Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students the precise writing skills to use in different professional scenarios. In the digital age, our social media applications have certainly transformed the way we used to communicate in earlier times through letters. Now, these letters have turned into emails with quite a similar format. In this blog, we will shed light on the formal letter format, types as well as samples.
Also Read: Relieving Letter Format
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What is a Formal Letter?
A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.
How to Write a Formal Letter?
Here are the key elements of the formal letter and what to include in each section:
- Sender’s Address
In Formal Letter Format, it is important that you mention the sender’s address in order to avoid any confusion and dispute. - Date
Mention the accurate date for 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 which can convey the meaning of the entire formal letter. - Body [Introduction, Content, Conclusion]
It is important that you write your message in the body with precision and in a concise manner. - Complimentary Closing Line
Write some complimentary closing line 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.
Formal Letter Format
The main structure of a formal letter includes:
- Sender’s Address
- Date
- Date
- Name / Designation of Addressee
- Address of the Addressee
- Salutation
- Subject
- Body [Introduction, Content, Conclusion]
- Complimentary Closing Line
- Signature / Name of the Sender
- Designation of the Sender
These elements of a formal letter are structured as:
Sender’s Address Date: XX/XX/XXXX Name / Designation of Receiver Address of the Receiver, Subject: Body of the Letter Signature / Name of the Sender |
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 Casualty Department
- Issuing the Duplicate Certificates
- Enquiry about Coaching Centre
- Conducted Pilgrimage Tours
- Charge for XII Farewell Party
- NDA Coaching Classes
- Accommodation for Yourself
Types of Formal Letter
Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers the various types of a formal letter:
- Letter of Enquiry: For collecting information or details regarding a course/product/services, 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.
- 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 their products and services.
- Recovery Letters: Written by a business in order to recover their money from the customers who haven’t paid for their products or services.
Letter of Enquiry
A letter of enquiry is written for collecting 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 when you need the information
Sample
Nishat Srinagar, Kashmir 8th April 2020 Mr Umer Fayaz, CEO Alamdar Post Magazine HMT, Srinagar Kashmir Subject: Advertisement space in your esteemed magazine Mr Umer, 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, |
Formal Letter in CBSE
Sender’s Address
Date
Receiver’s Address
Subject:
Salutation
Body of the Letter
Complimentary Closing
Thanking You
Yours Sincerely
Name
Formal Letter to Principal
As a school student, you might be required to write a letter to the principal for various reasons, be it asking for sick leave, permission for organising an event in the school, requesting a certificate, etc. Here is the formal letter format to the principal:
- The Principal
- Name of the School
- Address
- Date
- Salutation: Respected Sir/Ma’am
- Subject: State the reason of the letter to the principal
- Body of the Letter
- Closing Line: Yours Sincerely/Faithfully
- Sender’s Name
- Class and Roll No.
The Principal School Name Address Date [The date on which the application is written. It helps in officially documenting the application.] Subject: Reason for writing the letter Salutation: Respected Sir/Ma’am Body of Content Closing Line |
Resignation Letter
A resignation letter is a formal letter which 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 Compnay 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 [Name of the Company], effective from [Date & Year]. Thank you for the support and the opportunitites that you have provided me during the last [Number of Year] years. I have truly enjoyed my tenure with [Name of the Company], and am more than grateful for the encouragement you have given me in pursuing my professional goals and personal growth objectives. If I can be of any assistance during this transition in order to faciliatate the seamless passing of my responsibilities to my successor, please let me know. I would be glas to help however I can. Yours Sincerely, Name Signature
Invitation Letter
An invitation letter is written to invite anyone for a particular occasion. Some format letter examples are invitation by junior to their senior in college for a farewell, by a company to attend the office annual day, invitation to attend the 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 Recepient 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 honored 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 ocassion] from [starting time of the event]. I hope you will be able to put some time in and can join event. And I hope that you will provide me with a postive response. Your presence matters to us. Thanking You, Yours truly, Name & Signature
Tips On Formal Letter Writing
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 salutation
- Print the letter on white bond paper
Abbreviations Used in Letter Writing
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
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. |
More Examples 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.
Formal Letter Sample 1
Defence Colony, New Delhi 07-04-2020 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 this into 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 take all the elements of multimedia into consideration. 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 |
FAQs
A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc.
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.
Business Letters
Official Letters
Appointment Letters
Experience Letter
Offer Letter
Social letter
Circular letter
Leave Letter
Resignation letter
Invitation letter
Complaint Letter
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!
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What should I write in the closing line “Yours faithfully” or “Yours sincerely”?
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Hi Reeva
“Yours faithfully” should be used if you do not know the name of the person that you are writing to. “Yours sincerely” should be used if you know the name of the person that you are writing to.
For any study abroad related query, please feel free to connect with us at 18007572000 or book your FREE Consultation Call at leverageedu.com
Thanks
Team Leverage Edu
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Thank you for your feedback!
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4 comments
What should I write in the closing line “Yours faithfully” or “Yours sincerely”?
Hi Reeva
“Yours faithfully” should be used if you do not know the name of the person that you are writing to. “Yours sincerely” should be used if you know the name of the person that you are writing to.
For any study abroad related query, please feel free to connect with us at 18007572000 or book your FREE Consultation Call at leverageedu.com
Thanks
Team Leverage Edu
good
Thank you for your feedback!