Formal Letter Format—Step-by-Step Guide

The formal letter format is based on a specific structure, tone, and key components that make communication effective and impactful. Follow this guide to know how to write well-structured formal letters.

Formal letters are an important way of communication for official purposes. As a student, job applicant, or professional, knowing the format of a formal letter is essential for sharing your message clearly and respectfully. 

Here, we explain the step-by-step format of a formal letter in English with examples so that students can write well-structured letters that leave a lasting impression. The purpose is to help students build the valuable skill of writing formal letters that will support them in both academic and professional life.

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What is a Formal Letter?

A formal letter serves a specific official purpose. These letters provide information or request actions from authorities in a formal or professional manner. Let’s see what are the different types of formal letters:

• Business letter: These formal letters include business related communication. 

• Acceptance letter: It is the official confirmation for accepting a job offer.

• Application letter: It is a formal letter written to the recruiting authorities while applying for a position.

• Complaint letter: This letter states about your issues with any product or service and requests appropriate actions from the authorities.

• Resignation letter: A communication by an employee to the reporting manager informing about the resignation from the job.

Also read:  Direct and indirect speech

What is the Format for a Formal Letter?

Formal letter writing has some specific requirements. It must be written as per the structured format for a formal letter, known as formal letter format. The formal letter format is mentioned below:

Write your name and contact information

Start the letter by writing your name along with the address on the top of the letter. Mention your contact number and email address.

Mention the date

Mention the date of writing the letter. It is very important because the date is an official record of your communication.

Write the recipient's name and contact information

Write the recipient's name and their designation. Write their contact information below that.

Write salutation

Address the recipient with a formal salutation. Write Mr., Mrs., Ms., or Dr., followed by their full name. You can also address them with 'Dear Sir' or 'Dear Madam.'

Write the subject line of the letter

Write ‘subject’ and then precisely mention the purpose of writing the letter in a line. It will inform the recipient about the subject matter of the letter.

Write the body of the letter

In the first paragraph of the main content of the letter, mention the reasons for writing the letter and include relevant details in the next paragraphs. In the last paragraph you can request for a quick response or resolution.

Write a sign-off

After the main body of the letter, you should write "Yours faithfully," "Yours sincerely," or "Thanks and regards,". Then give your signature and full name.

Also read: How to write a speech - A Step-by-Step Guide

School Formal Letter Format

The formal letter format becomes very useful in school settings. Students are often required to write formal letters to school authorities for leave applications, complaints, or permission requests. 

The format for formal letters must be maintained, and the tone of writing must be more polite and respectful. Here is an example of a school letter. 

Example: Leave Application to Principal

When writing a leave application, your child must mention the dates precisely on which you require leave or will be absent from school. It will serve as a record for attendance keeping and other documentation purposes.

[Sender’s Address] 

[Date]  

To

The Principal 

XYZ High School

[Address] 

Subject: Application for Leave 

Respected Sir, 

I am [Name], a student of [Class and Section]. I am writing to request leave for four days [starting date - end date] as I will be visiting [place] to attend a family function.

I request you to kindly grant me leave for the mentioned period. I assure you that I will complete all the pending work once I join the classes. 

Thank you for your consideration. 

Yours sincerely, 

[Name]

[Signature] 

[Class and section]

Also read: 8 Parts of Speech - Definition with Examples

Types of Formal Letters

There are different types of formal letters, and the most common types include the following:

• Business Letter

• Job Application Letters

• Letters to Newspapers

We will discuss each of these letter types and their features as follows:

Business Letters

Business letters are meant for professional communication between companies, clients, or employees. The purpose is to exchange information, make formal requests, or build business relations.

Key Features:

• The tone should be professional, respectful, and polite.

• The message conveyed must be clear and to the point without unnecessary details.

• The focus should be entirely on the business purpose and not any opinions.

• The letter might include a persuasive element (if required) for sales or proposals.

Also read: Where Vs Were

Job Application Letters

A job application letter is a formal letter written by an applicant to an employer or recruitment authorities to express interest in a job position. It usually accompanies a resume/CV and highlights the applicant’s suitability for the role.

Key Features

• The application should be written in a proper formal format and addressed to the correct authority.

• The subject line must clearly state the job position being applied for.

• The body of the letter highlights relevant qualifications, skills, and experiences.

• The content should be concise and well-organized, aiming to convince the employer.

• Mentions attachments like a resume, certificates, or testimonials.

Example of Job Application Letter Format

[Sender’s Address]

[Date] 

To

The HR Manager, 

ABC Pvt. Ltd., 

[Full Address]

Subject: Application for the Position [Post Name] 

Respected Sir/Madam, 

I am writing to apply for the position [post name] at your esteemed company, as advertised in the newspaper [newspaper name] on [date]. I hold a [highest qualification] and have [number] of years of experience in [relevant field]. 

I believe that with my skills and expertise I can add value to your organization.

I have attached my resume for your reference. 

I look forward to your positive response. 

Yours sincerely, 

[Name]

[Signature] 

[List of attachments]

Letters to Newspaper (Editorial/Letter to the Editor)

These are formal letters written by readers to newspapers to express opinions, raise awareness, or highlight issues of public concern.

Key Features:

• The letter must be addressed to “The Editor.”

• The content of the letter should focus on any of the social, political, or environmental issues affecting the public.

• The concern, opinion, or suggested solution must be expressed clearly in simple language.

• There should be supporting data, evidence, and facts to establish the points.

• The purpose is to influence readers or authorities for appropriate actions.

 Also read: English Speech Topics for Students

Common Mistakes to Avoid in Writing a Formal Letter

When your child learns to write according to the formal letter format and maintains the tone and structure, it's also essential for them to know the common mistakes to avoid. The common mistakes that can adversely impact the quality of the formal letter in English include the following:

• Incorporating informal phrases or casual terms

• Using too many or unfamiliar abbreviations

• Sending the letter without checking the mistakes

• Formatting errors like wrong sequencing, salutation, or sign-off

Formal letters constitute a major part of our written communication. Knowing the formal letter writing format is extremely useful for students to communicate their purposes in the academic, professional, or official settings. A clear understanding of formal letter format, its tone, and quality requirements can help your child to effectively impact the recipients.

Also read:  What Is Alliteration? 

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