Formal Letter | How To Write a Formal Letter? Template Samples Examples

Formal Letter | How To Write a Formal Letter? Template, Samples, Examples

A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family. A number of conventions must be adhered to while drafting formal letters. So let us take a look at a sample format of a formal letter.

Formal Letters

No.-1. We live in a world of technology backed communication. E-mails, texts, etc are most of our preferred modes of communication. However, letters still have a major use and importance in our society. Especially formal letters written to authorities or professional contacts, because they generally stay on record. Let us learn the correct format and language of formal letters.

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What makes a formal letter different from an informal letter?

No.-1. Before we dive deep into the format and structure, let’s talk about the major difference between a formal letter and an informal one. As you can already see, that writing a formal letter needs us to be extra conscious, you need to understand why is it so!

No.-2. The major difference between the two is nothing but the difference in their writing pattern, tone and format. You can start an informal letter as you please like, but you cannot do the same in case of a formal letter. There are several things that you should be aware of, while you are drafting the latter.

No.-3. Well, it is just that you are expected to write a formal letter to a professional contact person which is unlike the case while you are contacting any of your friends or relatives (as in the informal letter).

No.-4. Also, you must write a formal letter in a certain format and you cannot deviate from the same – the decorum should be maintained, and it should be apparent through your writing tone and style. Besides, while drafting a formal letter, you need to be careful about the selection of words you are using therein!

Format of a formal letter

No.-1. As stated earlier, a formal letter abides by certain rules and conventions. There are several ways through which one may choose to draft a formal letter. The one that we are going to discuss today right over here is the one which is most widely used among all!

No.-2. Firstly, it is always ideal to start writing a formal letter only on a clean sheet of blank paper. It would rather be the best idea if you can start it on a fresh A4 sized paper instead of a ruling sheet.

Sender’s Address

No.-1. You ought to put the sender’s address on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication.

Date

No.-1. You would need to write the date (the day you are drafting the letter on) right below the sender’s address, i.e., on the right hand side of the page. It is essential to mention the date on the formal letter as it helps in maintaining the record.

Receiver’s Address

No.-1. Now, your next point of focus should be the receipent of the letter. Leave a little space and then write down the receiver’s address on the left side of the page. It is totally upon the writer’s preference whether or not you want to write “To” above the address. Also, ensure writing official name/position/title etc of the receiver in the first line of the address itself.

Greeting

No.-1. As you are writing a formal letter, make sure that you are greeting the person in a respectful way, and not being too personal. In usual cases, the greetings include writing either “Sir” or “Madam.” In case you know the contact person’s name, you can write, “Mr X” or so, depending on the name of that concerned person. However, mention either their full name or just the last name. We generally don’t address anyone only by their first name.

Subject

No.-1. Just as you are over with the salutation part, here comes the subject of the letter. Write the “Subject,” in the centre of the line followed by a colon (:). The subject is usually the topic of the letter that you are supposed to start writing. In a nutshell, it’s just the briefing that will give a fair idea to the reader about the letter as a whole. You can also say that it is the one liner that will give the receipent about the whole matter in just a glance.

Body of the Letter

No.-1. Coming to the main matter, or the content of the letter; you are expected to divide the letter in 2-3 paragraphs. To be more exact, you should mention the purpose of the letter in the first paragraph itself. Keep the tone of the content to be formal instead of adding any kind of fillers into it unnecessarily.

No.-2. Write things to the point, and do not extend the topic for just no reason. Also, no matter the subject of the letter, be respectful and considerate. Even if you are addressing a concern with disappointment, that should not reflect in your letter by any chance.

Closing the Letter

No.-1. The closing of a formal letter is equally important as its opening. We generally use words such as “Yours Faithfully” or “Yours Sincerely” to end the letter once we have covered all the important pointers that were to be mentioned. We generally write the closing towards the right side of the paper.

Signature

No.-1. After you have closed the letter, you are supposed to sign your name. Write your name in block letters just below your signature (the one that you have done in running hands).

No.-1. Formal Letter Format

The general format of a formal letter is given below:

Name of the Sender

Address

Date

To

Name of the Recipient

Designation

Company Name

Address

Saluttation (Dear Sir/Madam

Subject:

Body of the Letter

[Write 2-3 paragraphs including the reason behind the

letter. Make sure to keep the letter concise without

dragging too much]

Thank you for your consideration. Waiting for your

response.

Yours Sincerely,

Name

Signature

No.-2. Formal Letter Format in CBSE

In CBSE (Central Board of Secondary Education), the board prescribes the format to write the letter.

Sender’s Address

Date

Receiver’s Address

Subject:

Salutation (Dear Sir,/Madam)

Body of the Letter

First Paragraph: Introduce Yourself and mention the reason

Second Paragraph: [Detail of the matter]

Third Paragraph: [Mention conclusion and solution]

Complimentary Closing

Thanking You

Yours Sincerely,

Name

No.-3. Formal Business Letter Format

Here is a format to write a Business Letter:

Name of the Sender

Address

Date

Το

Name of the Recipient

Designation

Company Name

Address

Subject:

Dear Mr. Doe:

I am writing you concerning a recent purchase of widgets. Approximately two weeks ago, on October 1, I ordered a total of 50 widgets for Company, Inc. via the Widgets Galore client webpage. I received an email notification two days later confirming the receipt of payment and the shipment of the widgets. According to your website, shipments should reach their destination within 3-5 business days of being sent, but I have yet to receive the widgets. Do you have any information on what may have happened to delay the shipment or where the shipment is currently?

I have worked with Widgets Galore, Inc. in the past and have the greatest confidence in your products and customer service. We need the shipment of widgets soon, however, and I hoped you might be able to provide me with an idea of when I can expect them. Thank you in advance for any help you might be able to offer.

Sincerely,

Name

Signature

No.-4. Formal Resignation Letter

 Here is a format to write a resignation letter:

Name of the Sender

Address

Date

Το

Name of the Recipient

Designation

Company Name

Address

Subject:

Dear Mr/Ms

I would like to inform you that I am resigning from my position as (Name

of the designation) for the Name of the company), effective from (Date &

Year).

Thank you for the support and the opportunities that you have provided

me during the last [Number of years. I have truly enjoyed my tenure

with (Name of Company), and am more than grateful for the encouragement you have given me in pursuing my professional goals and personal growth objectives.

If I can be of any assistance during this transition in order to facilitate the

seamless passing of my responsibilities to my successor, please let me

know. I would be glad to help however I can.

Yours Sincerely,

Name

Signature

No.-5. Formal Letter Sample

A formal letter sample is provided here,

D-11 Adarsh Society,

DS Marg, Lower Parel,

Mumbai 400 008.

11th June 2020

To,

The Editor-in-Chief,

Hindustan Times, Main Street,

Mumbai 400 001

Subject: Potholes in our locality is causing difficulties

Dear Sir,

With due respect, I would like to inform you that due to potholes in roads

we are facing a lot of difficulties in our area. Monsoon season has already

started a few days ago and is increasing our problems.

There is a risk that people might get hurt while driving on the roads

having potholes especially with the childrens who play outside. Even for

pedestrians it has become quite difficult to walk through the road.

Therefore I wish to draw the attention of the concerned authorities with

the help of your newspaper. Hopefully, you will be able to help us in

drawing their attention and resolving this matter at the earliest.

Thanking You

Yours Sincerely,

Name & Signature

No.-6. Formal Invitation Letter

An invitation letter is written to invite anyone for a particular occasion. Here is format to write the formal invitation letter.

Name of the Sender

Address

Date

Το

Name of the Recipient

Designation

Company Name

Address

stopper

Subject: Invitation Letter for

Dear Sir/Madam

It will really be grateful to have your warm presence at the venue). We will

be honored if you come to Iname of the occasion) and it will become more

delighted with your auspicious presence.

It is hereby informed that the event will commence at the venue (address of

the venue) on (Date of the occasion) from (Starting Time of event).

I hope you will be able to put some time in and can join event. And I hope

that you will provide me with a positive response. Your presence matters to

us.

Thanking You

Yours Truly,

Name & Signature

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