Formal Letter Format, Types & Samples

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Formal Letter Format

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 with 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

Formal Letter Format

Here is the Formal Letter format:

  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 

Formal Letter Format

Now take a look at the following formal letter format:

Formal Letter Title

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

Formal Letter Format in CBSE

Sender’s Address

Date

Receiver’s Address

Subject:

Salutation

Body of the Letter

Complimentary Closing

Thanking You

Yours Sincerely
Name

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. 

Types of Formal Letter

Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers its 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.

Formal Letter Format 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:

  1. The Principal
  2. Name of the School
  3. Address
  4. Date
  5. Salutation: Respected Sir/Ma’am
  6. Subject: State the reason of the letter to the principal
  7. Body of the Letter
  8. Closing Line: Yours Sincerely/Faithfully
  9. Sender’s Name
  10. 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
[Mention your name and class][State the reason for the application][Related factors such as the number of days for a leave (including dates), reason of fee concession, etc.] [Humbly extend your gratitude towards the principal.
Complimentary Note as a closing acknowledgement for the principal’s time, understanding and patience. This makes the letter more respectful and thereby appropriate.]

Closing Line
[Yours Obediently, Yours Sincerely, etc.]Name of the Sender with Details
[Conclude the application by mentioning your name with other essential details like class, section, roll no. and any other details.]

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

Formal Letter Examples 

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 a been a massive demand from universities and colleges in the South Delhi region to come up with a multimedia organisation which could cater 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 
Zahid Hussain 
Associate professor, 
Multimedia University, New Delhi

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, 
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 Srinagar

Tips to Formatting your Letter

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)

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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2 comments
    1. 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.

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