, salutation, body, conclusion, and signature in a formal letter.

Do Not Divert From the Purpose of Writing a Letter: Make sure the letter you are writing has a clear statement of its purpose and be precise while explaining the purpose and making a request.

Avoid Lack of Clarity: Make sure your letter is easy to read and comprehend. If at all possible, write clearly and simply. Also, avoid using technical words.

Avoid writing an Inaccurate Name or Address: While writing a formal letter, do not make the mistake of writing the incorrect name and address of the recipient. This can create misunderstanding and the concerned person may not receive or read your letter.

Avoid Writing Too Long or Too Short Format: Make sure your letter is clear and concise. Avoid diverting from the main topic or do not add irrelevant information.

Abbreviations Used in Letter Writing

In formal letter writing, using well-known and standard abbreviations can help save time and streamline communication without sacrificing professionalism. These abbreviations, commonly understood in formal contexts, maintain clarity while giving your writing a polished look.

However, abbreviations should be used sparingly and appropriately to ensure the tone remains formal. Here are some of the most commonly used abbreviations in letter writing:

• ASAP: As soon as possible
• CC: Carbon Copy
• Enc: Enclose
• PFA: Please Find Attached
• PP: Per  procurationem: Meaning they are signing the letter on someone else’s behalf
• PS: Postscript
• PTO: Please Turn Over
• RSVP: Répondez s’il vous plaît (Please Reply)

Difference between Formal and Informal Letter Format

In the table below, we have given some differences between formal and informal letter formats. This will help you understand the letter format and know what things should be included or avoided when writing a formal letter. Please have a look.

Formal Letter	Informal Letter
It is written in a formal way or a professional way.	It can be casual also.
It is an official announcement by a person or a firm.	It is non-official.
The format of the letter should be followed.	There is no particular format.
They are written for official reasons.	They are written for personal reasons.

Samples of Formal Letter Formats

Now that you are familiar with the formal letter format and its types. We will go ahead and help you understand it better through some sample formal letters.

Defence Colony, New Delhi 07-09-2024 Mr Zia Shakir, MD Multimedia Productions Lajpat Nagar, Block M, New Delhi. Subject: Approval for Setting up a Multimedia House Mr Zia Shakir,  With Paramount reverence, I want to bring to your kind notice that there has been a massive demand from universities and colleges in the South Delhi region to come up with a multimedia organisation that could cater for their internship needs.  You are aware of the fact that it is a time of media convergence and people are showing their prime interest in choosing multimedia as their prime source of information. And it is a good fact that multimedia news discrimination has overshadowed the traditional way of information dissemination. I believe we will consider all the elements of multimedia. A fully-fledged animation branch will add feathers to our cap. We should take advantage of this emerging trend and set up a fully-fledged organisation in South Delhi.  Thanking You in Anticipation  Zahid Hussain  Associate professor,  Multimedia University, New Delhi

Mistakes to Avoid for Formal Letter Writing

Some of the main mistakes that are to be avoided are mentioned below:

1. Avoid using the incorrect format when writing a formal letter. Go through a proper understanding of how to write a letter and don’t make silly mistakes of confusing the proper greeting, etc.
2. Make sure that while you are writing the formal letter, the intent and purpose are clearly defined.
3. Avoid making grammatical mistakes while writing a formal letter. It gives a wrong impression while making the letter look informal.
4. Similar to the point above, avoid using informal language in a formal letter, where formal language should be used.
5. Don’t forget to make sure to ask for a follow-up if it is a formal letter that needs a response.

FAQs on Formal Letter Writing

Hence, we hope that this blog has provided you with the essentials of Format Letter format as well as its useful samples. If you are confused about your career choices, book an e-meeting with our Leverage Edu experts and we will guide you in finding the right career path that fits your skills, interests and aspirations!