Formal Letter, Definition, Types, Format, Examples, Uses

A formal letter is a structured form of communication used for professional or official purposes. It follows a specific format that includes essential elements such as the sender’s address, date, recipient’s address, salutation, body, closing, and signature. The purpose of a formal letter can vary, ranging from business inquiries and job applications to complaints or official requests.

Formal Letter

A formal letter is written in an organized and standard manner that adheres to a certain structure. The formal letters are exclusively written for official purposes only we can’t use formal letters for family and friends. The formal letter can be written to managers, employees, teachers, HR, schools, and colleges.

To write a formal letter one must follow the rules, the format of a formal letter, and conventions. Furthermore, the language used in the letters should be quite professional and easily understandable, one must not use jargon words while writing formal letters. The structure provided will aid in formally conveying the letter’s content. Writing a resignation letter to the company’s management and mentioning the cause for quitting the job in a formal letter is an example of a formal letter format.

Formal Letter Definition

A formal letter is a type of written communication that follows a specific format and is used for official or professional correspondence. It is typically written in a structured, polite, and concise manner, and is addressed to someone in a position of authority or for a specific purpose such as a job application, business inquiry, complaint, or any other formal matter.

Formal Letters Types

Here we have discussed the different types of formal letter Formats in detail:

1. Experience Letter
2. Offer Letter
3. Business Letters
4. Official Letters
5. Appointment Letters
6. Social letter
7. Circular letter
8. Invitation letter
9. Leave Letter
10. Resignation letter
11. Complaint Letter
12. Letters of Application
13. Letters to Newspapers

How to Write Formal Letter?

The detailed steps to write a formal letter are given below. Use all the tips listed below to make your formal letter effective. 

Address of Sender: The address of the sender is often displayed in the upper right-hand corner of the letter. If the recipient of the letter intends to contact the sender for future communication, the address should be complete and precise.

Date: The address of the sender must be followed by the date, which is located directly below it, on the right side of the letter. The sender must write the date on the day when the letter is being written. 

Address of Reciever: Write the address of the receiver on the left side of the letter. Starting address with “To” above the address completely depends upon the preference of the writer. The first line of the receiver’s address must include the receiver’s official title/name/position, etc.

The subject of the letter: Write colon just after the subject then write the complete subject in a single line. This allows the recipient to focus on the subject in a single glance.

Salutation: The salutations are Sir and Madam. Remember that this is an official letter, so the salutation should be respectful and not overly personal. In formal letters, the typical salutation is “Sir” or “Maam.”If you know the person’s name, you can write their name after Sir or Madam but keep in mind that you cannot address them just by their first name. It must be their whole name or just their surname.

Body of the letter: The body of the formal letter is its major part. The body of the letter can be divided into three paragraphs and if it’s shorter you can write in two paragraphs. The purpose of the letter should be stated in the opening paragraph. The content’s tone should be official. Make no use of fancy words. Another thing to remember is that the letter should be brief and to the point. And, regardless of the content of your letter, always use professional language.

Closing of the letter: We write a complimentary closing at the end of your letter. As a complimentary closing, we can write phrases like “Yours Faithfully” or “Yours Sincerely” on the right side of the letter. 

Signature: Your name (in block letters) and designation should be below your signature. 

Formal Letter Format

Standard letter format in English Letter is given below.

[Your Name] [Your Address] [City, State, ZIP Code] [Date]

[Recipient’s Name] [Recipient’s Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

[Opening Paragraph] In this section, you can start the letter with a greeting and a brief introduction or purpose of the letter. For example, if it’s a formal letter, you might say, “I am writing to inquire about…” or “I am writing to express my gratitude for…”

[Body Paragraphs] This is where you provide the main content of your letter. You can have multiple paragraphs to explain your message, provide details, or make your case. Be clear and concise in your writing. Use paragraphs to separate different points or ideas.

[Closing Paragraph] In the closing paragraph, you can summarize the main points of your letter and reiterate your purpose. You might also express appreciation or offer further assistance if applicable.

[Complimentary Close] End the letter with a polite closing such as “Sincerely,” “Yours faithfully,” or “Best regards,” followed by a comma.

[Your Name (again)] Below the closing, leave some space and then type your name. If it’s a formal letter, you can also include your job title or affiliation.

[Enclosures] If you are including any additional documents with the letter, mention them here.

[CC: (if applicable)] If you are sending copies of the letter to other individuals, list their names below “CC:.”

Formal Letter Example: News Paper Editor

Letter to the Editor of News Paper 

Geeta Bhavan
Ramtekari Road,
Indore 458220
10th June 2021

The Editor
Economics Times  
Indore

Subject: Fill the potholes on LIG Nagar.

Sir,

I would like to bring to your notice that the people in and around LIG Nagar are facing issues while traveling on two-wheelers and four-wheelers. There are many potholes on the road of LIG Nagar which can be the reason for future accidents. We have requested to Municipality but have not gotten a positive response so far. 

To save people from road accidents, we need to government to pay attention to this issue. I request you to highlight this issue in your newspaper so people will be aware of it and also the municipality of the local area will take strict action against this issue. 

Thank You
Yours sincerely,
Signature
Ranveer Gupta
Resident

Formal letter Example for Appointment letter

An appointment letter is a document issued by an employer to tell selected candidates that they have been hired for a certain job in their organisation. It legally binds the candidate to the corporation and confirms that he agrees to the company’s conditions in return for a specified sum. An ’employment letter’ is another name for this sort of appointment letter. This is the one about business. Furthermore, you may have seen another form of appointment, the doctor’s appointment. The doctor’s appointment letter consists of a schedule of meetings, it may have written about your disease and some basic details. 

Formal Letter Structure for School Class 10

Your Name
Your Address
City, State, ZIP Code
Date

The Principal
School Name
School Address
City, State, ZIP Code

Subject: [State the purpose of the letter concisely, e.g., Request for Leave or Permission for an Event]

Dear Sir/Madam,

[In the first paragraph, introduce yourself and state the purpose of your letter. Keep it clear and concise.]

[In the second paragraph, provide more details regarding the request, issue, or situation. Mention relevant dates, times, and specific information as necessary.]

[In the final paragraph, express gratitude and mention that you are looking forward to a positive response. Mention your availability for any further discussion.]

Thank you for your time and consideration.

Yours sincerely,
[Your Signature (if submitting a hard copy)]
Your Full Name
Class and Section
Roll Number (if applicable)

Formal letter Format for Business Letters

Business letters should be brief, to the point, and concise. There must be no place to form any story in business letters. There are a few things you must consider before beginning to create a business letter. These tips are listed below:

1. When responding to a business letter, always include the date of the letter. 
2. Instead of complicated words, use basic and ordinary language to express the information effectively. 
3. When writing a letter to order products, be sure to provide clear and specific descriptions of the items needed, as well as the desired quality and quantity.
4.  Avoid using abbreviations while writing business letters. 
5. The manners of address differ depending on the type of letter and the recipient.

Uses of Formal Letter

A formal letter is frequently used for important purposes: It could be a formal application for a job, to the principal, a formal statement of a job offer, grant leave, a formal thank-you note after an interview.

• You can write a school leaving letter, apply for leave, urgent sick leave or for many other reasons.
• Job letters and cover letters, or letters you send to an organization to apply for a job using the formal letter format. If you want a position in any sector, you will most likely need to compose this type of letter, which conveys your interest in a specific job and highlights your qualifications.
• To write an effective cover letter, you must first identify your target audience. Learn as much as you can about the company, university, or research organization beforehand, and then personalize your letter to that audience’s tone, content, and focus

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