Formal Letters format in English | How To Write a Formal Letter? Template, Samples, Examples

Formal Letters Format in English | How To Write a Formal Letter? Template, Samples, Examples

The formal format of a letter In English: A formal letter is written in a formal and conventional style and adheres to a prescribed format. The letters are to be used for official purposes like writing letters addressed to the boss, the HR manager to employees, the principal of the school or college or to a teacher, and so on. We do not write formal letters to use for personal purposes like writing letters to family members, relatives, or even friends.

The Formal Letter Format

The formal letter-writing format has certain rules and conventions. Additionally, the language used in the letters should be professional. This format will assist in expressing the contents to be conveyed professionally. A good illustration of official correspondence is sending a resignation letter to the head of the business, and stating the reason for the resignation and the reason for resignation in the exact same document.

Formal Letters format in English | How To Write a Formal Letter?

Typically, formal letters are written in English in private firms. However, in India, there are many businesses particularly government-owned firms accept formal letters that are written using the Hindi language. In fact, a formal letter format is also taught to students in schools for them to be able to compose letters in any given circumstance to their teachers and principals. Learn more details about the formal letter format and sample formal letters to get an example of formal letters.

Find other types of Letter Writing such as formal, informal, and different types of Letter Writing Examples.

Formal Letters: Types

There are various kinds of formal letters as described in the previous article, and they may be classified under the following categories:

  • Business Letters
  • Letters of Application
  • Letters to newspapers

Business Letters

Letters to business clients should be short clear, concise, and straight to the point. There should be no room for stories of any kind in the business letter. When you are writing your business letter there are some items to be aware of.

  • Make use of everyday language to communicate your message clearly rather than using overly dramatic and exaggerated words.
  • Do not use jargon typically employed in business when writing your business letter.
  • Beware of abbreviations as much as you can.
  • The methods of address are different by the kind of letter and the recipient.
  • Specific and precise descriptions of the products required with the quality you expect and quantity must be provided with care when you compose a formal letter to purchase products.
  • If you are responding to a business letter, make sure to mention the date on the letter you’re responding to as well as reference numbers (if there are any).

Business letters are formal and comprise letters from employers to employees and vice versa. letters to order and to replace items, letters of grave issue to an employee with a superior rank, complaints letters, and so on.

Letters of Application

Letters of Application typically are letters that apply for a job. When you write your letter of application ensure that you look for the following things: 

  • Always begin with a brief introduction that explains if the applicant is writing due to an online advertisement or in a newspaper.
  • Provide the date of birth of the applicant, as well as his education and experience. the applicant.
  • The employer should be provided with an honest statement of the applicant’s sincerity to be a part of the team within the particular company.
  • Also, provide references so that your employer can get an idea of what kind of person you’d be.

Letters of Application should adhere to the formal format of business letters.

Letters to newspapers

Always write to ‘The Editor’. Then, end the letter with “Yours faithfully”. These are written letters that express concern and should be addressed to higher authorities. The letters must be authentic and professional. The newspaper will not publish anonymous letters. Therefore, ensure that you write your letter to promote an organization and include your address and name correctly.

How do you write a formal Letter?

To write a formal letter, Use the following guidelines:

  • Introduce or greet the person in a formal manner, such as Dear Sir/Madam
  • Always state the topic of your letter.
  • Be concise in your letter. Include the reasons for writing your letter within the very first paragraph. Don’t extend the letter too much.
  • In the tone and manner of your letter, it must be courteous and not harsh.
  • Use a formal format and pay attention to how you present your letter
  • Make sure to mention the address and the date in the correct order.
  • Name and description of the recipient accurately.
  • The closing of your letter must be a note of gratitude. Utilize “Thank you” to acknowledge the letter, and at the end, write “Yours truly or sincerely” and your signature and name.

Formal Letter Writing Topics

There are many reasons to create a formal letter that has a specific meaning. The most common reasons include:

  1. Sick Leave Application
  2. Leave Application for Marriage
  3. Leave application for maternity
  4. Resignation letter
  5. Appointment letter
  6. Job offer letter
  7. Complaint letter
  8. Business letter

Formal Letter Format

The main structure of a formal letter includes:

  1. Sender’s Address
  2. Date
  3. Name / Designation of Addressee
  4. Address of the Addressee
  5. Salutation
  6. Subject
  7. Body [Introduction, Content, Conclusion]
  8. Complimentary Closing Line
  9. Signature / Name of the Sender
  10. Designation of the Sender

These elements of a formal letter are structured as:

Sender’s Address
Name / Designation of Receiver
Address of the Receiver,

Salutation (Mr/Mrs/ MS)

Body of the Letter

Signature / Name of the Sender
Designation of the Sender

Address of the Sender

The address of the sender is typically located in the upper right-hand corner of the document. The address must be correct and correct in the event that the recipient wants to communicate with the sender to discuss additional contact.


The address of the sender is then followed by the date above it i.e. on the right-hand left side. It is the date on the day that the letter was written. It is crucial when writing formal letters since they are usually kept in a file.

Receiver’s address

After leaving a space, we place the address of the recipient on the left-hand side of the paper. The choice of writing “To” in front of the address is dependent upon the author’s choice. Be sure to write the official title, name, position, etc. of the receiver in the initial line on the address.


It is the time to address the person to whom you’re writing the letter to. Keep in mind that this is an official letter, and your greeting should be professional and not overly personal. The most common greetings for formal correspondence are “Sir” as well as “Madam”. If you are familiar with who the recipient is,, the salutation could be “Mr. “XYZ” as well as “Ms. ABC”. Remember that you are not able to refer to them solely by their initials. It must be the complete name or just their last name.


Following the salutation/greeting, you can write the topic in the message. In the center of the line, write “Subject” followed by the word ‘colon. Then , we summarize the reason for writing this letter within one paragraph. This allows the recipient to focus on the main point of the letter at a single glance.

The Body of the Letter

This is the primary content of the letters. It can be divided into three or two paragraphs if the letter is more concise. The reason for the letter must be clearly stated in the initial paragraph in itself. The tone is formal. Don’t use fancy words. Another important thing to bear at hand is the fact that your letter should be brief and clear. Always be courteous and courteous in your writing regardless of the subject matter of your letter.

Closing the letter

After you have finished your letter, we’ll write a thank you note. The phrases “Yours Faithfully” or “Yours Sincerely” are written on the right edge of your paper. The majority of the time, we will use the latter when the person writing the letter knows who the individual is.


Finally, you write your name. Then, put your initials as block lettering beneath that sign-off. This is the method by which the recipient will be able to identify who wrote the letter.

Samples of Different types of Formal Letters

Application for ATM Card

Cheque Book Request Letter

Application for Bank Statement

Complaint Letter Format
Application For Character Certificate

Consent Letter
Application for Closing Bank Account

Enquiry Letter
Application for College Leaving Certificate

Formal Invitation Letter
Application for Full Fee Concession In School

Job Application Letter Format

Application for TC by Parents

Letter to Editor Format
Application to the Bank Manager to Change Your Mobile Number

Letter to Principal for TC
Job Application Letter Format

Letter to Principal
Leave Application for School

Order Letter
Writing a Leave Application for Office for Personal Work

Permission Letter Format
Apology Letter Format

Police Complaint Letter
Appointment Letter

Quotation Letter Format
ATM Card Missing Letter Format

Relieving Letter
Authorization Letter

Salary Increment Letter

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