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How to Write a Formal Letter: Format and Examples

Krystal N. Craiker

Table of Contents

Formal letter formats, how to write a formal letter in 9 steps, formal letter example templates.

Formal letters can be daunting to write. But once you learn the basic format, you can write a formal letter any time.

People use formal letters (or formal emails) in business and academia. In business, you may need to send sales letters, official announcements, invitations, or legal correspondence. In academia, you may need to write cover letters, letters of intent for school, or recommendation letters. 

A formal letter follows a specific format and uses formal English language. Keep reading to find out how to write formal letters.

There are a few formal letter formats, but they’re all very similar. Your company or academic institution may have a preferred style; otherwise, you can use whatever style you want.

The exception is the Administrative Management Style, or AMS, letter format. This style omits polite greetings and sign-offs. It’s usually reserved for memos or announcements. In general, if you are writing directly to one person, it’s polite to use a more standard formal letter format.

Official Letter Format

Formal letters typically have the same basic elements:

Header with sender’s address, date, and recipient’s address

In the header, you can omit the sender’s address if you’re writing on letterhead stationery. It’s also become common to omit your address completely if the person doesn’t need to write back.

Generally, you write the date in standard format (e.g. March 20, 2023) under the sender’s address. If you leave off your address, the date will be the first line. After the date, include the recipient’s address.

Use a polite greeting and the recipient’s title and surname for the salutation. Skip a line, then start the first body paragraph. Your first paragraph should immediately state why you’re writing this letter.

Sign off your formal letter with a polite closing. Thank them for their time, and use a standard line such as “Cordially” or “Sincerely.”

Then sign your name. If you’re sending a physical copy, skip four lines so you can include your actual signature. Then type your name and title underneath. If you’ll be sending the letter electronically, skip only one line before adding your name.

Formal Email Format

Email has become an acceptable replacement for formal letters in many cases. So, how does formal letter format translate to email?

It’s easy. Omit the heading with the addresses and date. Instead, make sure your subject line briefly states the purpose of your formal email.

You’ll open your email with the greeting and get straight to the body of the letter. Use a sign-off just as you would in a formal letter, and sign your name. Include any relevant contact information under your signature.

Let’s take a step-by-step look at how to write a formal letter.

1. Select a Letter Format

There are four standard formal letter format options, and they’re all very similar.

Full block: all lines are left-aligned, no paragraph indentions

Block: right-align the date, sign-off, and signature, no paragraph indentions

Semi-block: same as block style, except indent the first line of each body paragraph

AMS: left-align all content, do not skip a line before the date, use an all-caps subject line, omit complimentary sign-off

Most people use the full block style letter format, so you don’t usually have to worry about indenting.

It’s standard practice to leave a large gap from the top margin before typing, although this is quickly becoming passé. In the days of typewriters, you would press Enter 12 times before typing the heading. Some people still do this on their word processor.

Of course, this large gap is no longer a requirement. It’s fine to start writing your contact information in the top left corner. 

2. Write the Header

When you’re writing the sender’s address, you can include your phone number and email address. Remember to leave your contact information off if you’re using letterhead stationary.

Next, write the date in standard format. This means you spell out the month. If you’re writing to someone in the U.S., follow the format: Month, Day, Year. For other parts of the world, use Day, Month, Year.

Finally, write the recipient’s contact information. You do not need to include their email address or phone number. Include the recipient’s polite title, such as Mr., Dr., Mrs., Ms,. etc. We’ll discuss what to do if you don’t know this information in the next section.

3. Select a Salutation

The standard salutation is “Dear,” followed by the person’s title and surname. You can also use “Greetings.”

In emails, your level of formality may be different. If you’re on a first-name basis with the recipient, or if you’ve met more than once, it’s acceptable to use greetings like “Hello” or “Hi” and their first name.

It’s polite to do your research to find out exactly who the recipient is. Often, you may only have a general business name or email address. Dig around on their website or LinkedIn, or call, to find out the name and title of the person who will read your letter.

If you aren’t sure if a woman prefers “Mrs.” or “Miss,” use “Ms.” If you know the name but not the person’s gender, you can say, “Dear [Full Name].”

Avoid using “To Whom It May Concern” if possible. This letter writing standard is out-of-date and shows you didn’t do your homework to determine who the letter should go to.

But what if you can’t find a person’s name or title? Use the generic salutation “Greetings,” followed by a comma and no name. Always follow the salutation and recipient’s name with a comma, not a colon.

4. State Your Purpose

Begin the first paragraph by saying why you’re writing. Then go immediately into the rest of the body paragraph.

5. Write the Body of the Letter

Keep your body paragraphs short and sweet. Some formal letters, like a resignation letter or complaint letter, may only need one body paragraph.

Try to avoid adding unnecessary information, and be sure to use formal language. If you’re struggling to use formal English, use ProWritingAid’s Rephrase tool. Just highlight a sentence, click Rephrase, and select “Formal” for rephrasing suggestions.

Always single space your paragraphs, but skip a line between paragraphs.

6. Pick a Closing Sign-Off

Wrap up your letter with a complimentary closing paragraph. This should only be one line. Thank them for their time.

You can also add a call-to-action if you want them to contact you back. This is standard for formal emails. You might ask them to reply, click a link to schedule an appointment, or fill out a form.

Then choose a polite sign-off. Remember to omit this if you’re using AMS format. Here are some closings you can use:

All the best

Best regards

Yours truly

7. Sign Your Name

Finally, you need to sign your name. Remember to leave four spaces after the closing for your signature if you’re printing a physical copy of the formal letter. Otherwise, type your name directly below the closing.

Underneath your name, put your job title if it’s relevant to the formal letter.

In AMS style or in an email, put your contact information underneath your name and title. If you already have an email signature saved through your email provider, you can just use that instead of typing it every time.

8. Optional Content

There are some optional things you may include in a formal letter. In the past, it was standard to include the initials of whoever typed the email if that person was different from the sender. You may still see this at the bottom of a formal letter if an assistant typed it. This isn't required, though.

It is still standard to make a note of any additional documents you’ve sent along with the formal letter. For example, if you’ve sent a cover letter, you might include a resume and a list of references.

To do this, type, “Attached: [Document Name]” at the very bottom of the letter, underneath your signature.

Don’t do this with email, though, because people rarely read what comes after the signature. Instead, mention you’ve included attachments in the closing paragraph of the letter.

9. Edit Your Letter with ProWritingAid

Don’t send a formal letter full of errors. Run your letter or email through ProWritingAid to catch all your grammar, spelling, and style errors. Rephrase your sentences to sound more formal and concise.

You can even use ProWritingAid in your email provider for formal emails with the browser extension or Office add-in.

Below, you can find examples of formal and business letters. We’ve included a full block style, AMS format, and a formal email.

Full Block Style Letter

Gemma Townsend

Big Business Inc.

1234 Main St.

Big Town, NY 55555

800-555-1234

April 24, 2023

Mr. Jaime Gonzalez

678 Avenue D Ste 303

Anywhere, CT 90009

Dear Mr. Gonzalez,

I am writing in regards to your request for more information about how Big Business Inc. can help you as an entrepreneur. Here at BBI, we are dedicated to making business ownership as simple as possible.

We offer a full suite of services, from payroll to inventory services. You can choose from our tiered packages. I can also assist you with building a custom package.

Please review the materials I’ve sent, and let me know if you have any questions. Thank you for your time.

Warmest regards,

Assistant Director of Sales

Attached: marketing packet

AMS Formal Letter

Jane Doe-Boyd

5555 Victoria Ct.

Jamestown, VA 55555

March 25, 2023

Elmo Monster

123 Sesame Street

Los Angeles, CA 90210

INVITATION TO FICTIONAL CHARACTERS BANQUET

You are cordially invited to the annual banquet for the Fictional Characters of America Foundation. This year’s banquet will be held on June 19, 2023 at the Chicago Omni Hotel. Please send your RSVP card by May 6, 2023 letting us know if you will attend.

President, Fictional Characters of America Foundation

Enclosed: RSVP card and envelope

Formal Email

To: [email protected]

From: [email protected]

Subject: Complaint about upstairs neighbor

Dear Mr. Smith,

I’m writing to lodge a formal complaint against the resident in unit 2022. I’ve attempted to resolve this directly with him three times.

The resident vacuums at 1 a.m. every morning. They then usually turn on loud music. This wakes my entire family up, including my three-year-old daughter.

The lease states that no loud music or other noises should be played between 10 p.m. and 8 a.m.

Please keep me apprised of your next steps to address this matter. Thanks for your time.

Maria Salinas

25 Blvd A Apt 1022

[email protected]

Don’t be intimidated by formal letters! Just use the above formats whenever you need to send official correspondence.

Krystal N. Craiker is the Writing Pirate, an indie romance author and blog manager at ProWritingAid. She sails the seven internet seas, breaking tropes and bending genres. She has a background in anthropology and education, which brings fresh perspectives to her romance novels. When she’s not daydreaming about her next book or article, you can find her cooking gourmet gluten-free cuisine, laughing at memes, and playing board games. Krystal lives in Dallas, Texas with her husband, child, and basset hound.

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• Education and Communications
• Letter Writing

How to Format a Formal Letter (with Examples)

Last Updated: January 26, 2024 Fact Checked

Sample Letters

Block style letter, ams style letter, sending a letter, expert interview, expert q&a.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,446,001 times.

Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.

Things You Should Know

• Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
• AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.

• If you live in the United States, write your date as June 15, 2017.
• If you live in a European country, write your date as 15 June 2017.

• If you don’t know the recipient’s title, do some background research or call the company.

• Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
• If you typically address the recipient by their first name, it’s okay to address them as such in your letter.

• “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”
• “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”
• “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”

• If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
• If you’re emailing your letter, digitally sign the document .

• If you’re using a letterhead , you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.

• For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
• If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.

• “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
• “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”

• Leave enough space for a physical or digital signature.

• If you’re using a standard rectangular envelope, fold your letter in horizontal thirds.
• If you’re using a square envelope, fold your letter in half horizontally and then in half vertically, so it forms a rectangle.
• Try only folding your letter once, as a letter with too many creases could make your envelope bulky and more difficult to mail.

• If you don’t like licking envelopes, no worries! Use some tape to seal it shut.

• Typically, it costs $0.63 to mail a standard letter first class.
• One stamp generally equals $0.63, but if your envelope is heavier than 1 oz of paper, it may need 1 or 2 stamps to cover the cost.
• If you’re unsure how many stamps to use , head to your local post office to weigh your envelope.

Reader Videos

• Use 1 inch (2.5 cm) margins for all formal letters. [23] X Research source Thanks Helpful 1 Not Helpful 0
• In cases where you represent a business, consider putting the business’s logo and address in the middle of the page as a background. Thanks Helpful 1 Not Helpful 0
• Always proofread your letter before sending it. This way, you can catch grammatical errors before your boss or potential employer. Thanks Helpful 0 Not Helpful 1

You Might Also Like

Thanks for reading our article! If you’d like to learn more about writing letters, check out our in-depth interview with Shannon O'Brien, MA, EdM .

• ↑ Shannon O'Brien, MA, EdM. Life & Career Coach. Expert Interview. 25 May 2021.
• ↑ https://www.sjsu.edu/writingcenter/docs/handouts/Resignation%20Letters.pdf
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
• ↑ https://www.apa.org/advocacy/guide/sample-letters.pdf
• ↑ http://www.zeepedia.com/read.php?the_appearance_and_design_of_business_messages_punctuation_styles_business_communication&b=72&c=17
• ↑ https://www.usps.com/ship/letters.htm

About This Article

To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you're ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you're enclosing other materials with the letter, put "Enclosure" at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading! Did this summary help you? Yes No

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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 ."

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Check out this example formal letter

We thought you could benefit from an example of a formal letter. Please use this as a template to help you write the perfect business or formal letter. And remember to send your correspondence for proofreading to ensure your document is clear and concise.

123 Elm Ave. Treesville, ON M1N 2P3 November 7, 2016

Mr. M. Leaf Chief of Syrup Production Old Sticky Pancake Company 456 Maple Lane Forest, ON 7W8 9Y0

Dear Mr. Leaf:

Let me begin by thanking you for your past contributions to our Little League baseball team. Your sponsorship aided in the purchase of ten full uniforms and several pieces of baseball equipment for last year's season.

Next month, our company is planning an employee appreciation pancake breakfast honoring retired employees for their past years of service and present employees for their loyalty and dedication in spite of the current difficult economic conditions.

We would like to place an order with your company for 25 pounds of pancake mix and five gallons of maple syrup. We hope you will be able to provide these products in the bulk quantities we require.

As you are a committed corporate sponsor and long-time associate, we hope that you will be able to join us for breakfast on December 12, 2016.

Respectfully yours,

Derek Jeter

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12+ Essay Letter Writing – Format, Examples, Writing Tips

• Letter Writing
• March 4, 2024
• School Letters

Essay Letter Writing: Essay letter writing is a form of written communication that combines the structure and format of an essay with the personal tone and conversational style of a letter. This type of school letter writing can be used to express personal thoughts and opinions on a variety of topics, from social issues to academic assignments.

In essay letter writing, the writer has the freedom to share their ideas and experiences in a unique and creative way, while also adhering to the basic principles of essay writing, such as structure, coherence, and logical argumentation. This Essay Letter Writing is an effective way to communicate complex ideas in a clear and engaging manner.

Also Check: Formal Letter Format Class 8

Essay Letter Writing – Structure of Essay Letter Writing Tips

Content in this article

Essay letter writing follows a basic structure that combines the elements of an essay with the conversational tone of a Essay Letter Writing. Here is a general outline of the structure:

• Introduction : The first paragraph introduces the topic and purpose of the Essay Letter Writing. It should be engaging and clearly state the writer’s thesis or main point.
• Body Paragraphs : The body of the Essay Letter Writing should consist of two or three paragraphs that support the thesis with relevant evidence and examples. The paragraphs should be well-organized and flow logically from one point to the next.
• Conclusion : The final paragraph summarizes the writer’s main points and restates the thesis in a clear and concise manner. Essay Letter Writing should leave the reader with a lasting impression and a call to action.

Essay Letter Writing – Sample Format

Below is a sample format for essay letter writing. This format can be adapted based on the specific purpose and audience of your essay letter:

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title or Relationship] [Company, School, or Institution Name] [Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: [Briefly Mention the Topic of the Essay]

I trust this letter finds you in good health and high spirits. I am writing to share my thoughts on [mention the main topic or purpose of the essay]. As someone deeply passionate about this subject, I believe it is crucial to explore and articulate my perspectives on [provide a brief overview of the essay’s focus].

Introduction: In the introduction, I aim to captivate your attention by [mention how you plan to engage the reader, e.g., sharing a personal anecdote, posing a question, or presenting a relevant quote]. This introductory section sets the stage for a comprehensive exploration of [the main theme or idea].

Body Paragraphs: The body of the essay will delve into [three to four key points or ideas related to the main theme]. Each paragraph will explore a distinct aspect, supported by [examples, evidence, personal experiences, or relevant information]. This structured approach ensures a coherent and compelling presentation.

Conclusion: The concluding section will summarize the key findings and insights discussed throughout the essay. I aim to leave the reader with [a thought-provoking statement, a call to action, or a reflection on the broader implications of the topic].

I appreciate your time and consideration in reading my essay. I believe that [mention the potential impact or relevance of the essay] and look forward to any insights or feedback you may have.

Thank you for your attention.

[Your Full Name] [Your Title or Affiliation, if applicable] [Your Signature – if sending a physical letter]

Feel free to customize this template based on the specific topic, purpose, and recipient of your essay letter. Adjust the language, tone, and content to suit the nature of the essay and the preferences of your audience.

Essay-Letter Writing – Example

Here’s an example of Essay Letter Writing:

Dear [Recipient],

I am writing to share my recent experience with essay writing. As you may know, essay writing is a crucial skill that is required in many academic settings, including college and university courses.

Recently, I had to write an essay on the topic of climate change and its impact on the environment. At first, I found it challenging to organize my thoughts and ideas in a logical and coherent manner. However, with the help of some research and a lot of hard work, I was able to create a well-written essay that received a high grade.

Through this experience, I have learned that essay writing is not just about putting words on paper; it is about expressing ideas and arguments in a clear and persuasive manner. Additionally, I have realized that careful planning and organization are essential for producing a successful essay.

Overall, I am grateful for the opportunity to improve my essay writing skills and I hope to continue honing them in the future.

Sincerely, [Your Name]

Essay – Letter Writing – Example

Essay Letter Writing About Social Media

Here’s an Essay Letter Writing About Social Media

I am writing to share my thoughts on the topic of social media and its impact on our lives. In today’s world, social media has become an integral part of our daily routines, and it is hard to imagine life without it.

While social media has its advantages, such as staying connected with friends and family and accessing a wealth of information, it also has its drawbacks. One of the biggest issues with social media is the spread of misinformation and fake news. Many people tend to believe whatever they read online, without fact-checking or verifying the sources.

Furthermore, social media can also have negative effects on mental health. It is easy to fall into the trap of comparing ourselves to others and feeling inadequate, which can lead to anxiety and depression.

In my opinion, it is important to strike a balance when it comes to social media usage. We should be mindful of the information we consume and make sure it is accurate and reliable. Additionally, we should limit our time on social media and use it in moderation, so as not to let it consume our lives.

Thank you for taking the time to read my thoughts on this important topic.

Essay Letter Writing About Social Media 

Essay Letter Writing for Students

Below is an Essay Letter Writing suitable for students:

[Recipient’s Name] [Recipient’s Title or Position] [School or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Importance of Extracurricular Activities for Student Development

I hope this letter finds you in good health and high spirits. As a student at [Your School/College Name], I am writing to share my thoughts on the significance of participating in extracurricular activities for overall student development.

Introduction: In today’s dynamic educational landscape, the role of extracurricular activities goes beyond the traditional classroom setting. These activities encompass a wide range of opportunities for students to explore their interests, develop essential skills, and foster a well-rounded personality.

Body: Paragraph 1: Broadening Horizons Engaging in extracurricular activities exposes students to diverse fields beyond their academic curriculum. It provides a platform to discover and explore various interests, allowing students to broaden their horizons and gain a more comprehensive understanding of the world.

Paragraph 2: Skill Development Participating in clubs, sports, or cultural activities enhances the development of crucial life skills. Teamwork, leadership, time management, and communication are just a few examples of skills that students can acquire through active involvement in extracurricular pursuits. These skills are not only valuable during the school years but also play a pivotal role in shaping a successful future.

Paragraph 3: Building Character Extracurricular activities contribute significantly to character building. Students learn to overcome challenges, face competition, and cope with both success and failure. These experiences foster resilience, perseverance, and a strong sense of responsibility, qualities that are integral to personal growth.

Paragraph 4: Holistic Development The combination of academic excellence and active participation in extracurricular activities leads to holistic development. Students who strike a balance between their studies and interests tend to perform well academically while also developing a more well-rounded and adaptable personality.

Conclusion: In conclusion, I firmly believe that encouraging students to engage in extracurricular activities is crucial for their holistic development. These activities not only complement academic learning but also nurture qualities that are essential for success in the ever-evolving global landscape.

I look forward to discussing this topic further and exploring ways to promote and support extracurricular involvement among students at [Your School/College Name]. Thank you for your time and consideration.

[Your Full Name] [Your Grade/Class] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific thoughts, experiences, and the requirements of your essay assignment.

Writing an Essay in Letter Form

Writing an essay in letter form involves combining the structure of a formal or informal letter with the content and structure of an essay. Here is a sample essay in letter form:

[Recipient’s Name] [Recipient’s Title or Position] [Organization or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Impact of Technology on Education

I trust this letter finds you well. As a concerned student passionate about the role of technology in education, I am writing to share my insights on how technological advancements are shaping the learning landscape.

Introduction: Technology has become an integral part of our lives, and its influence on education is undeniable. In this letter, I aim to examine the positive and negative impacts of technology on the educational experience, shedding light on its transformative effects.

Paragraph 1: Positive Impacts One of the notable positive impacts of technology on education is the accessibility of information. The internet has opened up vast repositories of knowledge, making learning resources readily available to students worldwide. This accessibility has democratized education, breaking down barriers to information.

Paragraph 2: Interactive Learning Furthermore, technology has revolutionized the way we learn. Interactive tools, simulations, and virtual classrooms create an engaging and dynamic learning environment. These tools not only cater to diverse learning styles but also foster critical thinking and problem-solving skills.

Paragraph 3: Global Connectivity The interconnected world facilitated by technology allows students to connect with peers and experts globally. Collaborative projects, online forums, and virtual exchange programs contribute to a richer and more diverse educational experience.

Paragraph 4: Challenges and Concerns However, with the benefits come challenges. The digital divide, unequal access to technology, and concerns about privacy and online security are critical issues that need addressing. Balancing the integration of technology while ensuring equitable opportunities for all students is a pressing concern.

Conclusion: In conclusion, the impact of technology on education is profound and multifaceted. While it presents exciting opportunities for enhanced learning, we must address the challenges to create an inclusive educational landscape that benefits all.

I welcome the opportunity to discuss these ideas further and explore strategies for leveraging technology responsibly in education. Thank you for considering my perspective.

Feel free to customize this template based on your specific topic and the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Essay Letter Writing Template

Below is a template that you can use for essay letter writing. This template is a general structure; you can customize it based on the specific topic or purpose of your essay.

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

Introduction: Begin your letter with a brief introduction. Clearly state the purpose of your letter and provide a hook to engage the reader’s interest.

Body Paragraphs: Divide the body of your letter into paragraphs, each addressing a specific point or idea related to your essay topic.

• Introduce the topic of your essay.
• Provide background information to set the context.
• Clearly state your thesis or the main point you will be discussing.
• Introduce and discuss the first supporting point.
• Provide evidence, examples, or facts to strengthen your argument.
• Explain the relevance of this point to your overall argument.
• Introduce and discuss the second supporting point.
• Provide evidence, examples, or facts to support this point.
• Explain how this point connects to your thesis.
• Acknowledge potential counterarguments.
• Refute or address counterarguments, demonstrating the strength of your position.
• Summarize the key points discussed in your essay.
• Reinforce the importance of your thesis.
• Provide a smooth transition to the conclusion.

Conclusion: Conclude your letter by summarizing the main points and restating the significance of your topic or argument. End with a call to action, a thought-provoking statement, or a question to leave a lasting impression.

Closing: End your letter with a formal closing. Choose a closing phrase that matches the tone and purpose of your essay.

[Your Full Name] [Your Signature – if sending a physical letter]

Feel free to adapt this template of Essay Letter Writing based on the specific requirements of your essay or the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Formal Essay Letter Writing

When writing an Essay Letter Writing in Formal tone, you want to maintain a professional tone while effectively conveying your thoughts. Below is a formal Essay Letter Writing:

Subject: An Examination of Environmental Sustainability Practices in [Organization/Institution Name]

I trust this letter finds you in good health. As a dedicated student of [Your School/College Name], I am writing to bring attention to the importance of adopting sustainable practices within our institution, specifically in the context of environmental conservation.

Introduction: Environmental sustainability is an issue of global concern, and its implications resonate across various sectors, including education. In this letter, I aim to shed light on the benefits of implementing eco-friendly initiatives within [Organization/Institution Name] and the positive impact it can have on our community and beyond.

Paragraph 1: The Need for Environmental Sustainability The pressing need for environmental sustainability arises from the escalating challenges posed by climate change. By incorporating sustainable practices within our institution, we contribute to the global effort to mitigate the adverse effects of environmental degradation.

Paragraph 2: Implementing Green Initiatives I propose the implementation of green initiatives, such as waste reduction, energy conservation, and the incorporation of renewable energy sources. These initiatives not only align with global sustainability goals but also instill a sense of environmental responsibility among students, faculty, and staff.

Paragraph 3: Educational Opportunities Furthermore, embracing environmental sustainability provides unique educational opportunities. By incorporating sustainable practices into our curriculum, we equip students with the knowledge and skills needed to address complex environmental issues in their future endeavors.

Conclusion: In conclusion, the integration of environmental sustainability practices within [Organization/Institution Name] is not only a responsibility we owe to the planet but also an opportunity to foster a culture of environmental stewardship among the members of our institution.

I welcome the opportunity to discuss these proposals further and explore feasible ways to initiate and support sustainable practices within our institution. Thank you for considering these recommendations.

Feel free to adapt this formal Essay Letter Writing based on the specific topic and guidelines provided for your assignment. Ensure that the tone remains formal and that the content aligns with the expectations of a formal letter.

Job Application Essay Letter Writing

Below is a job application Essay Letter Writing that you can use as a reference:

[Employer’s Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Employer’s Name],

Subject: Application for [Job Position] – [Your Full Name]

I am writing to express my sincere interest in the [Job Position] advertised on your company’s website. With a strong background in [Relevant Skills or Experience], I am confident in my ability to contribute effectively to your team and the success of [Company Name].

Introduction: In my current role at [Your Current Company], I have successfully [highlight a significant accomplishment or responsibility related to the job]. This experience has equipped me with [mention specific skills or qualities] that align with the requirements of the [Job Position] at [Company Name].

Body: Paragraph 1: Why I am a Strong Candidate I am particularly drawn to [Company Name] due to its commitment to [mention any specific values, projects, or achievements of the company]. My [mention number of years] years of experience in [Your Industry or Field] have honed my ability to [mention key responsibilities or skills relevant to the job].

Paragraph 2: Key Skills and Achievements I possess a proven track record in [mention relevant skills or achievements], as evidenced by [provide specific examples or metrics]. These experiences have sharpened my [mention soft skills] and my ability to [mention any other relevant strengths].

Paragraph 3: Why I Want to Join [Company Name] I am attracted to [Company Name] because of its reputation for [mention any specific aspects of the company culture, projects, or values that resonate with you]. I am eager to contribute my skills and learn from the talented team at [Company Name].

Conclusion: In conclusion, I am excited about the opportunity to contribute to [Company Name] and am confident in my ability to excel in the [Job Position]. I look forward to the possibility of discussing how my skills and experiences align with your company’s needs in further detail.

Thank you for considering my application. I am eager to further discuss how my qualifications make me a strong fit for this position.

Feel free to customize this Essay Letter Writing for job application based on your specific experiences, skills, and the requirements of the job you are applying for.

Essay Letter Writing for Different Audiences

Essay Letter Writing for different audiences involves tailoring your content, tone, and approach based on the specific group you are addressing. Below are examples of Essay Letter Writing for different audiences:

1. Essay Letter Writing to Parents – Topic: Importance of Extracurricular Activities for Student Development

[Your Name] [Your Grade/Class] [Date]

[Parents’ Names] [Parents’ Address]

Dear Mom and Dad,

I hope this letter finds you both well. As your son/daughter and a student at [Your School], I wanted to share my thoughts on the significance of participating in extracurricular activities for overall student development.

[Continue with the body of the essay, discussing benefits, personal experiences, and the impact on academic and personal growth.]

2. Essay Letter Writing to Teachers – Topic: The Role of Technology in Enhancing Classroom Learning

[Teacher’s Name] [School Name]

Dear [Teacher’s Name],

I trust this letter finds you well. As a student in your [Subject] class, I would like to explore the impact of technology on classroom learning and how it can enhance the educational experience for both students and teachers.

[Continue with the body of the essay, discussing positive impacts, examples, and potential challenges.]

3. Essay Letter Writing to Friends – Topic: The Benefits of Reading for Personal Growth

[Your Name] [Date]

[Friends’ Names]

Dear Friends,

I hope you’re doing great. Recently, I’ve been reflecting on the many benefits of reading and how it contributes to personal growth. I thought I’d share my thoughts with you.

[Continue with the body of the essay, discussing the joys of reading, cognitive benefits, and the impact on personal development.]

[Your Full Name]

4. Essay Letter Writing to the Editor – Topic: Addressing Environmental Concerns in Our Community

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

[Editor’s Name] [Newspaper/Magazine Name] [Address]

Dear Editor,

I am writing to bring attention to the environmental concerns in our community, specifically focusing on [specific issue]. It is imperative that we address these issues to ensure a sustainable future.

[Continue with the body of the essay, providing information, possible solutions, and urging community involvement.]

[Your Full Name] [Your Contact Information]

Feel free to customize these letters of Essay Letter Writing for different audiences based on the specific audience and topic you are addressing. Adjust the language, tone, and content to suit the relationship and communication style appropriate for each audience.

Essay Letter Writing About Pollution – Email Format

Here’s an Email Format of Essay Letter Writing about Pollution:

I am writing to you today to express my deep concern about the issue of pollution. In recent years, pollution has become a major problem that is affecting our environment, our health, and our future. It is a global issue that needs to be addressed urgently.

Pollution is caused by various factors, including industrial activities, transportation, and waste disposal. The consequences of pollution are dire, including climate change, respiratory problems, and biodiversity loss. It is important that we take action to reduce our carbon footprint, recycle waste materials, and limit the use of harmful chemicals.

As citizens of this planet, we all have a responsibility to protect our environment and reduce pollution. I urge you to join me in taking action to reduce pollution in our daily lives. We can start by using public transportation, conserving energy, and practicing responsible waste disposal.

Let’s work together to create a healthier and more sustainable future for ourselves and generations to come.

Essay Letter Writing for Various Occasions

Essay Letter Writing for various occasions involves tailoring your content to the specific event or celebration. Below are examples of Essay Letter Writing for different occasions:

1. Essay Letter Writing for Graduation – Reflecting on the Journey

[Your Name] [Graduation Date]

[Principal’s Name] [School Name]

Dear Principal [Principal’s Last Name],

As I stand on the threshold of a new chapter in my life, I find myself reflecting on the incredible journey that has led me to this moment. Graduation is not just a culmination of academic achievements, but a celebration of growth, resilience, and the bonds formed in these hallowed halls.

[Continue with the body of the essay, reflecting on memorable experiences, friendships, and the lessons learned during the academic journey.]

[Your Full Name] [Your Graduation Class]

2. Essay Letter Writing for Thanksgiving – Gratitude for Family and Friends

[Recipient’s Name] [Recipient’s Address]

As Thanksgiving approaches, I find myself overwhelmed with gratitude for the blessings in my life, particularly the cherished relationships with family and friends. In the spirit of thankfulness, I wanted to take a moment to express my heartfelt appreciation for the impact you have had on my life.

[Continue with the body of the essay, expressing specific reasons for gratitude, fond memories, and the significance of the relationship.]

Warm regards,

3. Essay Letter Writing for a Birthday Celebration – Reflecting on Another Year

[Your Name] [Birthday Date]

[Recipient’s Name]

As I celebrate another year of life, I am prompted to reflect on the experiences, growth, and joys that this journey has brought. Birthdays are not just a marker of passing time; they are a celebration of the lessons learned, the relationships cherished, and the memories created.

[Continue with the body of the essay, reflecting on the past year, expressing gratitude, and sharing hopes for the future.]

Cheers to another year,

4. Essay Letter Writing for New Year’s Resolutions – Setting Intentions for the Year Ahead

As the New Year approaches, it offers a fresh canvas on which to paint the aspirations, goals, and intentions for the coming months. In the spirit of new beginnings, I wanted to share my reflections on the year gone by and outline the resolutions that will guide my path in the year ahead.

[Continue with the body of the essay, reflecting on achievements and challenges of the past year, and outlining specific resolutions.]

Wishing you a wonderful New Year,

Feel free to customize these letters of Essay Letter Writing in different occasions based on the specific occasion and your personal sentiments. Adjust the language, tone, and content to suit the nature of the event or celebration.

College Admission Essay Letter Writing

Writing a college admission Essay Letter Writing is an important step in the application process. Below is a sample college admission essay letter:

[College Admissions Office] [College/University Name] [College/University Address] [City, State, ZIP Code]

Dear Admissions Committee,

I am writing to express my sincere interest in joining the [College/University Name] community as a [Your Intended Major] major. As a passionate and dedicated student, I am eager to contribute to and benefit from the academic environment and unique opportunities offered by your esteemed institution.

Introduction: Ever since I attended [Your High School Name], I have been inspired by the pursuit of knowledge and a desire to make a positive impact on the world. [Provide a brief introduction to your academic background and interests.]

Why [College/University Name]? [College/University Name] stands out to me as the ideal place to further my academic journey due to [mention specific reasons such as renowned faculty, exceptional programs, unique resources, or a particular campus culture]. The [Your Intended Major] program, in particular, aligns perfectly with my academic and career aspirations.

Unique Qualities and Achievements: Throughout high school, I have consistently demonstrated my commitment to excellence in [mention specific academic or extracurricular achievements]. These experiences have not only shaped my character but have also prepared me for the challenges and opportunities that a rigorous academic environment like [College/University Name] provides.

Contributions to Campus Life: I am excited about the prospect of contributing to the vibrant campus life at [College/University Name]. My experiences in [mention relevant extracurricular activities or community service] have instilled in me a sense of leadership, teamwork, and social responsibility.

Personal Growth and Goals: Beyond academics, I see [College/University Name] as a platform for personal growth and exploration. I am eager to immerse myself in the diverse learning experiences, engage with a community of like-minded individuals, and broaden my perspectives.

Conclusion: In conclusion, I believe that my passion for [Your Intended Major], commitment to academic excellence, and dedication to contributing positively to campus life make me a strong candidate for admission to [College/University Name]. I am excited about the prospect of becoming a valuable member of your community and contributing to the rich tapestry of experiences at [College/University Name].

Thank you for considering my application. I look forward to the opportunity to contribute to and benefit from the vibrant academic environment at [College/University Name].

[Your Full Name] [Your High School Graduation Year] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific experiences, aspirations, and the requirements of the college or university you are applying to. It’s important to convey your unique qualities, achievements, and reasons for choosing the institution.

FAQS for Essay Letter Writing – Format, Examples, Writing Tips

What is the basic format for an essay letter writing.

The basic format of Essay Letter Writing includes a salutation, introduction, body paragraphs, and a conclusion. Include your contact information, date, and a closing signature. The structure may vary depending on the type of letter and audience.

How do I start an essay letter?

Start with a salutation addressing the recipient. In the introduction, engage the reader with a compelling hook, such as a question, quote, or personal anecdote, to draw them into your essay.

What should I include in the body paragraphs of an essay letter?

Each body paragraph should focus on a specific point or idea related to your topic. Include supporting evidence, examples, or personal experiences to strengthen your arguments or convey your message effectively.

How do I end an essay letter?

Conclude your essay letter by summarizing key points, reiterating the main message, or providing a call to action. End with a closing statement that leaves a lasting impression on the reader.

Can you provide examples of Essay Letter Writing for different purposes?

Certainly! Essay Letter Writing Examples include job application essay letters, college admission essay letters, letters to friends on specific topics, and letters addressing various occasions. Tailor the content based on the purpose and audience.

Essay Letter Writing is an important skill that has been around for centuries. It serves as a means of communication and expression of ideas and emotions. With the advancement of technology, letter writing has evolved, but its importance has not diminished. Whether it is a formal business letter or a personal letter to a friend, the art of letter writing requires attention to detail, clear communication, and an understanding of the audience.

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• 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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Formal Letter Writing In English: Format, Examples, Topics

Jan 22, 2024 99K Reads

Being able to write a formal letter today is a necessary skill for students and working individuals alike given the multiple exchanges that are carried on in writing (virtual or physical). Given this need of the hour, one should know the basics of writing a formal letter. Here we have broken down the basics of a formal letter for you from the grassroots level, with detailed examples, format, templates and examples. 

Introduction 

Today, with the vast number of official interactions and formal exchanges that one has to participate in, formal letter-writing skills are bound to come in handy. Writing a formal letter is a task that scares many, be it students preparing for creative writing exams or professionals who use the letter in actual official exchanges. But trust us, writing a formal letter is not as daunting as it is feared to be. 

Most formal letters follow a simple format and by keeping certain specifics of drafting a formal letter in mind, you can ace the task and write letters that exuberate your professionalism and ability to communicate effectively through writing. 

What is a Formal Letter?

Before drafting your formal letter, it is useful to have a basic understanding of what a formal letter is, as it will help you set the tone for your letter and avoid some preliminary mistakes. 

A formal letter is defined as a “letter communicating a professional/official purpose and following a set pattern and format.”

So, firstly, one must keep in mind that the context of using a formal letter is always professional or official. Accordingly, the tone and language of the letter must be formal, objective and impersonal. An informal and personal tone (even in cases when you are personally acquainted with the receiver of the letter!) should be avoided. 

When is a Formal Letter Written?

A formal letter can be written for a variety of formal interactions. As a rule of thumb, any letter or email written for any official or professional interaction is a formal letter. This interaction or exchange can take place in a large number of contexts, e.g. application for leave, a resignation letter, a formal sales letter, a formal letter for placing an order or complaint, and so on. 

There are innumerous examples when you might have used a formal letter, such as when you are writing an application for leave from school/college/office,  when you are writing a complaint letter, when you are booking an order through writing etc. 

Format of a Formal Letter 

This is an important part of writing a formal letter since the format of a formal letter is one of its most important aspects. A formal letter follows a set format which must be adhered to while drafting the letter. Here we have described the formal letter format for you. 

Parts of a Formal Letter

Above, we have described the important parts of a formal letter. A formal letter has a fixed format as described above and the main parts of the formal letter are described below. 

1. Sender’s Address

This is the part which begins a formal letter. The sender’s address starts with the name of the sender. 

• In case of a company sending out a letter, the name of the company appears at the top of the letter. 
• The sender’s address should preferably be wrapped up in 4-5 lines , with the first line being the name of the sender and the next lines devoted to the address. 
• There is no need to add a very detailed address in the letter since the postal address/ correspondence address would already have the necessary details. 
• Do not add a comma after the end of every line.
•  The sender’s address should be aligned to the left and there should not be an indentation.

This part seems very simple but often, people make minute mistakes in writing the date in a formal letter. While in an informal letter you have the freedom to write the date in a format you choose, in a formal letter this is not the case. 

• Writing the dates as 21 st September 2022 or September 21st 2022 or DD/MM/YYYY or MM/DD/YYYY should be avoided as they can lead to unnecessary confusion about the right format. 
• The simplest and most accurate measure is to write in the format: 21 September 2022.   This is a simple and easy-to-remember format of writing the date and helps avoid undue mistakes. 
• The date should be left-aligned without any indentation.

3. Receiver’s/ Recipient’s Address

Similar to the sender’s address, the receiver’s address starts with the name of the receiver (person/name of company). 

• It should start with the designation of the person the letter is addressed to, starting with ‘the’, e.g. The Director, The Principal, The Manager etc. followed by the address of the person. 
• It should consist of about 4 to 5 lines .
• There is no need to add a comma after every line. 
• The text should be aligned to the left without any indentation.

4. Subject of the Letter

The main reason for writing the subject of the letter is to communicate the purpose of the letter. 

• The subject of the letter is to be written in a specific format, starting with the word ‘Sub”, followed by a colon, and then the subject of the letter. 
• The subject of the letter should be brief, formal and precise.  
• When submitted in writing, the subject of the letter should be underlined. 

5. Salutation

This is the salutation used to address the receiver of the letter. There are certain aspects to be kept in mind while using the salutation in a formal letter. 

• The simplest and accurate salutation to use is ‘Sir’ or ‘Ma’am’. 
• You can also use a salutation like ‘Dear Sir/ Dear Mr./Ms. (Name)’ 
• There is no need to use a comma after the salutation. 
• The salutation should be aligned to the left.

6. Body of the Letter

This is the most essential part of the letter as it forms the major content of the letter. This part of the letter communicates your main purpose of writing in detail.  So, the body of the letter must be well-formed. 

• The tone of the letter will depend to a great extent on the purpose for which it is being written.  
• The body of the letter should comprise about 3 to 4 paragraphs.
• Personal and informal exchanges in the body of the letter should strictly be avoided.  
• The body should be concise and to the point, but should provide all the necessary details.  
• The opening paragraph should introduce the purpose of writing the letter in a formal tone. This paragraph should be brief and introductory. 
• The opening paragraph should not be indented. 
• The second and third paragraphs can describe the main concern of the letter, providing details and information as required. 
• The last paragraph should end on a conclusive note in terms of what is expected to be done thereafter/ a request/ a clarification/ necessary action that must be taken with regards to a concern etc. depending upon the purpose of the letter. 
• The concluding paragraph should also be concise and brief, and should express the thankfulness of the sender of the letter.
• All the paragraphs should be left-aligned. 

7. Complimentary Closing 

This is the closing phrase for your formal letter that appears just before your signature. Some points should be kept in mind about the complimentary closing of a formal letter: 

• Informal closings like “With Love”, “With Warm Regards”, “Sending Love”, “Best Wishes” etc. should not be used for closing the letter. 
• One should avoid closings such as “Yours Lovingly”, “Yours Truly”, “Yours Dearest” in a formal letter. 
• You should use closings like “Yours Sincerely”, “Yours faithfully” in a formal letter. 
• The closing should be left-aligned.

8. Signature 

The formal letter is closed with the full name of the sender of the letter. 

Types & Templates of Formal Letter 

A formal letter can be of many types, mostly depending on the purpose for which it is drafted. 

Here we have discussed some of the important types of formal letters along with sample templates for you as examples. 

1. Application Letters

These letters are used in official communications for various applications e.g. applications of absence, applications for leave, applications for scholarships etc. These are some of the most commonly used formal letters. 

A sample template of a formal leave application has been provided here. 

2. Cover Letters

A cover letter is sent along with a job application (Curriculum Vitae/ Resumè) when applying for a job position. The main idea of a cover letter is to (a) stand apart from a large number of other candidates and (b) communicate to the recruiters why you are a good fit for the job position and the organisation. 

A cover letter should have a formal tone and articulate your best strengths and skills for the job position. It should not be overly boastful and should advertise you in a subtle and impactful manner. An effective cover letter does not only showcase your technical skills for the job but also soft skills that can enable you to make a positive impression on the selectors. 

Here is a sample cover letter for job application. 

3. Resignation Letter 

A resignation letter is written as a formal communication of resigning from one’s current job position to the competent authorities. When writing a resignation letter, it is important to maintain a professional tone and end on a positive note. Whatever the reason for quitting your current job, you should remember to keep your resignation letter formal and cordial. 

Here is a template for writing a resignation letter. 

4. Letter of Enquiry

A letter of enquiry can be made for a variety of purposes, including obtaining further information about a topic/offer/order etc. When writing a formal letter of enquiry, you must enquire and precisely mention all the criteria about which you seek further information. 

Here is a sample letter of enquiry seeking further information about a product from the sales department of a brand.  

5. Letter of Complaint 

A letter of complaint is written usually to the provider of a service or product, complaining about some aspect of the product or service. In some other cases, a letter of complaint can also be drafted about some issue or concern to a competent authority to be addressed. 

Here is a sample letter of complaint about a faulty service in an office building. 

6. Letter to the Editor

A letter to the editor is written to communicate an issue/concern of social importance to the masses through the editor’s column of a newspaper. The purpose of writing a letter to the editor could simply be about spreading social awareness or it could be about bringing an issue/concern/complaint to the notice of public authorities. 

A letter to the editor also has a formal tone, but it is markedly different from the other types of formal letters since it also involves the opinion of an individual. 

Here is a template of a letter written to the editor of a renowned newspaper. 

7. Letter for Placing Order

A formal letter for placing an order is a business-to-business communication in which an individual who usually represents an organisation/company places an order with another firm for some goods or services. A formal letter in this case should include all the necessary details about the order as well as other information about the order, such as required date of delivery, quantity of the goods etc. 

Here is a sample formal letter for the purpose of placing an order. 

8. Reply to a Letter of Order

The reply to a letter of order includes the involved selling business firm either confirming or rejecting the order. Usually, a firm confirms the order placed but in some cases it may not be able to provide the services/products as demanded in the order due to a variety of reasons. In such cases, it may communicate the same to the sender of the letter. 

Reply letters should include all the important details for the order placed as well as the final confirmation or rejection of the order clearly. 

Here is a sample reply letter confirming the order placed by the firm in the above section. 

Here is a sample reply letter rejecting the order placed by the firm in the previous section. 

 9. Promotion Letter/ Sales Letter 

Promotional and sales letters are written for commercial purposes to provide information about the product or service being sold to potential customers.  The idea of sending out promotional or sales letters is to politely and professionally pitch your brand/company/product to the potential client.                                         The aim should be to make the product/company seem as attractive as possible while maintaining the professional tone of the exchange. 

Here is a sample promotion letter.  

10. Recovery Letter  

A recovery letter can be a little tricky to draft if not carefully done. Recovery letters are formal letters sent to companies/clients/ persons from whom a company or organisation has a payment to recover, e.g. due payment of an order that has been delivered. A recovery letter must be written in a polite manner so as to maintain the cordial nature of the interaction while successfully recovering the payment as well. 

Here is a sample recovery letter for an overdue bill from one company head to another. 

Tips, DOs and DON’Ts of Writing a Formal Letter

While writing a formal letter, there are certain things to be kept in mind. Here we have provided you a checklist of the important DOs and DONTs of writing a formal letter. 

Dos for Writing a Formal Letter

• Maintain a formal and professional tone throughout the letter while maintaining politeness. 
• Wrap up the sender’s and receiver’s addresses in 4 to 5 lines.
• Keep the entire letter aligned to the left. 
• Write the designation of the receiver in the receiver’s address. 
• Write the date in the DD (Month) YYYY format, i.e. as 21 September 2022. 
• Underline the subject of the letter when submitting a written formal letter. 
• Keep the salutation simple and polite like “Sir”, “Ma’am” or “Dear Sir/Ma’am”.
• Introduce the main purpose of writing the letter in the opening paragraph itself. 
• Keep the letter concise, precise and including major details. 
• Use a formal complimentary closing like “Yours Sincerely”, “Yours Faithfully” etc. 
• Write your full name as a signature. 

Don’ts for Writing a Formal Letter

• Avoid making the sender’s or the receiver’s address too detailed.

Don’t add a comma after every line of the sender’s or receiver’s address.

• There is no need to indent any part of the letter according to the latest format of writing a formal letter. 
• Avoid using informal language in the letter.
• Avoid using informal and personal salutations like dearest, loveliest etc. 
• Avoid any spelling or grammatical errors in your letter as it creates a negative impression on the reader.
• Avoid grammatical slangs and fillers like don’t, can’t, shan’t, I’d, I’ve etc. 
• Don’t add unnecessary details in the body of the letter. 
• Do not deviate from the main purpose of writing the letter. 
• Do not use informal closing in the letter. 

Difference between Formal and Informal Letter

Here are some of the differences between a formal and informal letter that will come in handy when you are actually writing a letter. 

FAQs (Frequently Asked Questions)

⭐ is a cover letter a formal letter.

Yes, a cover letter is a letter you send in along with your job application to communicate how you fit in for the job position. Being an official purpose, a cover letter is also a type of formal letter.

⭐ Can I write “Dear Sir/Ma’am” in a formal letter?

Yes, you can use salutations like “Dear Sir/Ma’am” although more informal variants like “Dearest Ma’am/Sir”, “My Dear Ma’am/Sir” should not be used in a formal letter.

⭐ Can I write “Yours Truly” in a formal letter?

It is recommended to avoid closings like “Yours Truly”. Rather, more formal closings such as “Yours Faithfully” or “Yours Sincerely” should be used.   

⭐ What are the parts of a formal letter?

A formal letter has the following major parts: Sender’s Address, Date, Recipient’s Address, Subject of Letter, Salutation and Body of the letter and lastly the Closing of the letter along with Sender’s Signature.

⭐ What are the 4 types of formal letter?

There are not just 4 types of formal letters. A formal letter can be of many types some of which include applications for leave, cover letters, resignation letters, letters of complaint, letters of placing orders, letters of enquiry, letters to the editor, promotion letters, letters of recovery, sales letters etc.

⭐ How many paragraphs in a formal letter?

The number of paragraphs in a formal letter depends on the purpose and details involved in writing the letter. However, a formal letter should preferably not exceed more than 4 to 5 paragraphs. It should have at least 3 paragraphs- the introduction paragraph, the main body and the concluding paragraph.

⭐ Is it sincerely or faithfully?

You can use either “Yours Sincerely” (when you know the recipient of the letter and address the letter by their name, e.g. Dear Ms. ______) or “Yours Faithfully” (when you do not know the recipient of the letter and address the letter as Dear Sir/Ma’am) in a formal letter.   

⭐ Does formal letter have a signature?

Yes, the formal letter is closed with a complimentary closing followed by the signature of the sender. This can be done in writing after writing/printing the letter or can be done through digital means.

⭐ How do you address a formal letter?

A formal letter starts with the sender’s and receiver’s addresses and includes formal addresses to the receiver usually through words such as “Sir/ Ma’am”, “Dear Sir/Ma’am”.

⭐ Should I leave gap before beginning the first para in formal letter?

As per the latest convention of the format of writing a formal letter, there is no need to indent any part of the letter, including the first paragraph of the letter after the salutation.  The entire letter should be aligned to the left of the page, in the Full Block Style.

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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. 

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.

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 .

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.

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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Formal Letter: Format, Types, Samples

• Updated on  
• Apr 3, 2023

Remember the leave application you were taught in school which most of us still can repeat precisely. Letter writing is an essential aspect of the syllabus that is covered during secondary grades as the emphasis is laid on imparting students precise writing skills to use in different professional scenarios. In the digital age, our social media applications have certainly transformed the way we used to communicate in earlier times through letters. Now, these letters have turned into emails with quite a similar format. In this blog, we will shed light on the formal letter format, types as well as samples. 

Also Read: Relieving Letter Format

This Blog Includes:

What is a formal letter, how to write a formal letter, formal letter format, formal letter writing topics, letter of enquiry, formal letter in cbse, formal letter to principal, resignation letter, invitation letter, letter of complaint, reply to a letter of complaint, promotion letter, recovery letters, tips on formal letter writing, abbreviations used in letter writing, difference between formal and informal letter format, more examples of formal letter formats, mistakes to avoid for formal letter writing.

A formal letter is one written in a formal and uses formal language. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc, and not to personal contacts, friends, or family. A number of conventions must be adhered to while drafting formal letters.

Here are the key elements of the formal letter and what to include in each section:

• Sender’s Address In Formal Letter Format, it is important that you mention the sender’s address in order to avoid any confusion and dispute. 
• Date Mention the accurate date for better understanding of the actual time and date. 
• Name / Designation of Addressee Skipping this part can lead to potential confusion thus it is necessary to include the proper name as well as the designation of the receiver. 
• Address of the Addressee Mentioning the accurate address of the letter will ensure that it reaches the proper destination. 
• Salutation This part is of utmost importance as you need to address the receiver with proper respect.
• Subject Write a strong subject line which can convey the meaning of the entire formal letter. 
• Body [Introduction, Content, Conclusion] It is important that you write your message in the body with precision and in a concise manner. 
• Complimentary Closing Line Write some complimentary closing line at the end of the body. It will include words like With Regards, Best Wishes, Yours truly etc. 
• Signature / Name of the Sender Don’t forget to include the name of the person who is sending the letter. It will clear ambiguity in the message.
• Designation of the Sender For the final element of the letter, you must include a proper designation of the sender. It is part and parcel of the formal letter format. 

The main structure of a formal letter includes:

Sender’s Address

• Name / Designation of Addressee
• Address of the Addressee
• Body [Introduction, Content, Conclusion]  
• Complimentary Closing Line
• Signature / Name of the Sender
• Designation of the Sender  

These elements of a formal letter are structured as:

• Attacks on Old People
• Neglect of Parks
• Affordable Accommodation for Students
• Help Road Accident Victims
• Increasing Number of Old Age Homes
• Complaint for Defective Pair of Shoes
• Complaint Regarding the Flat
• Complaint for Poor Bus Service
• Complaint for Defective Book
• Complaint for Chaotic Conditions in Casualty Department
• Issuing the Duplicate Certificates
• Enquiry about Coaching Centre
• Conducted Pilgrimage Tours
• Charge for XII Farewell Party
• NDA Coaching Classes
• Accommodation for Yourself

Types of Formal Letter

Since we are clear with the elements of formal letter format, let’s include in the below-mentioned pointers the various types of a formal letter:

• Letter of Enquiry : For collecting information or details regarding a course/product/service, etc. from a certain institution/business/organisation
• Order Letter : Written by a buyer to place an order for certain products they need to buy from the seller.
• Letter of Complaint : As a formal letter of a complaint regarding a certain product/service, a complaint letter is addressed to the seller and generally includes the details regarding the lack of quality/quantity and the like.
• Reply to a Letter of Complaint : Written by the seller in reply to the buyer’s letter of complaint, this letter commonly includes a clarification or an apology for the buyer’s complaint.
• Promotion Letter : For promotion or advertisements of certain products or services to the customers.
• Sales Letters : Mainly curated for sales promotions, a sales letter is sent by a business to its customers to familiarise them with its products and services.
• Recovery Letters : Written by a business in order to recover their money from the customers who haven’t paid for their products or services.

A letter of enquiry is written for collecting information. It is used under a business letter or formal letter. It helps a person to have information on course or job,  price of service or product, terms and orders of working agreement, etc. Here are some of the details you must keep in mind while writing a letter of enquiry:

• Give a brief introduction about yourself
• Include the name of the organization
• Provide clear details about the area of the inquiry
• Be clear about the queries or enquiry that you make through the letter
• Mention the date by which you need the information

Receiver’s Address

• Body of the Letter

Complimentary Closing

Thanking You

Yours Sincerely Name

As a school student, you might be required to write a letter to the principal for various reasons, be it asking for sick leave, permission to organising an event in the school, requesting a certificate, etc. Here is the formal letter format to the principal:

• The Principal
• Name of the School
• Salutation: Respected Sir/Ma’am
• Subject: State the reason of the letter to the principal
• Closing Line: Yours Sincerely/Faithfully
• Sender’s Name
• Class and Roll No.

Look at the sample letters to the principal by checking out this blog on How to Write an Application to the Principal!

A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter

An invitation letter is written to invite anyone to a particular occasion. Some format letter examples are invitations by juniors to their seniors in college for a farewell, by a company to attend the office annual day, invitations to attend a meeting or a conference, etc. Here is the format to write the formal invitation letter.

When composing this kind of letter:

• One must be very specific about the issue they are having.
• Indicate the course of action you choose and include data such as the date the orders arrived, the order number, or the specifics of the prior complaint (if any)
• Set a time limit for responses.
• Include a sample or copy of the invoice or any other receipts.
• Use kind but firm language when addressing the complaint issue.
• Never defend yourself or make any claims by yourself.

Imagine you received a letter of complaint at some point and you want to respond to it. The reputation of your company or yourself could be damaged by such complaints, thus it is crucial to try to handle them. How to address the reply to a letter of Complaint.

• Clearly state the issue and the expense to the consumer.
• Express regret for the mistake on your part.
• Indicate in detail the steps you will take to address the concerns that have developed and when you plan to do so.
• Ensure the client that there won’t be any more complaints or problems in the future
• Be extremely accurate and explicit with every detail.

This kind of letter primarily refers to those that promote new innovations and upgrades. Any fresh opening of a branch or showroom, new programmes, or other promotional discounts might be considered a promotion. Any promotional letter must include the following:

• Use precise, clear language.
• Spelling and punctuation must be used correctly.
• Avoid using jargon, slang, or other fancy terms.
• Discuss the promotion in detail
• Avoid using acronyms when possible.

A business or organisation may occasionally need to obtain payment from a client or consumer. The goal of sending recovery letters is to obtain payment from the client without bothering or annoying them. This kind of letter includes specific information about the amount of the unpaid balance, the deadline for payment, and the specifics of the legal action that will be taken in the event that the debt is not paid in full. Despite the fact that it is a letter of recovery, one must always remember.

• The remaining text must be written in formal language.
• The client must be able to clearly understand the reasons and the specifics.
• The tone should be official.
• Detail the legal actions that will be taken if there is any further non-payment or delay in paying the debts.

Here is how you can format your letter:

• Write a simple letter that is focused on your topic
• Single-space your letter
• Use plain font
• Leave a blank line after the salutation
• Print the letter on white bond paper

Here are some of the most commonly used abbreviations in letter writing:

• ASAP: As soon as possible
• CC: Carbon Copy
• Enc: Enclose
• PFA: Please Find Attached
• PP: Per  procurationem: Meaning they are signing the letter on someone else’s behalf
• PS: Postscript
• PTO: Please Turn Over
• RSVP: Répondez s’il vous plaît (Please Reply)

Now that you are familiar with the formal letter format and its types. We will go ahead and help you understand it better through some sample formal letters.

Formal Letter Sample 1

Some of the main mistakes that are to be avoided are mentioned below:

• Avoid using the incorrect format for writing a formal letter. Go through a proper understanding of how to write a formal letter and don’t make silly mistakes of confusing the proper greeting, etc.
• Make sure that while you are writing the formal letter, the intent and purpose are clearly defined.
• Avoid making grammatical mistakes while writing a formal letter. It gives a wrong impression while making the letter look informal.
• Similar to the point above, avoid using informal language in a formal letter, where formal language should be used.
• Don’t forget to make sure to ask for a follow-up in case it a formal letter that needs a response.

Answer . A formal letter is one written in orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc.

Answer . A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.

Answer . Business Letters Official Letters Appointment Letters Experience Letter Offer Letter Social letter Circular letter Leave Letter Resignation letter Invitation letter Complaint Letter

Answer . You can end a formal letter by using “Yours truly” or “Yours Sincerely”.

Answer . The 7 C’s of formal letters are: Conciseness Concreteness Completeness Courtesy Consideration Clarity Correctness

Hence, we hope that this blog has provided you with the essentials of Format Letter format as well as its useful samples. If you are confused about your career choices, book an e-meeting with our Leverage Edu experts and we will guide you in finding the right career path that fits your skills, interests and aspirations!

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What should I write in the closing line “Yours faithfully” or “Yours sincerely”?

“Yours faithfully” should be used if you do not know the name of the person that you are writing to. “Yours sincerely” should be used if you know the name of the person that you are writing to.

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Purdue Online Writing Lab Purdue OWL® College of Liberal Arts

Sample Letters

Welcome to the Purdue OWL

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Copyright ©1995-2018 by The Writing Lab & The OWL at Purdue and Purdue University. All rights reserved. This material may not be published, reproduced, broadcast, rewritten, or redistributed without permission. Use of this site constitutes acceptance of our terms and conditions of fair use.

If you are using letterhead, do not include the sender's address at the top of the letter; instead, begin with the date.

Block Format

123 Winner's Road New Employee Town, PA 12345

March 16, 2001

Ernie English 1234 Writing Lab Lane Write City, IN 12345

Dear Mr. English:

The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening, then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.

Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.

Lucy Letter

Modified Block Format

(Tab to center, begin typing) 123 Winner's Road New Employee Town, PA 12345

(Tab to center, begin typing) Sincerely,

(Tab to center, begin typing) Lucy Letter

Semi-Block Format

(Indent) The first paragraph of a typical business letter is used to state the main point of the letter. Begin with a friendly opening, then quickly transition into the purpose of your letter. Use a couple of sentences to explain the purpose, but do not go in to detail until the next paragraph.

(Indent) Beginning with the second paragraph, state the supporting details to justify your purpose. These may take the form of background information, statistics or first-hand accounts. A few short paragraphs within the body of the letter should be enough to support your reasoning.

(Indent) Finally, in the closing paragraph, briefly restate your purpose and why it is important. If the purpose of your letter is employment related, consider ending your letter with your contact information. However, if the purpose is informational, think about closing with gratitude for the reader's time.

Formal Letter Writing

Letter maker.

Not all of us had the privilege to be extensively taught how to write a business or a formal letter. Not all of us have also seen its importance since in this email-driven society, we already think that formal letters are now an extinct document that lost its purpose in the advent of the Internet.

• Writing a Heartfelt Resignation Letters
• Reference Letter Examples

However, just when we thought, when applying for a job, there are still some businesses who required us to send a cover letter along with our resume; when we want to complain, we are to express it using a complaint letter , and; when we were asked to invite a prominent person, we should send a formal invitation letter as a show of respect.

Formal Letter Formats

1. full-block style.

This formatting style is very popular for writing a business letter because it is the safest and easiest format to play. The only thing that you should keep in mind is to put all of the components and paragraph have to place on the left side next from left margin, which is usually about one and one-half inch. Refer to this example below: [Your Name / Company Name] [Title (Optional)] [Address] [Tel] [E-mail (Optional)] [Date]

[Recipient’s Name] [Title (Optional)] [Company Name] [Street Address] [Town, County Postal Code]

Dear [Recipient Name]:

[1st paragraph of the Body of the letter]

[2nd paragraph of the Body of the letter]

[3rd paragraph of the Body of the letter]

Yours sincerely,

[Signature] [Your Name, Title]

2. Modified-Block Style

This formatting style is similar to the block style only that the header, date, complement section, and also signature will be placed on the right side next to the middle of the paper. Refer to this example below:

[Your Name / Company Name] [Title (Optional)] [Address] [Tel] [E-mail (Optional)]

3. Semi-Block Style

This formatting style is quite similar to the modified-block style, but the first paragraph in the content is indented. See this example below:

Formal Letter Basics

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8 Formal Letters

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Tips on How to Write Formal Letter

Whether you already know how to write a formal letter or you’re still a beginner at writing one, you can make use of this tips when writing a formal letter:

1. Be concise and K.I.S.S.

Always make sure you have stated the purpose of sending a formal letter in the first paragraph of the body of your letter. Never stray away from the subject for this will confuse the recipient.

Since it’s a formal letter, also make sure that your letter is void of highfalutin words or flowery words because conciseness should be observed in formal letters. Follow the K.I.S.S. rule which goes Keep It Short and Simple. You may also see  interview writing examples

You may want to use this excerpt from Strunk and White’s  The Elements of Style as your rule of thumb:

“Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This requires not that the writer make all sentences short, or avoid all detail and treat subjects only in outline, but that every word tell.”

2. Use the right tone — the formal tone

Keep in mind to always use the right tone, which is a formal one, when writing formal letters. This means that any slang and jargon should be omitted unless the jargon is related to the field of the recipient and avoid using contraction such as I’m ,  can’t , and,  it’s.  Also, avoid using vague words remember the first tip which is to be concise and direct to the point. You may also see  examples of writing a positioning statement

Even if you are sending a complaint letter, be polite and respectful. If you want your complaints to be attended to and be regarded with respect, treat the receivers of your complaint letter as well. If they have disrespected you in the first place and is the reason why you are giving them a complaint letter, this does not mean that you have to be disrespectful in return. You may also see examples of writing a DBQ essay.

3. Proofread

If you have always taken proofreading for granted, then this tip would put in your head that you should never take proofreading for granted. Proofreading is one of the most important things before you put in your letter in the envelope. Proofreading does not only help you in seeing the spelling and grammatical errors but it can give you some time to see that there is some information that you have missed including and that there are some sentences that could use some reconstruction. You may also see  grammar worksheets

When checking the spelling and the grammar, you make use of an online checker, such as Grammarly, to help you in correcting. However, the downside of these checkers is that it’s not accurate every time and cannot catch all of the errors your letter has; that is why you should not be dependent on it. You may also see  newspaper report writing examples

If you do not have an internet connection, you can make use of a dictionary or a thesaurus when checking your letter. Do not only restrict yourself to only checking your grammar, you should also check the punctuations you have used and that the sentences have a complete thought. You may also see  punctuation worksheet examples

After proofreading your letter, you may want to have someone else to proofread your formal letter. There can be instances wherein you have may still have overlooked errors in your letter. This is because you have read it for so many times you think you have already got everything right. Unless there is a deadline for submission, just take your time in writing a formal letter. Rushing will only lead you to make a lot of mistakes and this will give a bad impression of you in the eyes of the receivers of your formal letter. You may also see  examples on writing a family history report.

4. Presentation matters

Even in the modern times, the first impression really lasts,  that is why you should also not take the presentation of your formal letter for granted. You may also see  tips in writing a reflective statement (PDF) .

Aside from making sure that the content is near-flawless, you also have to make sure that you have used a good quality paper and a matching envelope, or at least clean, for your formal letter. Also, make sure that you know how to label the envelope properly. Even those are just the physical aspects, it would still matter because it is where you will place the content of your letter. You may also see  writing a heartfelt resignation letters.

5.  Be Complete and Specific

Despite the first tip, do not take conciseness too far to the point that its read like a telegram. You should not write what should be said but you should also mention the important words that can help you achieve your goal. Some people would say that is wrong to include basic facts about you when in fact you really should make sure you include enough background for your reader to at least know who you are especially if you are both strangers to each other and that they would also get what you mean. You may also see business proposal letters .

When being specific in your letter, it means that you do not express an abstract idea to the recipient of the letter and leave it to him or her your purpose of sending a formal letter.  If you are to discuss and propose ideas, do so with concrete examples. If you need numbers, include them in your letter. However, do not go too far in creating a complete and specific mental picture for the receiver of your formal letter. You would already know you’re going too far if you yourself will feel overwhelmed reading the formal letter you just wrote. You may also see formal writings .

Formal Letter Writing Module

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How to Write a Formal Letter

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Guide to Writing Formal Letter

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Business Letter Format

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How to Format a Formal Letter

There is a standard format to follow when writing a formal letter. This standard format can actually help to present your letter in an attractive and impressive manner and will ensure that your thoughts are well-arranged and will be taken seriously by the recipient of your formal letter. You may also see formal notices .

The heading consists of your address and the date. Keep in mind that your name is excluded in this part.

You may or may not include your contact number or your email address in this part.

When Using block format, the heading goes in the top left-hand corner of the page.

2. Inside Address

The inside address consists of the name and address of the person to whom you are sending the letter.

As much as possible, address the formal letter to a specific person because it would sound disrespectful if you would only put “to whom it may concern”. If you really do not know his or her full name, you can just at least try to include his or her title. You may also see formal emails .

3. Salutation

This part is where you will greet and the most usual greeting is  Dear.  After your choice of greeting, you will then add the person’s name and punctuated with a colon.

There are some cases wherein you do not know whether the person you are addressing is a man or a woman, you may this:  Dear Sir or Madam.

Also, take note of the civil status of the person you are sending the letter to. It’s easier for the men because you can just use Mr. , but as for the women, there are various choices like Miss, Ms., and Mrs.

If the person has a specific title such as  Dr., Hon.,  and  Engr.,  make sure that you use it.

After the salutation is the Body of the letter – the main part of the letter. The way you indent each paragraph depends on the letter format you are using. It is adviced that you follow the tips above when writing this part.

5. Closing and Signature

This is the end part of the letter. Even if the closing usually consists of two words, the only word with the first letter capitalized is the first word. Before the signature, you must first punctuate the closing with a comma. Leave at least two spaces between the closing and the signature so you will have an ample space for your signature.We hope you have gained insights about formal letter writing with the help of this article. You may also see offer letters .

Text prompt

• Instructive
• Professional

Write a letter to parents informing them about the upcoming parent-teacher conference at school

Compose a letter to students congratulating them on their achievements in the recent science fair.

Formal Letters

We live in a world of technology  backed communication. E-mails , texts, etc are most of our preferred  modes of communication . However, letters still have a major use and importance in our society . Especially formal letters written to authorities or professional contacts, because they generally stay on record. Let us learn the correct format and language of formal letters.

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

Format of a Formal Letter

As we said earlier, a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way. It must be remembered that there are various such formats for formal letters that people follow. The one explained here is the one most commonly used for formal communication these days.

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Learn more about Paragraph Writing .

Sender’s Address

The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication .

The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.

Receiver’s Address

After leaving some space we print the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference . Make sure you write the official title/name/position etc of the receiver, as the first line of the address.

This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first name. It must be the full name or only their last name.

After the salutation/greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.

Body of the Letter

This is the main content of the letter. It is either divided into three paras or two paras if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language , no matter the subject of your letter.

Improve your Story Writing Skills from this Story Writing Guide .

Closing the Letter

At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.

Here finally you sign your name. And then write your name in block letters beneath the signature . This is how the recipient will know who is sending the letter.

Learn more about the different types of formal letter formats with samples .

Solved Question for You

Q: Write a letter to the editor of a daily newspaper complaining about the construction work on your road in the middle of monsoon season causing inconveniences to the people of your locality.

Ans: A sample of such a formal letter may be as follows,

D- 1801, Neptune Society,

DS Marg, Lower Parel,

Mumbai 400 008.

11th June 2018.

The Editor-in-Chief,

Hindustan Times,

Main Street,

Mumbai 400 001.

Subject: Construction work in our locality during monsoon season causing us difficulties.

Through the medium of your esteemed and respected daily, I wish to inform the municipal authorities of the difficulties the residents of my locality are facing due to the construction and repair work currently happening in our area. Monsoon season has started a few days ago and is compounding our problems.

The repair work has been ongoing for five weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent problems of water logging and flooding in our area. Another worry is about the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.

Therefore I wish to draw the attention of the concerned authorities with the help of your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.

Thanking You,

Your Sincerely,

**signature**

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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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