Formal Letter Writing
What is a Formal Letter?
 Formal letters are letters used mainly for impersonal discourses. They are used while communicating with officials or associates with whom the writer does not share a personal relation. These letters can be recognised by their tone which is often a combination of politeness and formality and their short length.
Format of a Formal letter
Sender’s Address
____________
____________
Date: (DD/MM/YYYY)
Salutation, (Example: Dear …,)
Recipient’s Name,
Designation &
Address
Subject: (One short sentence stating the purpose of the letter)
Introduction: (Begin by introducing yourself and the purpose of writing the letter)
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Â
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Â
Body Paragraph: (Explain the situation in detail listing factual information needed to validate your point)
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Â
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        Â
Conclusion: (End the letter by restating your request or an assurance, whichever is the case) Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â
                                                                                                                     Â
Thanking you.
Complimentary Ending:
(Example: Yours sincerely/faithfully,) Sender’s Signature
Sender’s Name
Sender’s Designation
Points to Remember
- The date when the letter is written is extremely important as these letters are often saved for further reference.
- Use of modal auxiliaries implies the forcefulness of your request even while maintaining the polite tone.
- Contact details could also include e-mail address and phone number especially where a reply is requested
Types of Formal Letters
These letters can be broadly classified into three wide categories:
- Business letter
- Letter to officials
- Letter to newspaper
Tips to Writing a Formal Letter
- Subject Clarity:
- Ensure the subject clearly conveys the primary purpose of the letter.
- Use a brief and specific subject line that summarizes the main topic.
- Introduction:
- Start the letter by directly addressing the matter mentioned in the subject.
- Provide context for the reader to understand the purpose immediately.
- Conciseness:
- Be brief and to the point, avoiding unnecessary details.
- Focus on key information relevant to the purpose of the letter.
- Language Simplicity:
- Use clear and straightforward language.
- Avoid complex professional jargon unless it is essential for clarity.
- Politeness and Professionalism:
- Maintain a polite and respectful tone throughout the letter.
- Use formal salutations and closings appropriate for the recipient.
- Proofreading:
- Cross-check the letter for spelling and grammatical errors.
- Ensure proper punctuation and formatting for a polished appearance.
Remember, the goal of a formal letter is to effectively communicate a specific message with professionalism and clarity.
Sample Formal Letters
 Sample 1
Â
Vani Chaubey
112 Market Road Jhansi
10th March 2015
The Editor
New Horizon Times Printers Street Jhansi
Dear Sir,
Subject: Popularity of TV affecting stage plays
I want to tell readers about a sad change happening to a beloved form of art—stage plays. In the past, these plays used to attract big audiences. But nowadays, it’s rare to find even a few people interested in watching them.
These plays were originally created for everyone and talked about important issues in society. They showed the real problems people faced. Many people used to come and watch plays by famous directors and writers.
Unfortunately, this wonderful art form is fading away because more people prefer watching TV shows. Our minds are getting used to simple entertainment on TV instead of the deep thinking that plays offer. Stage plays, which were once powerful in bringing social change, are now slowly being forgotten.
Yours sincerely,
Vani Chaubey
Sample 2
Saurabh Sawant
12, Rampat Heights
Pune 400 089
23rd March 2015
The Manager
Eyelit Editors and Publishers
Pune 400 089
Subject: Application for job
Dear Sir/Madam,
I saw your job advertisement in the New Era Newspaper dated 21st March 2015 and want to apply for the copy editor position in your company. I finished my English Literature degree with a score of 55% in 2012. I have one year of experience in creating content and two years of experience in editing.
I hope to be a positive addition to your company. People know me for working hard and being resourceful, always giving my best. I’m a fast reader and pay close attention to details, noticing errors or mistakes effectively. I always aim for excellence and make sure to finish any job I start.
I’ve attached my resume and copies of my degrees for your reference, which includes my contact details and qualifications. Please let me know your decision. I’m looking forward to your positive reply.
Yours Sincerely,
Saurabh Sawant
Sample 3
Â
Prakash Kambli
11, Patwardhan Heights
Bandra, Mumbai 400 056
17th September 2015
Mrs Navin The Principal
New Convent High School
Pali Hill, Mumbai 400 056
Subject: Leave for religious occasion
Dear Madam,
I, Anuja P. Kambli’s parent from Class VII Div. B, kindly request you to allow her leave from 23rd to 29th September. We need to visit our native place for a special religious event that happens once every ten years.
This trip falls in the middle of the school year, and we promise she will catch up on her studies when we return. I hope you understand the importance of this occasion and grant her the leave.
Thanking you,
Sincerely,
Prakash Kambli
Sample 4
Kunal Shah
Class VI Div B
Anand High School
Mumbai 400 015
5th June 2015
The Principal
Anand High School
Mumbai 400 015
Subject: Extra Math classes for weak students
Dear Sir,
I am Kunal Shah, the class leader of Class VI Div B. I want to tell you that some students in my class find Mathematics challenging. They struggle to understand the topics, and most of them cannot afford extra tuition.
I kindly request if there is anything that can be done. It would be great if you could organize extra classes after school to help these students catch up on their studies.
Looking forward to your response.
Yours obediently,
Kunal Shah
Sample 5
Ajay Gupta
R.J. Internationals
Sterling Chambers
Pune 500 016
2nd June 2014
Ms Pooja Shah
15 Ratan Nagar
Rai Bazaar Marg
Pune 500 016
Subject: Appointment Letter
Dear Pooja,
I hope this letter finds you well. Following your interview on the 25th of May 2014, we are happy to tell you that you have been chosen for the position of Assistant Sales Manager.
Your starting date is 16th June 2014 (Monday), and we expect you to be at the office by 10.00 am. A written document confirming your salary details will be given to you within a week of your joining.
You will also get a copy of our company’s rules and regulations, and we expect you to follow them. If not, your employment might be ended. Feel free to reach out if you have any questions or concerns.
We are excited about the prospect of having a successful professional relationship with you. Yours sincerely, Ajay Gupta
HR Dept.
R.J. Internationals