How to Write a Formal Letter: Steps, Structure & Best Practices
A formal letter is an essential skill for school exams, academic communication, and practical use in work or daily life. Understanding the format and style of formal letter writing helps you communicate clearly, maintain professionalism, and ensures your message is taken seriously.
| Type of Formal Letter | Purpose | Examples |
|---|---|---|
| Business Letter | Communicate with clients, suppliers, or partners | Inquiry letter, complaint letter, order request |
| Job Application Letter | Apply for a job position | Cover letter, letter of interest |
| Complaint Letter | Address grievances or issues | Complaint regarding a product/service |
| Request Letter | Request information or permission | Leave request, permission for event |
| Letter to the Editor | Express opinions or concerns in print media | Highlight public issues through newspaper |
What is a Formal Letter?
A formal letter is a written message sent for official, academic, or professional purposes. It follows a specific structure, uses polite language, and avoids slang. Formal letter writing is important for communicating with teachers, principals, officials, and employers.
Difference Between Formal and Informal Letters
Formal letters are addressed to people in authority or unfamiliar contacts. They follow standard formats and use respectful language. Informal letters, by contrast, are personal and less structured. Understanding when to use each style is crucial for exams and real-life communication.
- Formal letter: Professional tone, clear structure, used for official matters.
- Informal letter: Friendly tone, no strict format, used for friends or family.
Formal Letter Format
A formal letter follows this simple structure for consistency and clarity:
- Sender’s Address: Write your complete address at the top left.
- Date: Place the date just below your address.
- Recipient’s Address: Give the official address of the person or department.
- Subject: One sentence summarizing the letter's main purpose.
- Salutation: Use polite greetings such as “Sir/Madam” or “Dear Mr./Ms. [Surname]”.
- Body: Write the main message in clear paragraphs (introduction, details, conclusion).
- Complimentary Closing: End with “Yours faithfully” or “Yours sincerely”.
- Signature & Name: Sign (if hard copy) and write your name in block letters.
How to Write a Formal Letter: Step-by-Step Guide
- Plan your message. Be clear on the purpose.
- Keep language polite, formal, and to the point.
- Structure your letter in short, logical paragraphs.
- Avoid abbreviations or contractions (e.g., use “I am” not “I’m”).
- Proofread for errors before sending.
Formal Letter Examples
Example 1: Letter to the Editor (Complaint)
Flat 406, Sungleam Society
Indiranagar, Bangalore - 560038
10 June 2024
The Senior Editor
ABC Times, MG Road
Bangalore - 560001
Subject: Power cuts in our locality causing inconvenience
Sir,
Through your newspaper, I wish to highlight repeated power cuts affecting our area, especially during exams. Kindly help us bring this to the authorities’ attention.
Thank you.
Yours sincerely,
Mr. YourName
Example 2: Letter to the Principal (Request)
Ravi Kumar
123 Green Street, Cityville
13 August 2024
The Principal
Greenwood School
Cityville
Subject: Request for permission to organize a cultural event
Dear Sir/Madam,
I request permission to organize a cultural event on 25 September 2024. The event will help students showcase talents and build confidence.
I hope for your approval.
Yours sincerely,
Ravi Kumar, Class 11A
- For more examples of school, bank, or job application letters, see our Job Application Letter Format or Application for Bank Statement guides.
Tips for Scoring High in Formal Letter Writing
- Follow the correct format and sequence carefully.
- Be brief, direct, and respectful.
- Avoid informal phrases and contractions.
- State your purpose clearly in the subject and first paragraph.
- Review your letter for grammar and spelling mistakes before finishing.
Where to Find More Guidance
- Learn about all kinds of letter writing, both formal and informal, on our Letter Writing page.
- Understand differences with our detailed Informal Letter format and examples.
- Practice special requests using the Application for Certificate sample page.
- See more Authorization Letter and Consent Letter templates for official needs.
Formal letters are key tools for official and professional communication. Knowing the types, format, and correct writing style helps you succeed in exams and build effective English writing skills. Mastering formal letter writing improves your confidence in all academic and real-life situations.
FAQs on Formal Letter: Format, Examples & Writing Guide
1. What is a formal letter and when should it be used?
A formal letter is a document written in a professional language with a specific, predefined structure for official purposes. It should be used for any formal communication, such as applying for a job, making an official complaint, requesting information from a government body or business, or communicating with school authorities.
2. What is the correct format of a formal letter as per the CBSE 2025-26 syllabus?
The standard format for a formal letter prescribed by CBSE includes the following components in a specific order:
- Sender's Address: Your address, on the top left.
- Date: The date the letter is written, below the sender's address.
- Receiver's Address: The address of the person you are writing to.
- Subject: A concise line that summarises the purpose of the letter.
- Salutation: A respectful greeting, such as 'Dear Sir/Madam' or 'Dear Mr./Ms. [Last Name]'.
- Body: The main content, typically split into 3 paragraphs: introduction, main details, and conclusion.
- Complimentary Closing: A polite closing, like 'Yours sincerely' or 'Yours faithfully'.
- Signature/Name: Your handwritten signature followed by your typed full name.
3. What are the main types of formal letters written in school and professional settings?
The main types of formal letters include:
- Letters to the Editor: To express opinions on public issues in a newspaper.
- Business Letters: For official communication between organisations, such as inquiry or order letters.
- Job Application Letters: Sent with a resume to apply for a job.
- Official Letters: For making complaints, inquiries, or requests to authorities.
- Letters to School Authorities: For requests like leave of absence, bonafide certificates, or addressing other school-related matters.
4. What is the primary difference between the purpose of a formal and an informal letter?
The primary difference lies in their purpose and audience. A formal letter is used for official, professional, or legal communication with people you do not know personally (e.g., a manager, a government official). Its purpose is to inform, complain, request, or apply. In contrast, an informal letter is written to friends and family for personal communication, sharing feelings, news, and experiences in a casual tone.
5. Why is following the correct format so important when writing a formal letter?
Following the correct format is crucial because it ensures clarity, professionalism, and credibility. A well-structured letter makes it easy for the recipient to understand the purpose and key information quickly. It demonstrates that you are serious, respectful, and detail-oriented, which creates a positive impression, especially in contexts like job applications or official complaints where your credibility matters.
6. What are some common mistakes students make in formal letter writing that can lead to a loss of marks?
Students often lose marks in formal letter writing due to a few common mistakes:
- Incorrect Format: Placing components like the date or addresses in the wrong position.
- Informal Tone: Using contractions (like 'I'm' instead of 'I am'), slang, or overly friendly language.
- Vague Subject Line: Writing a subject that doesn't clearly state the letter's purpose.
- Grammar and Spelling Errors: Lack of proofreading leads to simple mistakes that reduce the letter's professional quality.
- Improper Closing: Using 'Yours lovingly' instead of the appropriate 'Yours sincerely' or 'Yours faithfully'.
7. Does the basic format of a formal letter change for a job application versus a letter to the editor?
No, the basic structural format remains the same for all types of formal letters. You will always include the sender's address, date, receiver's address, subject, salutation, body, and closing. However, the content, tone, and specific details within the body will change significantly. A job application will focus on your skills and qualifications, while a letter to the editor will present a well-reasoned opinion on a public issue.
8. Is the formal letter format for Class 9 different from the one for Class 12?
No, the fundamental format of a formal letter taught by CBSE and NCERT is consistent across all secondary and senior secondary classes, including Class 9 and Class 12. The core structure (addresses, date, subject, etc.) does not change. The expectation that evolves with higher classes is the complexity of the topic, the quality of language, better vocabulary, and the depth of points presented in the body of the letter.
