Formal And Informal Letters
We are all aware of what letters are and we all have received several letters and perhaps sent some too. Letters are a mode of non-verbal communication used for a variety of purposes ranging from correspondence between corporate organizations, to keep in touch with family and friends. Based on usage, letters can be of two types: informal and formal. Informal letters are meant for personal exchanges, and they do not follow a strict style of writing. Nevertheless, the basic sequence of the letter goes as follows, address of the sender, date, greetings/pleasantries, body, conclusion, a signature of the sender.
However, formal letters are more professional and hence have a particular format. Here, we will talk about formal letters.
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Formal Letter Format
Formal letters are letters sent for official correspondence. These can be of several types, such as letters for job application, complaint letter, offer letter, business letters for order placement/cancellation/inquiry, official invitations, all fall under the category of formal letters. A stringent approach is maintained while writing formal letters so that one can come across to be professional. Therefore, it is important to know the formal letter format.
The basic outline of a formal letter goes as follows.
Address of the sender
Date
Designation of the receiver followed by their address
Salutation
The subject of the letter
The main body/content of the letter
Concluding thoughts
Complimentary closure
Name and designation of the sender
Closing signature
Now that we know the basics of the formal letter format, let us discuss the elements in detail.
How To Start A Formal Letter?
A formal letter begins with the sender's address. Write your address in a couple of lines and avoid using unnecessary punctuation. For example:
24/7 Dover Lane
Sylvester Street, ABC City - 100045
Also remember that starting from this point onwards, the entire letter must follow left alignment.
After the address lines, we write the date of the application. You can leave one line blank after the address and continue with the date in the manner given below.
June 28, 2020
The date keeps track of when one party sends a letter and consequently when the other replies. It is noteworthy that almost any format of date is acceptable. Now we move onto the salutation.
How To Address A Formal Letter?
Addressing a formal letter properly shows respect to the person receiving the letter. It is important to mention the designation of the addressee, followed by the location of their headquarters. After that, we can begin the letter with a proper salutation. You can either write 'Respected Sir/Madam', or 'Dear Sir/Madam' depending on the appropriate circumstances. However, 'Sir/Madam' works in all cases.
How To Write A Formal Letter?
The content of a formal letter begins with the subject line. The subject line sets the agenda for the letter and lets the reader know the matter of concern in brief. After this, you begin writing the main body of your letter. This portion may include three parts for a better presentation. These are as follows.
Introduction: A brief two-line introduction of the sender along with a statement mentioning the matter at hand.
Body: This is where the sender elaborates on their message. This portion, like the rest of the letter, should be crisp, to the point, and informative. The body must offer complete clarity on the issue.
Conclusion: The conclusion of the letter is where the sender requests, expects, or demands action or correspondence from the side of the addressee. One must also be warm while ending the letter by including terms like 'thanking you in advance' or 'with warm regards'.
How To End A Formal Letter?
A formal letter ends with a polite closing signature such as yours faithfully, with thanks, yours sincerely, with kind regards, etc. This shows one's respect for the addressee. After that, the sender puts his or her signature and mentions their designation for further consultation.
Hence, with the closing signature, we can conclude our formal letter. One must remember to strictly follow the formal letter format as this helps maintain decorum in official communication.
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Solved Example
Q1. What are the positions for mentioning the address and designation of the addressee and the address and designation of the sender?
Ans: The designation of the addressee comes at the top-left of the letter after the address of the sender and the date. After that, the receiver's address finds mention. This entire structure follows left alignment. The designation of the sender comes at the very end after the closing signature at the bottom left corner.
Did You Know?
Here are some important points to keep in mind while writing a formal letter.
The presentation of the letter must be neat and clean. Consider leaving one line between two blocks.
The subject line is of utmost importance. It should be crisp and to the point.
The language used must be direct and courteous at the same time.
Provide complete, clear, and correct details in your letter.
FAQs on Letter Format: Pointers for Effective Communication
1. What is the main difference between a formal and an informal letter format?
The primary difference lies in their purpose, audience, and structure. A formal letter is used for official or professional communication (e.g., business correspondence, job applications, letters to officials) and follows a strict, predefined format. An informal letter is for personal communication with friends or family, allowing for a flexible structure and a casual, conversational tone.
2. What are the key components of a standard formal letter format?
A standard formal letter, as per the CBSE curriculum, is written in a block format with left alignment and includes the following components in order:
- Sender's Address: Your address, without your name.
- Date: Written in expanded form (e.g., 25 October 2025).
- Receiver's Address: The recipient's name, designation, and full address.
- Subject: A concise line stating the letter's purpose.
- Salutation: A respectful greeting (e.g., "Dear Sir/Madam").
- Body of the Letter: Typically three paragraphs: introduction, main details, and conclusion.
- Complimentary Close: A polite closing (e.g., "Yours faithfully," or "Yours sincerely,").
- Signature/Name: Your handwritten signature followed by your typed name.
3. What are some essential pointers for making a formal letter more effective?
To enhance the effectiveness of a formal letter, focus on the '5 Cs of Communication':
- Clarity: Use simple, unambiguous language.
- Conciseness: Get straight to the point without unnecessary words.
- Correctness: Ensure all information, grammar, and spelling are accurate.
- Completeness: Provide all necessary details the recipient needs.
- Courtesy: Maintain a respectful and professional tone throughout.
4. Why is adhering to a strict format so important in business and official communication?
Adhering to a strict format in business communication is crucial because it establishes professionalism and credibility. A standard format ensures that information is presented logically, making it easy for the recipient to find key details quickly. It also serves as an official record of communication and demonstrates respect for established business protocols and the recipient's time, preventing misunderstandings.
5. How should the traditional formal letter format be adapted when sending it as an email?
When adapting a formal letter for an email, several changes are necessary for modern communication:
- The email's subject line replaces the traditional subject line of the letter. Make it clear and specific.
- You can omit the sender's and receiver's physical addresses unless they are legally required for the communication.
- The salutation, body, and complimentary close remain the same but are placed directly in the email body.
- Keep paragraphs shorter and use white space for better on-screen readability.
- Your typed name and designation serve as your digital signature.
6. Beyond the structure, what role do tone and language play in a formal letter's effectiveness?
While the format provides the skeleton, the tone and language provide the substance and determine the letter's impact. The tone must be consistently formal, polite, and objective, even when writing a complaint. The language should be precise and persuasive, free from slang, emotional outbursts, or overly complex jargon. The right tone builds trust and encourages a positive response, whereas the wrong tone can undermine the letter's purpose, regardless of a perfect format.
7. What are the standard salutations and complimentary closes used in formal letters?
The choice of salutation and close depends on your relationship with the recipient. For unknown recipients, use "Dear Sir/Madam" as the salutation and close with "Yours faithfully,". If you know the recipient's name (e.g., Mr. Sharma), use "Dear Mr. Sharma" and close with "Yours sincerely,". These conventions are important for maintaining a professional tone.
