Formal Letter Format: Samples & Example For Students

Understanding the formal letter writing format is essential for clear communication in the professional world. A formal letter follows a specific structure, including the sender’s address, date, recipient’s address, salutation, body, closing, and signature. It is used for official communication, such as job applications, school letters, and business correspondence. Knowing the correct format helps you express your message clearly and professionally. Whether you’re writing to a teacher, principal, or company, learning this format will improve your writing skills. Let’s learn how to do it step by step!

What is a Formal Letter?

In simple words, a formal letter is a structured writing communication used in academic or business fields. Unlike informal letters which are often conversational and personal, informal letters follow a professional tone while writing.

Informal letters are often used for job applications, official enquiries, or complaints. They 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 next heading, we have shown how to write a formal letter with the correct format and its key elements. Please have a look for a better understanding.

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.

Formal Letter Format

A formal letter follows a structured format to ensure clarity and professionalism. Below is the standard layout that should be followed when writing a 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

Parts of a Formal Letter

Apart from understanding the correct format of a formal letter, you also need to remember its crucial parts or components such as:

1. Sender’s Address: This is placed at the top left corner and includes the sender’s complete address. Sometimes, an email or phone number is also added.

2. Date: It is mentioned below the sender’s address and shows when the letter was written.

3. Receiver’s Address: As it suggests, this section of an informal letter contains the recipient’s name, designation, organization, and full address. It is placed below the date.

4. Subject Line: A short and clear sentence that states the purpose of the letter.

5. Salutation: A respectful greeting such as “Dear Mr./Ms. [Last Name],” “Dear Sir/Madam,” or “To Whom It May Concern” (if the recipient’s name is unknown).

6. Body: Body is the main content of the letter. It is divided into:

• Introduction: It states the purpose of writing.
• Main Content: This includes details, explanations, or requests.
• Conclusion: It wraps up the letter with a summary or final remarks.

7. Closing Line: A polite way to end the letter, using phrases like “Yours sincerely,” “Best regards,” or “Yours faithfully.”

8. Signature Block: The sender’s signature, printed name, and, if applicable, their designation.

Samples of Formal Letter Writing

Now that you have read and understood formal letter writing format, how about taking a look at some samples? In this section, you will find useful formal letter writing samples for students based on different types and situations. Pay extra attention to the format and tone to score excellent marks in your examinations.

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

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

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 formal letter example for students 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.

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

Whether you are preparing for an upcoming exam or simply enhancing your writing skills, practising different topics can be a game changer. Here are some formal letter writing topics to help you learn the right format and adapt your writing skills to different situations:

• 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

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

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 format of formal letter. 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 format, 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 format:

• 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.

FAQs on Formal Letter Format

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!