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. » Letter Writing » Formal Letter

Best Formal Letter Writing in English: Types, 50+ Samples & Tips

Formal letter writing refers to the practice of composing written correspondence that follows a prescribed format, tone, and structure. It is characterized by its professional nature and is commonly used for official, business, or formal communication.

The importance of formal letter writing in our lives cannot be overstated. Here are a few key reasons why it holds significance:

Professional Communication:

Formal letters are widely used in professional settings to convey important messages, make inquiries, submit applications, or communicate with organizations and authorities. They provide a clear and structured way to present information in a formal manner.

Job Applications and Resumes:

When applying for jobs, formal letters play a crucial role. A well-written cover letter can enhance your chances of getting noticed by potential employers and create a positive impression.

Business Correspondence:

Formal letters are essential for establishing and maintaining professional relationships with clients, partners, and colleagues. They are used for making inquiries, requesting information, placing orders, sending proposals, and addressing concerns.

Complaints and Resolutions:

In situations where you need to express dissatisfaction or seek resolution, formal letters serve as a formal means of lodging complaints with businesses, service providers, or authorities. They provide a documented record of the issue and can help ensure a proper response.

Improving your formal letter writing skills and maintaining a professional tone can greatly enhance the impact of your correspondence. Here are some tips to consider:

Understand the Purpose:

Clearly identify the purpose of your letter and ensure your message is concise and focused.

Follow Proper Formatting:

Use a standard business letter format, including a professional greeting, introduction, body paragraphs, and a formal closing.

Maintain Professional Tone:

Use polite and respectful language throughout the letter. Avoid slang, jargon, or overly casual expressions.

Proofread and Edit:

Always proofread your letter for grammar, spelling, and punctuation errors. Ensure your letter is well-structured and coherent.

Be Clear and Specific:

Clearly state your purpose, provide relevant details, and organize your thoughts logically. Use specific examples or evidence to support your points.

Address the Recipient Appropriately:

Use the correct salutation and address the recipient with the appropriate level of formality based on your relationship or their position.

Seek Feedback:

If possible, ask a trusted friend, mentor, or colleague to review your letter and provide constructive feedback.

By following these tips and practicing regularly, you can refine your formal letter writing skills, convey your message professionally, and make a positive impact in your written communication.

50+ Ideas for Impactful Formal Letters in various Contexts

Official Complaint Letter to the Chairman of a Housing Society

Write a letter to the Chairman of your Housing Society complaining about the poor maintenance of common facilities.

Request Letter to the Municipal Corporation to Clean the Park

Write a letter to the Chairman of your Municipality requesting for the cleaning and maintenance of a park in your locality.

Complaint Letter to the State Electricity Board about Power Cuts

Write a letter to the Chief Engineer of your State Electricity Board, complaining about the frequent power cuts in your area and requesting him/her to take necessary steps to resolve the issue.

• Suggestion Letter to the Chief Minister

Write a letter to the Chief Minister of your state, highlighting the issue of water scarcity in your area and suggesting some solutions.

Request Letter to District Collector

Write a letter to the Collector of your district requesting for the distribution of relief materials in a flood-affected area.

• Request Letter to the Commissioner of Police

Write a letter to the Commissioner of Police, highlighting the issue of eve-teasing in your city and requesting for increased security measures.

Application Letter for Internship

Write a letter to the Director of a company, applying for an internship and highlighting your skills and qualifications.

• Application Letter for a Job

Write a letter to the Director of a Software company requesting for a job opportunity or an internship.

• Request Letter for a Character Certificate

Write a letter to the Director of a university, requesting him/her to provide you with a character certificate for a job application.

• Request Letter for a Better Lab and Library

Write a letter to the Director of Education requesting for a better library and laboratory facilities in your school.

Request Letter for Better School Infrastructure

Write a letter to the Director of Education requesting for better infrastructure and facilities in your school.

Request Letter for Appointing More School Teachers

Write a letter to the Director of Education requesting for more teachers in your school.

Request Letter Asking for Quality Education

Write a letter to the Director of Education requesting for the improvement of the quality of education in your school.

Request Letter to the Health Department

Write a letter to the Director of Health Department requesting for a health camp in your area.

Request Letter to the State Pollution Control Board

Write a letter to the Director of your State Pollution Control Board requesting for the control of air pollution in your city.

Complaint Letter about Poor Quality of Roads

Write a letter to the District Collector complaining about the poor quality of roads in your area.

Letter of Concern About Surge in Road Accidents

Write a letter to the Editor of a newspaper expressing your concern over the increasing number of road accidents in your area.

Letter of Concern over Water Scarcity

Write a letter to the Editor of a newspaper highlighting the issue of water scarcity in your locality.

Letter of Concern Highlighting Increasing Pollution

Write a letter to the Editor of a newspaper highlighting the issue of increasing pollution in your area.

Complaint Letter about the High Electricity Bill

Write a letter to the Electricity Board complaining about the high electricity bill and requesting for clarification.

Request Letter for a Leave of Absence

Write a letter to the HR Manager of a company, requesting for a leave of absence for personal reasons and mentioning the dates of your absence.

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How to write a letter

HOW TO WRITE A LETTER:  A GUIDE FOR TEACHERS AND STUDENTS

In this age of digital communication, writing letters is becoming something of a lost art. Emails and text messages can be sent instantly and for a fraction of the cost good old-fashioned snail mail can offer.

So, why bother teaching letter-writing at all? Well, though electronic ‘letters’ are often freer in formatting and language than physical letters, we can also apply letter-writing rules to electronic media. However, physical letters do offer some distinct benefits of their own too.

A WELL-WRITTEN LETTER CAN CHANGE THE WORLD.

Whilst we pride ourselves here on how to write a great essay, information report, or another text type that is primarily used in an educational setting, the ability to craft a powerful letter or email has literally changed people’s lives, altered the course of history and been the difference between life and death in some cases.

It can be the one opportunity to remove all the noise and confusion on any subject area and honestly tell someone how you feel straight from the heart.  Pen to paper.  

For whatever reason, a thousand emails, tweets, and likes will never have the same impact as a well-crafted handwritten letter.  Its very creation and existence show your reader how passionate and genuine about what it contains.

Letters fall under the transactional writing category; if you want to know more about transactional texts, be sure to check out our in-depth guide here.

COMPLETE LETTER WRITING UNIT FOR STUDENTS

Over 100 PAGES of engaging RESOURCES , various letter SAMPLES , LESSON PLANS and INTERACTIVE DIGITAL RESOURCES to teach your students how to write amazing LETTERS and EMAILS .

Teach this life skill with confidence through this excellent ALL-IN-ONE RESOURCE . No preparation is required.

3 REASONS TO TEACH LETTER WRITING

1. the personal touch: .

Those of us who grew up in an age before the internet got going will remember the excitement of waiting for and receiving a letter. Many of us will have had childhood pen pals we never met or received love letters from our teenage sweethearts. Maybe some treasured letters are still securely stored in a bedside drawer.

There is something extremely personal and intimate about the letter that email cannot capture. Letters are physical, and their increasing rarity makes them seem even more intimate today.

In this day and age, receiving a personally written letter is something a unicorn in communication terms. Students who know how to produce a well-crafted letter can use it to their advantage. For example, any business hiring manager will undoubtedly be numbed by the constant torrent of emails flooding their inbox.

That mailed resume accompanied by a handwritten letter that waits for them on their desk in the morning will surely stand out and secure an attentive read. The letter, in its various forms, is guaranteed to stand out and make an impact in an age where the vast majority of communication is digital.

3. Handwriting

Just as letter writing has declined in popularity, so too has the emphasis on well-developed handwriting skills. You can, if you wish, take the opportunity here to have the students work on their handwriting skills.

While students may protest that they can accomplish the task much quicker by word-processing, another benefit of handwriting a letter is that the speed becomes almost meditative. This allows students to focus carefully on their grammar and punctuation without always resorting to the crutch of spell-checkers and grammar correction software.

FORMAL AND INFORMAL LETTER WRITING:  WHAT’S THE DIFFERENCE?

The table below outlines whether your letter should be written formally or informally, with some suggested prompts .  Whilst there are many similarities, a formal letter should always be considered as a document with a real purpose and ramifications.

FORMAL LETTER FEATURES

USED FOR PROFESSIONAL COMMUNICATION THESE DOCUMENTS FOLLOW A PRESCRIBED FORMAT. THEY ARE WRITTEN IN A PASSIVE VOICE FOR A SPECIFIC PURPOSE AND IN MANY CASES ARE LEGALLY BINDING. SOME EXAMPLES ARE.

INVITATION Make someone feel special about an upcoming event.

APPLICATION Write a professional letter of application for a job or group you wish to join.

REFEREE / REFERENCE Vouch for another’s skills, personality or credibility.

ACCEPTANCE & REJECTION Approve or deny an applicant in a professional manner.

MAKE AN OFFER Make a formal and binding offer in writing.

EXIT / RESIGNATION Formally leave or step down in a professional and dignified manner.

INFORMAL LETTER FEATURES

USED FOR PERSONAL COMMUNICATION THESE LETTERS HAVE NO PRESCRIBED FORMAT AND ARE WRITTEN IN AN ACTIVE VOICE.

THANK YOU Let someone know you appreciate their efforts.

CONGRATULATIONS Acknowledge someone’s achievements in life.

GRIEVANCE / LOSS Acknowledge someones personal loss or suffering and let them know you care.

FRIENDSHIP & LOVE Tell someone how special they are to you and why?

LETTER TO THE EDITOR / MAYOR ETC. Let someone know how their actions and adversely affect you and others.

LETTER TO SELF Give your older or younger self some words of advice and wisdom.

INFORMATIONAL UPDATE Write a letter back home telling them what you have been up to.

HOW TO WRITE FORMAL LETTERS

The writing process begins with planning.

As with all genres of writing, the process of formal letter writing should start with planning. This should involve sketching a brief outline from which to work rather than a comprehensive detailing of minutiae. The plan should include:

• Note addresses, names etc. – who are you writing to?
• Record the purpose of the letter – what do you want to say?
• List points to be made (each will form a paragraph) – how will you say it?
• State action point – what do you want the reader to do?

Formal letters can be written for a wide range of purposes and may come in various shapes, including a letter of complaint, a cover letter accompanying a job application, a letter of invitation, a reference letter, or a proposal letter – to name a few. Though each will adhere to its own rules of formatting and tone when writing formal letters, students should avoid using slang or contractions.

Language should be straightforward and polite. Encourage students to avoid bursts of purple prose in favor of direct, functional language. Usually, a formal letter will be written to achieve a particular end and should be written with that end foremost in mind. Students should avoid meanderings and stay firmly focused on the task at hand.

TIPS FOR WRITING GREAT FORMAL LETTERS

• The writer’s address should be in the top right-hand corner.
• The date should be written below the writer’s address
• The recipient’s name and address are below that on the left-hand side
• Use the correct opening (Dear Sir / Madam, Dear Mrs Ferguson, etc.)
• Use Standard English
• The opening sentence should explain the purpose of the letter
• Each paragraph should make a single specific point
• Use an appropriate formal tone and register in the wording of the letter
• Avoid contractions, slang, and abbreviations
• The concluding ‘action point’ paragraph states what you want the recipient to do
• The formal ending, such as Yours Sincerely or Yours Faithfully

A Note on Salutations

If the student knows the intended recipient’s name, start with Dear Mr. / Mrs Surname and end with Yours Sincerely. If they don’t know the recipient’s name, start with Dear Sir / Madam and end with Yours Faithfully.

Use of Rhetorical Devices

As mentioned, formal letter writing focuses on attempting to convince someone to take some course of action or other. To do this, it is helpful to employ some rhetorical devices to make the writing more persuasive . Some useful techniques to encourage your students to employ include:

Direct Address: Using the pronoun ‘you’ in a formal letter makes the reader feel that you are speaking directly to them. This helps to engage the reader and encourage them to continue reading the letter.

Emotive Language: Where students are trying to convince the reader to take a course of action, the use of emotive language can often be a powerful tool. Students can use either positive or negative colored words to create the desired response in the reader.

Facts and Figures: Another way to persuade and convince is to employ facts and figures to support the points made in the letter.

FORMAL LETTER STUDENT EXAMPLES

How to write an informal letter

Common features of informal letters:.

There are far fewer rules to follow when writing an informal letter, but there are still some practical guidelines to follow that will prove helpful for students engaged in writing informally.

As with any piece of writing, it is important to consider who the audience is and the reason for writing in the first place. In particular, this will help decide the tone and the language register. The more intimate the relationship, the more informal the language can be.

Though the letter will be informal, it will still have a purpose. Information should still be organized into paragraphs, as would be done with a formal, more ‘official’ letter. Students sometimes struggle with this aspect, as they often conflate ‘informal’ with ‘disorganized.’ Making them plan their informal letter before writing can help ensure it is sufficiently organized.

HOW TO START AN INFORMAL LETTER

Informal letters will start with a greeting appropriate to how close the relationship is. For acquaintances, this may be ‘Dear Tom,’ (using the first name instead of the surname) to a very informal ‘Hi Jane,’. Don’t forget the comma after the name!

After the greeting, a general opening sentence should follow. Usually, this will be something like a ‘How are you?’ or a ‘How have you been?’. If the recipient is married or has kids, you may wish to ask how their spouse or children are.

Next, students should state the reason for writing. The language should be open and friendly in tone and, in contrast to the formal letter, colloquial language, idiomatic expressions, and contractions are perfectly okay and even desirable.

Just as the opening salutation to an informal letter is much more relaxed, so too will the closing salutation. There are many possibilities for the students to choose here, and their decision will depend on who they are writing to and their personal preferences. Some examples of possible closings include ‘Love’, ‘Best regards’, ‘All the best’, and ‘Thanks’.

INFORMAL LETTER STUDENT EXAMPLES

Teaching Resources

Use our resources and tools to improve your student’s writing skills through proven teaching strategies.

PRACTICE LETTER WRITING WITH THESE ACTIVITIES FOR STUDENTS

The most effective way for students to internalize all the features of letter writing, formal or informal, is to gain experience by writing various letters for differing purposes. The following activities offer some suggestions for students to get practising today:

1. FICTION AS A SPRINGBOARD

Have students write as if they were a character from a piece of fiction you have been reading in class. Choosing a dramatic point in the plot , ask students to imagine they are one of the characters writing a letter to another character in the story. This writer may be either formal or informal, depending on the scenario presented. This will give students realistic letter-writing practice while also getting them to engage closely with the text and respond imaginatively to its themes.

2. THE AGONY AUNT

Either offer a range of possible life predicaments or cut out the questions from the ‘agony aunt’ page of a local newspaper. Students must write back offering advice in response to the predicaments expressed in the question or predicament. The response should be written in full letter format. This activity also lends itself to several variations. The response may be written to a close friend, for example, or written from the perspective of a professional agony aunt employing a more formal tone and presentation.

3. A LETTER OF COMPLAINT

Have students think of their favorite candy bar or clothing item. Encourage them to imagine they have bought this product lately and found it to be substandard. Students must write a formal letter of complaint to the manufacturer outlining their complaint and recommending a course of action to satisfactorily resolve that complaint. They must use all the features of a formal letter as outlined above.

HOW TO MAKE YOUR HANDWRITTEN LETTERS LOOK OLD AND AUTHENTIC.

• Write in pencil or a calligraphy pen,
• screw them up tightly and carefully unfold and flatten.
• Lightly dab coffee stains over the paper to make it look aged.
• Carefully singe or burn the edges of your paper.
• Add some sepia-filtered photos for effect.

SIGNING-OFF

As students become more confident in their understanding of letter-writing formats, encourage them to exchange letters with each other for peer assessment. You may wish to provide them with a checklist of features to look for while reading over their partner’s work.

Letter-writing can also be a great way to partner up with schools overseas; often, children studying English as a second language will be delighted to receive letters from (and write to) students in English-speaking countries. And though email increasingly encroaches on the traditional territory of the letter, many of the skills garnered in the practice of letter writing are transferable to the modern manifestation. There is ample opportunity here to link letter-writing learning with approaches to writing emails too.

Letter-writing can provide a focus for a wide range of learning objectives while also teaching students valuable practical skills that will serve them well beyond their school years, both in their personal and work lives. And who knows, perhaps in years to come, one of the letters your student writes in your class may become a treasured keepsake in someone’s bedside drawer.

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WRITING CHECKLIST & RUBRIC BUNDLE FOR ALL TEXT TYPES

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Content for this page has been written by Shane Mac Donnchaidh.  A former principal of an international school and university English lecturer with 15 years of teaching and administration experience.  Editing and support content has been provided by the literacyideas  team.

• Letter Writing
• Formal Letter Writing In English

Formal Letter Writing in English - Definition, Format and Writing Samples

The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.

Table of Contents

Definition of a formal letter.

• Structure of a Formal Letter – Types of Formal Letters

Writing a Formal Letter – Parts of a Formal Letter

Formal letter writing samples.

• FAQs on Formal Letter Writing Format in English

Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,

• to express your concerns while working in a professional setup
• to provide official information across your workspace
• to order goods, to apply for employment, etc.
• to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:

Business Letters

Letters of application, letters to newspapers.

Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

• Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
• Never use jargon that is commonly used in business when you write a business letter.
• Avoid using abbreviations as much as possible.
• The modes of address vary according to the type of letter and the receiver.
• Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
• When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

• Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
• State the age, education and experience of the applicant.
• Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
• Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

• Always start with the sender’s address
• This is followed by the date .
• The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
• The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
• The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
• The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
• The second paragraph should furnish all the information about the matter.
• The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
• To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
• Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Formal Letter Sample 1 – Letter to the publisher ordering books for your store

Read More Book Store

24, Crosby Lane

Bangalore 600045

20th August, 2019

The Manager

Zack Publishing House

Mumbai 400012

Subject: Requirement of new books for the store

I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:

I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.

Thank you in advance.

Yours faithfully,

Manager,  Read More Book Store

Formal Letter Sample 2 – Letter to the Editor about a road that needs repair

25, SS Street

Cheran Nagar

Coimbatore 641023

8th September, 2019

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.

The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely,

More Formal Letter Samples,

FAQ on Formal Letter Writing Format in English

What is a formal letter.

A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

What is the format of a formal letter?

A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

How can I write a formal letter?

Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.

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Letter Format Example and Writing Tips

What to Include in a Formal Letter

Written letter format, email letter format, letter template to download, professional written letter example, professional email example, tips for formatting your letter, proofread, spellcheck, and print, how to address the envelope.

 Theresa Chiechi / The Balance

Letter format might not be top of mind when you begin writing an important letter or email, but an appropriate presentation is critical to ensure your message is ultimately well received. A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, and business correspondence, so you'll want to know how to write one professionally.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email because the letter needs to fit the page, look professional, and be clear, concise, and easy to read.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Key Takeaways

• A formal letter should include details about why you’re writing, an expression of your appreciation to the recipient for considering your request, and your contact information.
• Correspondence can be sent as a written letter or in an email. When sending an email message, list the reason you are writing in the subject line of the message.
• When writing a professional letter, carefully proofread and spellcheck before you print or send it.

Formal correspondence should include the details of why you’re writing, your contact information, a greeting and closing, and your signature.

Beginning of the Letter

Contact Information (Written Letter):  A written letter should include the contact information of both yourself and the recipient (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email):  When sending an email, you don’t need to include the recipient’s contact information. List your contact information at the end of the letter after your signature.

Greeting:  Address the letter using a professional greeting and formal title ("Dear Mr./Ms./Dr.").

Body of the Letter

The first paragraph of your letter  should provide an introduction as to why you are writing so your reason for contacting the person is clear.

In the  following paragraphs , provide specific details about your request or the information you are providing.

The  last paragraph  of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or the opportunity to arrange a meeting to further discuss your request.

Closing the Letter

Use a formal sign-off , such as "Sincerely" or "Best regards."

Signature (Written Letter):  End the letter with your handwritten signature followed by your typed name.

Signature (Email):  Include your typed name followed by your contact information.

It’s important to include enough detail so the recipient understands why you’re writing and the response you expect to the letter.

Here’s a template for each section of a formal letter:

Your Contact Information   Name Address City, State Zip Code Phone Number Email Address

Recipient Contact Information  Name Title Company Address City, State Zip Code

Greeting   Dear Mr./Ms. Last Name,

Use a  formal salutation , not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, write, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “ To Whom It May Concern .”

Body of Letter

• Paragraph 1: State the reason you are writing, for example, you are asking for something or sharing a piece of information.
• Paragraph 2:  Provide details about your request or the information you’re sharing.
• Paragraph 3:  If necessary, include additional information on the purpose of your letter.
• Paragraph 4:  Thank the reader for considering your request, and ask for a response to your letter.

Closing Best regards,

Signature Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature  Your typed name

Here’s a template for each section of a professional email:

Subject Line Subject: Your Name — Reason for Writing

Greeting Dear Mr./Ms. Last Name,

Body of Message Your message should generally be two or three paragraphs at most. Explain why you’re writing and what you’re requesting.

Closing Sincerely,

Typed Signature and Contact Information Mikala Schwartz mikala.schwartz@email.com 617-123-1234

When sending email correspondence, include the reason you are writing in the subject line of the message. List your contact information under your typed signature at the end of the message.

Here is a letter template that you can download  (compatible with Google Docs and Word Online), or review the text version below.

Nicole Thomas 35 Chestnut Street Dell Village, Wisconsin 54101 555-555-5555 nicole@thomas.com

September 5, 2023

Jason Andrews Manager LMK Company 53 Oak Avenue, Ste 5 Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative, effective September 16, 2023.

I’ve recently decided to go back to school, and my program starts in late September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, and perhaps more rare to find such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Nicole Thomas

Subject: Annual Meeting

Dear Kathleen,

Thank you so much for your assistance in planning our annual meeting. Your expertise in handling the meeting arrangements, booking the conference facilities and hotel, coordinating travel, scheduling events, and organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having your assistance with next year’s event. It’s tentatively scheduled for January 16–20, 2025, in Tampa, Florida. If you can confirm your availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Best regards,

Peter Hancock

Professional letters should be simple, short, and written in business format using a traditional font.

• Length of the Letter: Most formal letters are no more than one typed page.
• Font Style and Size: Use a plain font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 and 12 points.
• Margins:  Use one-inch margins and left justify your text.
• Spacing: Single-space your letter, and leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutation, before the closing, and before and after your handwritten signature in a printed letter.
• Printing the Letter:  Business letters should be printed on plain white paper.

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then, print it out and read it aloud at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Reading your letter out loud is a good way to catch a mistake.

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink. 

If you’re emailing your letter, send a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

When your letter is ready to mail, fold it in thirds so it fits into a business-size envelope. You can use your word-processing program to print the addresses on the envelope or handwrite them. 

Print your name on the top-left corner of the front of the envelope. Print the recipient’s address in the center of the envelope, parallel with the long side. Add a stamp to the top right of the envelope.

NMU Writing Center. " Parts of a Business Letter ."

University of Arizona. " Writing a Professional Letter ."

USPS. " How to Send a Letter or Postcard: Domestic ."

How to Write a Formal Essay: Format, Rules, & Example

If you’re a student, you’ve heard about a formal essay: a factual, research-based paper written in 3rd person. Most students have to produce dozens of them during their educational career. 

Our specialists will write a custom essay specially for you!

Writing a formal essay may not be the easiest task. But fear not: our custom-writing team is here to guide you through the process. This article will:

• explain what a formal essay is;
• show how to write it step by step;
• provide you with an essay sample. 

👔 Formal Essay Definition

• ✅ How to Write
• ✍️ Writing Rules
• 🖥️ Essay Format
• 📑 Sample Paper

🔍 References

A formal essay is a well-structured piece of writing with a clear introduction, body, and conclusion. This type of essay often includes cited research, uses an academic tone, and is written in 3rd person. While writing a formal essay, it’s necessary to back up your arguments with factual evidence.

What Is an Informal Essay vs. Formal Essay?

Essays come in two formats: formal and informal (also known as personal .) They differ in terms of style and context. You can choose one of the formats depending on the situation and the type of paper you need to write.

Don’t know how to tell the difference between them? Well, here are some key characteristics of these essay types:

As you can see, these types of writing are almost total opposites. Informal essays are only reserved for creative assignments, which means that most of the papers you write need to be formal.

Just in 1 hour! We will write you a plagiarism-free paper in hardly more than 1 hour

Our article on creative essays can help you write an informal paper. But how do you craft a perfect formal essay? Keep reading to find out.

✅ How to Write a Formal Essay

Traditionally, a formal essay it’s composed of 3 sections: an introduction, 3 or more body paragraphs, and a conclusion. Let’s examine each part in detail.

Formal Essay Introduction

The introduction is what your essay starts with. Its primary goal is to catch the reader’s attention with a hook, briefly introduce the topic, and lead toward the thesis statement located at the end of the first paragraph.

Here is what you might want to keep in mind while writing the introduction:

If you want some more inspiration for your introduction, check out our article on hooks in writing .

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Now on to the thesis statement : the key idea of your essay. When working on it, keep in mind that it should answer the central question in your topic and reflect your essay’s overall structure. your essay’s overall structure.

Suppose your topic is related to the teaching methods involving poetry. In that case, the thesis statement can be like this:

Teaching methods that involve reading and writing poetry in elementary school are beneficial for children as they enhance their capacity for empathy, develop creativity, and help with self-realization.

Formal Essay Body

The next part of an essay is the main body paragraphs. They support the thesis statement with well-developed arguments and explore the topic in-depth. Each body paragraph starts with a topic sentence stating its main point. The length of a paragraph can vary, but the best option is to have between 4 and 7 sentences.

To make the text flow easily, you may use transitional words. Here are some examples:

• after all, 
• for instance, 
• on the one/other hand, 
• initially, 
• as a result.

How to Write a Formal Essay Conclusion

Lastly, every essay needs closure. A good conclusion summarizes the essay’s main ideas, includes a paraphrased thesis, and encourages the readers to think more about the topic.

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The structure of a conclusion may change slightly depending on the subject. For instance, it can suggest some solutions to a problem, express an opinion, or give a recommendation. It’s important to remember that the conclusion is a part that emphasizes your essay’s most important points and doesn’t introduce new information.

If you’re curious about writing each essay part, check out our article on 5-paragraph essays .

✍️ Formal Writing Rules

Just like choosing the proper attire to wear to a formal event, we need to use the right words while writing a formal essay. Here are some suggestions that can help you maintain a formal tone in your paper:  

Dos of formal writing

• Pay attention to your vocabulary. The words you will use in a formal essay will likely have a nuanced meaning. Make sure you know exactly what the terms mean, and do your best to sound precise.
• Use punctuation correctly. Here are some of the things to watch out for: Avoid exclamation marks; Use dashes for insertions; Use colons with enumerations; If you’re unsure of whether to use a punctuation mark or not, rewrite the sentence in a way that doesn’t require it.
• Use varied sentence structure. In formal writing, there is always a danger of sounding monotonous. Avoid repeating sentence structures to make your essay more readable.
• Provide references. It’s essential to cite every idea that you borrow. Try to paraphrase quotations from your sources: it will help you avoid plagiarism.

Don’ts of formal writing

• Avoid using pronouns.  With words such as “I,” “me,” “we,” or “us,” an essay becomes wordy. It also makes the author seem less sure of their ideas. If you want to use personal pronouns, try substituting them with words like “the reader,” “viewers,” or “one.”
• Avoid using slang expressions and nonstandard diction. Slang words in a formal essay will make it less appealing to the readers. If you want to be taken seriously, it’s best to avoid those expressions and use proper Standard English.
• Avoid informal tone.  When you write a formal essay, incorporate the language and the expressions you would use while delivering a speech, not the words you use when you casually talk to friends. A formal tone suggests that the author is serious about the topic and respects the audience.
• Avoid passive voice. Passive verbs are hard to read, and they are wordy. Use active voice to sound more straightforward and concise.

Contractions in Formal Writing

A contraction is usually a combination of two words into one, such as “don’t,” “isn’t,” “can’t,” and “wouldn’t.” When you work on a formal essay, it’s essential to be careful about contractions. It’s inappropriate to use them in academic writing, so it’s best to stick to the full variant.

However, there are exceptions to this rule. For instance, when working with direct quotations, it’s essential to reproduce words exactly as they are used in the original. To learn more about it, be sure to check out the University of North Florida’s article on in-text citations .

What to Use Instead of “You” in an Essay

Another common mistake students make is using the “you” and “yours” pronouns to address the readers. This mistake can make the essay overly informal and lead to misinterpretations of the text.

How do you fix it? Our advice is to replace 2nd-person pronouns with the following words:

• individuals,

You can find more formal writing tips in this informative video from Smrt English:

🖥️ Formal Essay Format

Now that we’ve discussed formal essay writing in detail, it’s time to look at the formatting. A formal essay is usually written in MLA or APA formats. If you’re asked to write a paper in one of these formats, you may find the guidelines below helpful:

📑 Formal Essay Example

Here is an excellent sample of a formal essay that uses all the guidelines mentioned in this article. It will help you to produce a perfect paper of your own:

For more information, check out Purdue OWL’s resources on various formatting styles .

Formal Essay Topics

• Stress management techniques
• The effects of coffee
• Negative effects of technology on children
• Causes and outcomes of organizational conflicts in sports 
• Different types of friends
• Same-sex marriages in the United States 
• Are early marriages harmful or beneficial?
• How do nutrition and hydration improve athletes’ performance?
• Is polygamy morally acceptable?
• Different features of sports business
• What characterizes friendship in the age of media ?
• Positive and negative effects of tourism on environment in the Caribbean
• How does society treat single parents ?
• How does the uninvolved parenting style affect child’s future well-being?
• The role of family relationships in Odyssey
• Financial concepts in sport finance
• Main features of a strong marriage
• The importance of media coverage for sport teams 
• Reasons why students choose to get internship
• The role of stadiums in the sports industry
• The multiracial family: the Carters case analysis
• Characteristics of children’s sports 
• Crucial factors affecting health fitness
• How is technology used in hotel management? 
• Structure and operational context of Four Seasons
• What are the main qualities of a true friend? 
• Different websites that promote rental properties
• The imperative aspects of tourism
• Importance of hotel training
• What factors determine adolescents’ adjustment after they experience parental divorce ?
• How does tobacco use affect the human body?
• The importance of language and world view for communication 
• What makes a combination of reinforcement and punishment in parenting efficient? 
• The scientific approach of sports economics 
• How does divorce affect children?
• Living on-campus vs. living off-campus when attending university: a comparison
• How does the New Moves program promote a healthy lifestyle?
• How to be an effective counselor
• Various types of restaurants in Ireland 
• Carolina Dog’s characteristics 
• Comparison of Monzameon’s The Love Suicides at Amijima and Tartuffe by Moliere
• Comparing homosexual and heterosexual families
• How is family presented in Everyday Use by Alice Walker ?
• In what ways can Anaerobic Threshold be assessed?
• Is bad parenting a healthcare problem?
• Why student-athletes should benefit from sports
• Mind-body awareness and its health benefits 
• Can punishment boost academic performance?
• Techniques to teach students swimming
• Issues faced by the sports licensing field

Thanks for reading through this guide! We hope that you found it helpful and now have a better idea of how to write an excellent formal essay. Don’t hesitate to share our article with a friend who may need it. Good luck!

Further reading:

• How to Write a Critical Thinking Essay: Examples & Outline
• What Is a Discourse Analysis Essay: Example & Guide
• How to Write a Narrative Essay Outline: Template & Examples
• How to Write a Précis: Definition, Guide, & Examples 

❓ Formal Essay FAQs

It’s best not to use pronouns such as “I,” “my,” “we,” “our,” etc., in a formal essay since it give the paper an informal tone and the text becomes wordy. It also makes the writer seem less sure about their ideas.

It’s better to avoid using parentheses and dashes in formal academic writing. If the information you want to include in the essay is important enough, it should be a part of the sentence. Otherwise, you can simply omit it.

The formal and informal essays differ in style and context. While a formal essay is a piece of well-structured writing that tries to convince the reader by providing arguments, an informal essay has no set structure. It reflects the author’s personal thoughts or opinions.

Starting your sentence with “because” in formal writing is not the best idea. The word “because” is a subordinate conjunction, which means it’s used to join the main clause to a subordinate clause, not to start a sentence.

It’s best to avoid using 1st- and 2nd-person pronouns, slang expressions, nonstandard diction, and contractions in a formal essay. They are primarily used in daily speech and are considered inappropriate in academic writing. 

• Point of View in Academic Writing: St. Louis Community College
• Components of a Good Essay: University of Evansville
• Introductions & Conclusions: University of Arizona Global Campus
• How to Improve Your Academic Writing: University of York
• Nine Basic Ways to Improve Your Style in Academic Writing: University of California, Berkeley
• Academic Writing Style: Organizing Your Social Sciences Research Paper: University of Southern California
• Formal and Informal Style: Northern Illinois University
• Formal Writing: Davenport University: LibGuides
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Letter/Email – examples & model answers | B2 First (FCE)

An email/a letter is written in response to the situation outlined in the question. Letters and emails in the B2 First Writing paper will require a response which is consistently appropriate in register and tone for the specified target reader.

Candidates can expect to be asked to write letters or emails to, for example, an English-speaking friend or colleague, a potential employer, a college principal or a magazine editor.

FCE, CAE, CPE

Practice, write & improve, fce email example: touring holiday.

You have received this email from your English-speaking friend David.

Write your email .

FCE Email: Example Answer (Grade: 4)

Dear David,

I’m glad your friends are visiting my area soon for a week’s touring holiday. I have many ideas what I can show them and tell about.

In my opinion the best way to travel around will be by bike because of small distances between the places and views are amazing.

My area includes also beautiful Baltic Sea which many tourist visit especially in summer. Your friends could sunbath or swim if they would like but the water is quite cold in this season. Beautiful sightseeing of sunrise is the best memorise!

You wrote that they are intrested in history of my local area. That’s great! We have museum of our local history where I can go with them. Tickets are not so expensive and I can think about some discount.

What do you think about it? Would you mind send me some your ideas?

I look forward to hearing from you soon.

Best wishes, Sam

Get Your (FCE) Letter Checked!

Fce email example: swimming team.

You have received this email from your English-speaking friend, Jo.

It is good to receive news from you! I bet you are swimming like a fish. Do you remember when we were kids and we made a few races in Angelina’s pool?

I understand why you are trying to persuade them but remember that they want your best. If I were you firstly I would try to talk with your swimming coach and ask him about the possibilities of training another day. Then if the answer would have been negative I will probably try to do the same with yours future math teacher. I am sure that everyone knows the importance of practising sports while studying. So they will find a solution.

If everything goes don’t doesn’t happen as you and I expect ensure that your parents don’t get mad with your decision. They are giving their best! Put your education in front first place. Opportunities to swim you will have a lot during your life. Moreover, you can come to Barcelone and try to catch me in the pool.

Good luck, Sam

FCE Letter Example: School uniforms

This Is part of a letter from Karl, your English friend:

Write your letter .

FCE Letter: Example Answer (Grade: 4-5)

I’m writing to you about the letter which you sent me and asking my opinion about the school uniform. I believe it is one of the most important thing that we should discuss.

Nowadays, there are a few schools in which students wear a school uniform. I believe that this happening because pupils are free to wear whatever they want. Also, this means that they can express themselves.

On the other hand, school uniforms showes In which school each pupil belong to. Then, the uniforms support the way that the schools should work in our days In addition, if all pupils wear the school uniform, there will not be any pupil who will be unfashionable, and nobody will feel uncomfortable. Fashion is very popular, especially in high school, and wear fashionable clothes is the way to show off. That’s such a waste because fashion is the thing that cannot keep for long time. It Is not a good idea to flow fashion in school time.

To sum up, I believe that we should wear uniforms because in this way, them will not be any differences between pupils.

Best wishes Tom

FCE Letter Example: Letter of application

You see this advertisment in your local newspaper:

Write your letter of application. 

FCE Letter: Model Answer (Grade: 5)

Dear Mr. Nick Jones,

I had been searching for a job when i discovered the advertisment in the local newpaper, in which you were offering a post at your holiday club.

I am an eighteen year-old student at King’s College and I have a part-time job at the local library, as an assistant. In the last three years, I have been attending English courses and I have achieved a high score at an exam involving the language.

Since I started highschool, I have always enjoyed helping children in need. I was usually participating in children’s parties as a helper, but I was also caring for the one’s in the street by giving them food and by giving advice whenever they needed it.

I love children and I do my best to make them happy. I am comunicative, hard- working and patient.

In the end, I think I will manage with the challenges this job may offer. I inclose my curriculum vitae and a photography. I am looking forward to your reply!

yours sincerely, Stefan Pasoi

FCE Email Example: Money!

You have received this email from your English-speaking friend, Susan:

Dear Susan,

I think you know from the start that this subject may be inappropriate to discuss with me, but since we are best friends, I accept.

If I were you, I would spend it all on an amazing holiday with my friends where you can do fun things and maybe meat someone special.

I am not sure what you are supposed to do with the money, but I can help you find the best solution. You must think simultaniously at both advantages and disadvantages. If you give your money to your parents, you would loose the benefits from it, but you could also help them.

I suggest you put it in your bank account and wait until celebrities can show up at your door, so that you can photograph them and be well-known.

There are a lot of money, so think carefully which is the best solution. You can also contact me or meat face-to-face if you need.

Therefore, you can benefit from it if you are wise and rational

Yours, Andrea

Would you pass B2 First (FCE)?

• How To Write A B2 First Formal Email/Letter

• Posted on 01/06/2021
• Categories: Blog
• Tags: B2 First , Cambridge Exams , Cambridge FCE First Certificate of English , FCE , First Certificate , First certificate FCE , Writing

Dear reader… We sincerely hope you enjoyed our previous blog posts about the Writing section of the B2 First. As promised, here’s the latest instalment in the series. That’s right, today we’ll be teaching you how to write a formal letter or email for the B2 First (FCE) exam. One that’s good enough to write home about !

Don’t forget to take a look at our previous blog posts where we teach you about the other writing options:

• How to write a B2 First essay (part 1)
• How To Write a Report: Cambridge B2 First
• How to Write a Great Article in the Cambridge B2 First Exam
• How To Write A Review: Cambridge B2 First
• How to write a B2 First informal email/letter (part 2)

What’s a formal letter?

A formal letter is an orderly or professional form of communication. It follows a number of conventions related to layout, language and tone, which we’re going to teach you today.

There are two types of formal email or letter you may be asked to write in the B2 First exam – a letter of application and a letter of complaint.

Writing a letter of application

The first example is a letter of application. In this type of task you’ll have to talk about why you’re applying for the position and justify your skills. It could be an application for a part-time job, study or scholarship programme. Here’s a look at the type of question you may see in the exam:

You see this advert on a newspaper website:

Write your letter of application . (You should write between 140 and 190 words)

Writing a letter of complaint

The other B2 First formal letter you may be required to write is a letter of complaint. This could be a letter to a hotel manager, a shop assistant or organisation. You may be complaining about the quality of a service, product or the organisation of an event. Sometimes you’ll have to request some kind of action or resolution , at other times, you may have to correct a misunderstanding. Here’s an example of a complaint letter question:

Write a letter to the hotel manager . (You should write between 140 and 190 words)

Three steps to writing a formal B2 First email/letter

Before you start scribbling away , it’s important to make a plan! Think about what you need to include in your answer and plan out how it will look on the page. Consider the following things:

Step One: Make a plan

Often the question will require you to do two or three things. It’s important to identify exactly what these are as you can receive five marks for simply answering the question. Let’s take a look back at those initial two questions and underline the key information.

Once you’ve identified exactly what they’re asking you to do, use these details to help craft the perfect structure. Take question A – you want to include all of this information in a logical way:

A) Letter of application

• Paragraph 1 – State why you’re writing
• Paragraph 2 – Relevant experience
• Paragraph 3 – Creative and athletic hobbies and interests
• Paragraph 4 – Action you want them to take

B) Letter of complaint

• Paragraph 2 – Details of the problem
• Paragraph 3 – Action you want them to take

Next step is to brainstorm good vocabulary. Pick out some key words from the brief and try to find synonyms to use in your email/letter. You also want to consider any topic-related words that will help you answer the question. For example:

• friendly = warm / outgoing / a people-person
• enthusiastic = lively / keen / energetic
• work with young people = babysitting experience / passion for working with kids
• languages = Spanish, Italian, English, German, French
• creative hobbies = arts & crafts, sewing, pottery, model making
• athletic hobbies = volleyball, basketball, cricket, skateboarding, sporty, active
• disappointing = unappetising / unappealing / awful
• not enough = insufficient / inadequate
• good = fine, satisfactory, excellent, adequate
• vegetarian options = salad, veggie lasagna, fruit, soups
• compensation = payment, reimbursement, voucher, solution
• problem = issue / mix-up / trouble

Remember, this is a formal piece of writing. This means you should keep the tone and language polite at all times. That’s right! At all times – even when you’re complaining. You may be angry, but you’re more likely to resolve the issue if you stay respectful and offer constructive advice whilst being persuasive.

Step Two: Write it

Take it from us, the next stage will be easy if you’ve done your super-duper plan. All you need to do is learn some fixed formal expressions to tie-together your B2 First formal email/letter.

There are several ways to begin a formal email/letter. For example:

• Dear Sir / Madam, (if you don’t know the name)
• Dear Mr or Mrs X (if you do know the name)
• To whom it may concern

Don’t forget to write a comma after the name, and then include a space before starting a new line.

Opening paragraph

When beginning your formal email/letter, it’s essential that you explain to your reader your reasons for writing. Here are some ways to do that:

• I am writing to apply for the position / role of summer camp leader.
• I am writing in reference to your recent advertisement.
• I am writing to complain about…
• I am writing to express my dissatisfaction with…

This is where you want to give the details of your application or your complaint. Keep referring back to the question, and remember to keep it formal:

Speaking about your experience and skills (Letter of application)

• I think I am suitable for the role because…
• I have X years experience working as a X.
• My qualifications include…
• I am currently working as a X
• In my spare time I enjoy…
• I am an avid basketball player/cricketer/volleyball player…

Explaining a problem and requesting action (Letter of complaint)

• Firstly/Secondly,…
• Unfortunately,…
• I am very dissatisfied with…
• As you can appreciate…
• I’m afraid that…
• Furthermore,…

Final Paragraph

Here is where you want to create a lasting impression on your reader. You also want to highlight some form of action you want them to take. Take a look at these different ways to do that:

• I very much hope you will…
• I look forward to hearing from you soon.
• I would appreciate it/ be grateful if…
• I trust you will…

Don’t forget to finish your B2 First formal email/letter with a friendly, but courteous closing phrase. Here are some examples:

• Yours sincerely, (if you know the name of the recipient)
• Yours faithfully, (if you don’t know the name of the recipient)
• Thank you for your consideration, (for a letter of application)

You should then write your full name beneath your sign-off.

Step Three: Check it

Make sure you leave five minutes at the end of the exam to proofread your email/letter and think about the following things:

• Have you answered all parts of the question?
• Is the tone formal and polite?
• Is your spelling, grammar and punctuation correct?
• Does it have paragraphs?
• Have you signed off appropriately

So, that’s it for how to write a B2 First formal email/letter. Don’t forget to check out our other B2 First articles on our blog. And we look forward to seeing you in one of Cambridge English summer preparation courses soon !

Glossary for Language Learners

Find the following words in the article and then write down any new ones you didn’t know.

Something to write home about (exp): something exciting or special (often used in negative ‘nothing to write home about’).

Scholarship (n) : an amount of money given to a person by a government or organization to help pay for their education.

Resolution (n): the act of solving a problem or difficulty.

Scribble away (pv): to write intensely.

Craft (v): to make something in a skilled way.

Super-duper (adj): extremely good.

Lasting (adj)): continuing to last for a long time.

Courteous (adj): polite and showing respect.

Proofread (v)): to check a piece of writing for spelling and grammatical errors.

exp = expression

pv = phrasal verb

adj = adjective

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4 Conditionals In English And When To Use Them

• By: oxfordadmin
• Posted on 19/05/2021

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• Posted on 16/06/2021

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• formal letter writing format

Formal Letter Writing Format In English PDF: Definition, How To Write, Topics, Sample Examples

Nov 06 2023

Formal Letter Writing Format In English PDF: A formal letter is sent to officials to show gratitude or to voice complaints about a person or circumstance. Therefore, a professional letter must follow a specific structure that is concise, clear, and error-free. When writing a formal letter, avoid making spelling errors and the letter should be short and to the point. You can send formal letters to government departments, businesses, and educational institutions. You will learn more about the formal letter format in this post as well as the guidelines. Let's first read what a formal letter is to get a better understanding of it before we look at the formal letter format. Aspirants in search of formal letter writing in English, Letter writing formal letter formal letter format, letter formal letter to principal, formal letter writing format, formal letter writing topics, formal letter writing examples, formal letter writing questions, etc., can refer to the complete details provided here related to the formal letter writing format in this article. Many aspirants have questions about how to write a formal letter in English, how to write a formal letter to principal, how to write date in formal letter, etc. Now, let's look at the formal letter meaning and the format.

Check Informal Letter Writing Format

Descriptive Writing For Bank Exams - Mock Tests

What Is A Formal Letter?

Formal Letter Meaning: A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Types Of Formal Letter

The formal letter comes in a variety of forms and is utilized as a communication tool by all organizations, whether they are public or private. Both internal and external communication uses formal letters. Here are some examples of formal letter formats.

• Recovery Letter
• Resignation Letter
• Order Letter
• Promotion Letter
• Job offer letter
• Complaint letter
• Business letter
• Appointment letter
• Leave application for Marriage/ Sick/ maternity
• Letter of Enquiry
• Sales Letter

Formal Letter Writing Format In English

Candidates can use the English formal letter writing format that is given below for any type of formal letter.

Details Of Formal Letter Writing Format

The sender's and recipient's addresses are the first item in the formal letter format. Sender's Address: Be sure to include your street address, city, state, zip code, and phone number when writing your address in the left-hand corner of the page. Address of Recipient – Always include the address of the recipient in the right-hand corner, just below the date.

The date and salutation are the second essential component of a professional letter format. The date should always be written with a line gap just below the sender's address.

3) Salutation

"Dear Sir/Madam" is sufficient; if you know the person's name, address them directly. If you don't know their name, use "Rev.", "Dr.", "Mr.", "Mrs.", or "Ms." in a formal manner, along with their complete name.

The official letter comes next. The letter's subject and body are its format: The agenda or purpose of the letter's drafting is its subject. Keep the letter's subject short and, if you can, limit it to one line.

• Always break up your work into paragraphs, and make sure to use a sophisticated vocabulary as well as correct punctuation and spelling.
• To keep the reader engaged and to distinguish one idea from another, paragraphs are used.
• The goal is to provide the reader with as much clarity as possible.
• Mention the goal of the letter in the first paragraph itself so that the reader is clear on your intentions when writing the letter.
• The first paragraph, also known as the introduction, should be brief and to the point.
• The middle paragraphs, generally known as the body of the letter, should include some relevant information on the goal outlined in the first paragraph.
• The final paragraph, sometimes referred to as the conclusion, should discuss the action you expect the letter's reader to take.
• As much as you can, keep the final paragraph in a requesting mode.

6) Conclusion

The ending, or how to end the formal letter, is another element of the formal letter format. Putting a formal letter to bed - The preferred concluding salutations are Yours Faithfully, Your Sincerely, etc., followed by your entire name and a suitable closing sentence. An appropriate closing statement shows that you value the receiver by expressing your admiration for them.

7) Signature

The signature at the end of the formal letter is the final component of the format. In the signature line of a formal letter, the sender should include their name, signature, and, if applicable, their position within the employer. Recognizing the information sent by the sender aids the recipient.

Formal Letter Writing Examples

Formal letter writing format example 1 - appointment  letter, formal letter writing format example 2 - promotion letter, formal letter writing format example 3 - resignation letter.

Formal Letter Writing Format Example 4 - Business Letter

How to write a formal letter to principal.

Have a look at the examples  of formal letters  provided  below  for  your  reference.

Formal Letter To Principal From Student 1

Formal letter to principal from student 2, formal letter writing topics.

Formal letter writing questions expected in the upcoming exams are curated and provided as formal letter writing topics in the table below.

Do's And Dont's Of Formal Letter Writing

Do's: formal letter writing format.

• Make your letter's goal clear; it should be straightforward and focused.
• Your letter should be left-justified.
• In your letter, a single space and a space between each paragraph are required.
• Examples of plain typefaces are Arial, Times New Roman, Courier New, and Verdana. The font size ought to be 10 or 12.
• Leave a blank line between the salutation and the closing.
• Business letters should always be produced on white bond paper as opposed to colorful paper or personal stationery.
• If you're writing an email letter, follow these instructions for what to include and how to format your signature.
• After you've finished writing your letter, always proofread it for spelling and grammar mistakes.

Don't's: Formal Letter Writing Format

Here are the common mistakes in formal letter writing that should be avoided.

• Make sure to adhere to the right formal letter format. This comprises a suitable headline, salutation, body, conclusion, and signature.
• Make sure the goal of your communication is stated in full. Be specific in what you want to say or what you are asking for.
• Check your letter carefully for any spelling or grammar mistakes before sending it. Use the appropriate punctuation and capitalization.
• Avoid employing slang or informal language in formal correspondence. Be respectful and professional in your tone.
• Double-check that the recipient of your letter has the correct name and address. This will guarantee that your mail gets to the correct person.
• Keep your letter brief and crisp. Don't blather on or provide unnecessary details.
• Make sure your letter is understandable and clear. Avoid using technical phrases unless absolutely required and speak plainly.
• If you expect a response to your letter, make sure to follow up if you don't get one in a timely manner.
• You may write a formal letter that is both effective and professional by keeping these most common errors to a minimum.

FAQs - Formal Letter Writing Format

Q. What is a formal letter?

A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Q. What are the types of formal letters?

The types of formal letters are Recovery Letter, Resignation Letter, Order Letter, Promotion Letter, Job offer letter, Complaint letter, Business letter, Appointment letter, Leave application for Marriage/ Sick/ maternity, Letter of Enquiry, Sales Letter, etc.,

Q. What is the formal letter writing format?

The sender's address, the date, the recipient's address, the subject, the salutation, the content of the letter, a complimenting ending, and finally the signature with name (in block letters) and designation should all be included in a professional letter.

Q. How To Write A Formal Letter?

Make sure you are familiar with the format of a formal letter before you begin writing one. Include all the information required to understand the topic under discussion. Be sure to speak in plain, basic words. Make sure the recipient is aware of both your expectations and your needs. Always be truthful.

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