Phrases for Formal Letter Every Student Must Know

Formal letters are not hard. The problem is tone. Students lose marks because one sentence sounds too casual, too demanding, or just wrong. You may know English but without the right phrases, your formal letter falls flat. That is where phrases for formal letter writing matter. They give structure, control and instant professionalism. This blog breaks down phrases for formal letter writing in simple words. No fancy English, just the exact phrases that help you sound confident every single time.

What Are Phrases in a Formal Letter?

Phrases in a formal letter are ready-made word groups that help you write in a polite and professional way. Instead of thinking about every sentence from scratch, you use fixed phrases that are already accepted in formal writing. These phrases help you sound clear, respectful, and serious.

A phrase in a formal letter usually:

• Follows a professional tone
  
• Uses polite and neutral words
  
• Avoids emotions and slang
  
• Sounds clear and confident

For example, instead of saying “I want to ask something”, a formal phrase would be “I would like to inquire about”.

The meaning stays the same but the tone becomes professional.

Students use phrases for formal letters when writing:

• Applications
  
• Requests
  
• Complaints
  
• Leave letters
  
• Permission letters
  
• Official emails

These phrases are important because formal letters are often read by teachers, principals, officials, or company staff. They expect a certain tone. Using the right phrases shows that you understand how formal communication works.

Another reason phrases matter is clarity. Formal letter phrases are direct. They help the reader understand your purpose without guessing.

Most students struggle not because their English is bad, but because they do not know which phrases to use. Once you learn common phrases for formal letter writing, the fear goes away. You stop overthinking. You stop sounding informal. You start sounding confident. That is the real power of phrases in a formal letter.

You’ll Regret Skipping This: 55+ Phrases with Meaning to Boost Your Vocabulary

Key Categories of Phrases Used in Formal Letters

Formal letter phrases did not appear randomly. They developed over time as a standard way to communicate respectfully with people in authority. Schools, offices, courts, and governments needed a common style that felt neutral, clear, and professional. That is how these categories were formed.

Each category has a clear role. Together, they create a letter that feels balanced, polite, and easy to understand. Below, we break down every category in simple words and show how each one works.

Salutation Phrases

Salutation phrases are the first point of contact between you and the reader. Traditionally, they were used to show respect based on position, not personal closeness. That rule still applies today. These phrases help you address the reader properly.

Common salutation phrases:

• Dear Sir
  
• Dear Madam
  
• Dear Sir or Madam
  
• Dear Principal
  
• Dear Hiring Manager
  
• Dear Admissions Officer

Opening Phrases

Opening phrases came into use to soften the start of the letter. Instead of jumping straight into demands, writers learned to begin politely. These phrases prepare the reader for what comes next.

Common opening phrases:

• I am writing to inform you that
  
• I am writing to request
  
• This letter is regarding
  
• I hope this letter finds you well

Purpose-Stating Phrases

Purpose-stating phrases exist to remove confusion. In formal communication, the reader should never guess why you are writing. These phrases clearly explain your intent.

Common purpose-stating phrases:

• The purpose of this letter is to
  
• The reason for writing this letter is
  
• This letter aims to
  
• I am writing with reference to

Request and Action-Oriented Phrases

As formal letters became common, people needed polite ways to ask for action without sounding demanding. This category solves that problem. These phrases help you make requests respectfully.

Common request phrases:

• I kindly request you to
  
• I would appreciate it if you could
  
• I would be grateful if you could
  
• I request your assistance in

Information and Explanation Phrases

Formal letters often require explanation. Over time, fixed phrases were used to explain facts without emotions. These phrases help you share information clearly.

Common information phrases:

• Please find the details below
  
• As mentioned earlier
  
• Due to the following reasons
  
• In accordance with the guidelines

Opinion, Doubt, and Uncertainty Phrases

Writers needed safe ways to express uncertainty without sounding careless. This category helps you stay respectful while sharing doubt.

Common phrases for doubt or opinion:

• I believe that
  
• I am not certain whether
  
• It appears that
  
• I would like to seek clarification on

Complaint and Concern Phrases

Complaints were once written harshly, which caused conflict. Formal language evolved to make complaints calmer and more effective. These phrases help you raise issues politely.

Common complaint phrases:

• I would like to bring to your notice
  
• I wish to express my concern regarding
  
• I regret to inform you that
  
• This issue has caused inconvenience

Apology and Clarification Phrases

Apologies in formal letters are meant to show responsibility, not emotion. These phrases were designed to sound sincere but controlled.

Common apology phrases:

• I sincerely apologize for
  
• Please accept my apologies for
  
• I regret any inconvenience caused
  
• I would like to clarify that

Permission and Approval Phrases

Permission-based phrases became common in schools and offices where approval is required before action. These phrases help you ask without pressure.

Common permission phrases:

• I kindly request permission to
  
• I seek your approval for
  
• I would like to request consent to

Closing and Sign-Off Phrases

Closing phrases developed to end letters politely, not abruptly. They leave a final positive impression.

Common closing phrases:

• Thank you for your time and consideration
  
• I look forward to your response
  
• I shall be grateful for your support

Common sign-off phrases:

• Yours sincerely
  
• Yours faithfully
  
• Respectfully

Common Formal Letter Phrases Students Get Wrong 

Many students lose marks or look unprofessional not because their idea is wrong, but because their phrases are wrong. Formal letters follow clear language rules. When students break these rules, the letter sounds casual, careless, or immature. Below are the most common mistakes students make, explained in simple words, with clear examples.

Using Casual Greetings Instead of Formal Salutations

Students often begin letters the way they text or email friends. This instantly breaks the formal tone.

Avoid these:

• Hi
  
• Hey
  
• Hello there

Use these instead:

• Dear Sir
  
• Dear Madam
  
• Dear Principal

Using Informal Action Words

Students often use spoken English words that feel friendly but are not professional.

Avoid these:

• Gonna
  
• Wanna
  
• Gotta

Use these instead:

• Going to
  
• Want to
  
• Have to

Saying “Thanks” Instead of Formal Gratitude

Short thank you phrases feel casual in formal writing.

Avoid these:

• Thanks
  
• Thanks a lot
  
• Thx

Use these instead:

• Thank you for your time
  
• Thank you for your consideration

Sounding Demanding Instead of Polite

Students sometimes ask directly, which sounds rude in formal letters.

Avoid this:

• I need you to
  
• Do this as soon as possible

Use this instead:

• I kindly request you to
  
• I would appreciate it if you could

Using Emotional or Dramatic Language

Formal letters are not emotional letters. Too much feeling weakens the message.

Avoid these:

• I am extremely upset
  
• This is very unfair
  
• I am shocked and angry

Use these instead:

• I would like to express my concern
  
• This issue has caused inconvenience

Using Short Forms and Slang

Short forms save time in chats, not in formal letters.

Avoid these:

• ASAP
  
• FYI
  
• BTW

Use these instead:

• As soon as possible
  
• For your information

Ending the Letter Casually

The ending of the letter matters just as much as the start.

Avoid these:

• Bye
  
• Take care
  
• Regards only

Use these instead:

• Yours sincerely
  
• Yours faithfully

Writing Like a Message Instead of a Letter

Some students write formal letters like WhatsApp messages.

Avoid:

• One-line paragraphs
  
• Emojis
  
• Casual sentence flow

Don’t Miss This Seriously: 15 Best Phrases Examples (with Usage)You Should Know in English 

Practice Exercise: Use These Phrases in a Formal Letter

This practice exercise will help you apply phrases for formal letter writing, not just read them. The goal is to train your brain to choose the right phrase automatically when writing a formal letter.

Instructions:

• Read each situation carefully.
  
• Write one correct sentence using a formal letter phrase.
  
• Keep the tone polite and professional.
  
• Do not use casual or spoken English.

Questions:

1. Write a sentence to start a formal letter to your school principal.
   
2. Write a sentence to state the purpose of writing a letter for admission inquiry.
   
3. Write a sentence to politely request leave for two days.
   
4. Write a sentence to explain a delay in submitting an assignment.
   
5. Write a sentence to ask for permission to attend a workshop.
   
6. Write a sentence to raise a complaint about incorrect marks.
   
7. Write a sentence to apologize for missing a meeting.
   
8. Write a sentence to express uncertainty about document submission.
   
9. Write a sentence to close a formal letter politely.
   
10. Write a sentence to sign off a formal letter.

Answers:

1. I am writing to inform you regarding an important matter.
   
2. The purpose of this letter is to inquire about the admission process.
   
3. I kindly request you to grant me leave for two days.
   
4. Due to unforeseen circumstances, there was a delay in submission.
   
5. I kindly request permission to attend the workshop.
   
6. I would like to bring to your notice an error in the marks awarded.
   
7. I sincerely apologize for missing the scheduled meeting.
   
8. I am not certain whether the required documents have been submitted.
   
9. I look forward to your kind response.

You’ll Want to Bookmark This One: Formal Letter Format: Samples & Example For Students

FAQs

Hand-Picked Reads Fot You

101+ One Word Substitutions	List of Conjunctions
List of Idioms and Phrases for IELTS	35+ Common Phrases
Half-Day Leave Application: Format and Samples	Medical Leave Application for Office: Check Samples, Format and Tips

This was everything you needed to master phrases for formal letter writing. You now know which phrases to use, where to use them, and how to avoid the common mistakes students make. From openings to sign-offs, your letters no longer need guesswork. Keep learning and stay connected with Learn English on Leverage Edu for more helpful and student-friendly blogs. And if this helped you, don’t forget to share, rate, and drop a comment. Your support helps more students find the good stuff.