How to Write a Formal Letter: Step-by-Step Guide, Format, Examples

A Formal Letter is a written document that is very formal in nature and is used for professional purposes. In English Grammar, official letters follow a specific structure and tone. Generally, Formal Letters are sent to people who are associated with formal settings such as Businesses, Government Organizations, or Institutions. Some of the reasons why Formal Letters are written include:

• To provide official information
• Maybe to express concerns while working in a professional setup to the Editor of a newspaper expressing the issues faced by people in different areas
• To apply for a specific job role
• Letters to Government officials
• Any complaint regarding an issue

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To ace official letter writing in English, it is important to understand the types of formal letters and their purposes. Given below are the types of formal letters:

• Business letter: These letters are used for professional purposes. Generally, they are used to send a message from one business to another.
• Complaint letters: The letters of complaint specify a complaint regarding a certain product / service or situation
• Cover letters: A cover letter is addressed to the individual who is handling the hiring process. It specifies the qualifications of the applicants’ and their interest for a job position
• Letter of Inquiry: This type of letter is used to collect details or information regarding a product / service or course etc. from a firm / business
• Promotion letter: These letters are used for promotion or advertisements of some products or services to the customers
• Resignation letter: The main purpose of these letters is to notify an employer about the intent of the employee to leave the job
• Apology letter: This formal letter expresses an apology for an error, misunderstanding or inconvenience
• Rejection letter: This letter is used to decline an offer, application or invitation professionally
• Letter of Recommendation: Letters of recommendation are written by an authoritative person, denoting the other person’s skills and achievements.

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A formal letter is sent when one has to communicate in a professional, respectful, and structured way. The common situations when a formal letter is sent are:

• Academic settings: Requesting for a leave, raising a complaint, asking for a certificate
• Government-related communication: Raising concerns, requesting documents, seeking any important information
• Job applications: Applying for a job, following up for an interview
• Business communication: Pitching an idea, proposing a partnership, filing a complaint
• Legal or official purpose: Give notice, make a complaint, appeal a decision

At the time of Official Letter writing, it is best to use a formal tone and language. Also, be respectful at all times while expressing the concerns. Formal Letter format is given as follows:

1. Sender’s Address

The address of the sender must be positioned at the top-left or right corner of the document. This should not include the name.

Example
916, Model Town
Near PNB Bank
Delhi – 110009

2. Date

Just below the sender’s address, the date has to be mentioned. Use the full date format.

Example:
25 June 2025

3. Receiver’s Address

Then comes the recipient’s address. This is the address of the person or any firm to whom the letter is being sent. It is written on the left side, just below the date.

Example
The Manager, Publishing
Oxford Publishing House
876 Business Road
Delhi, 110085

4. Salutation (Greeting)

Then comes the salutation. Begin the letter with a formal greeting. So, one can use Dear Ma’am / Sir. In case, the sender knows the name of the recipient, then name can be addressed.

Example:
Dear Mr. Mohan

5. Subject Line

The subject line is an important part of the Formal Letter Writing. This is basically a small line that specifies the purpose of the letter.

Subject: Request for repairing of the roads.

6. Body of the Letter

This is the most important part of the Formal Letter. This can divided into three paragraphs.

• Paragraph 1 could be an Introduction that briefly gives an explanation about why this letter is being written
• Paragraph 2 is the Main Content and describes the information in detail regarding the subject of the letter. Each paragraph must address the specific point in regards to your intent of the letter
• Paragraph 3 is the Conclusion. This basically states the expectations regarding the matter

7. Closing

To end the letter, use a formal closing statement. A few of the Phrases in these regards could be: ‘Yours Sincerely’, ‘Yours Faithfully’, etc.

8. Signature

At the end of the letter, the signature should be there. The Signature must include your name. There must be a designation below the signature.

Example
Yours Sincerely,
(Signature)
Rick Morrison
Resident

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The basic difference between a formal letter and an informal letter is the tone of the language used. In a formal letter, the tone is polite and professional, whereas in an informal letter, the tone used is casual and friendly. Check the table given below to know the difference between Formal Letter Writing and Informal Letter Writing:

Particulars	Formal Letter Writing	Informal Letter Writing
Structure	Proper defined structure	No specific headings
Salutations used	Formal (Eg: Dear Mr. Oberoi)	Personal salutations (Eg: Hi Preeti)
Length	Concise and to the point	Conversational and longer
Addressing	By title or last name	By first name or nickname
Closing	Formal closing phrases (Eg: Yours faithfully)	Informal closing phrases (Eg: Take care, Best wishes)
Purpose	Job applications, Business communications, inquiries, complaints, or any other situation that requires a professional approach	Expressing gratitude, sharing news, catching up with a friend, and inviting someone to an informal gathering

 

While writing formal letters, there a few things that one needs to keep in mind. This includes paying attention to tone, structure, and language. Given below are some of the common mistakes in formal letter writing:

• Do not use any informal language. Always use polite, formal phrases like, “I am writing to inform…” or “Thank you for your time”
• Make sure formal letter formal is followed throughout the letter, from top to bottom. Do not mix up the receiver’s and sender’s address, subject, date, etc.
• Make sure the subject line of the formal letter has some context and is not vague
• Do not improper salutations such as “Hi” or “Cheers”. One can greet using “Dear Sir / Madam” or close the letter by writing “Yours faithfully / sincerely”

More details are given below: 

Make sure the language is not too casual: Try not to use any informal phrases, slang or jokes. Also, do not be aggressive or very emotional while writing a formal letter. An example of this is:

• Incorrect: Hello! I am writing to let you know…
• Correct: I am writing this letter to convey / inform…

Usage of Wrong Titles or Incorrect Names: Make sure the address is not outdated. Also, verify the recipient’s name and address.

• Incorrect: “Dear Mr. Smith” (when the recipient is a woman)
• Correct: “Dear Mrs. or Miss Smith”

Not following the format of Formal Letter writing: Make sure all the important components of formal letter writing are there. Ensure that the sender’s address, date, receiver’s address, etc. are there. Also, use the proper spacing and paragraph structure while writing a formal letter. Fancy fonts should be avoided.

Not Proofreading before sending the letter: Before sending the letter, proofread it carefully. Formal Letters should be free of errors. To avoid this, one can use grammar-checking tools.

Not Clarifying the Purpose of writing the letter: Immediately after reading the subject line and first paragraph, the recipient should be aware of the reason why the formal letter was sent.

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To ace official letter writing in English, students have to pay attention to its structure, tone, and purpose. A few of the practical tips to ace formal letter writing are given below:

• Firstly, understand the structure or format of Formal letter writing
• Follow a formal and professional tone while writing a formal letter. Also, be respectful while asking for permission
• While writing a formal letter, it is important to stick to the main purpose of writing it. Use precise and short sentences while conveying your message
• It is very important to proofread properly. So, be vigilant about English grammar, spelling, and punctuation
• To master formal letter writing, practice the questions as much as possible. You can write different types of formal letters such as complaints, business letters, job applications, etc.

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