The format of a Formal Letter includes:
The following points need to be taken into consideration while writing a Formal letter-
A Formal Letter must be precise and to the point.
The tone of the letter should be very polite and not harsh
Use of colloquial words, abbreviations and slang language should be restricted while
writing a formal letter.
Address or greet the concerned person properly like Dear Sir/Madam
Always mention the subject of writing the letter
Be concise in your letter. Write the reason for writing the letter in the first
paragraph itself. Do not stretch the letter too much.
Write in a proper format and take care of the presentation of a letter
Mention the address and date correctly.
Mention the name and designation of the recipient correctly
The closing of the letter should be with gratitude. Use “Thank you” for
consideration of the letter and then at last mention “Yours sincerely or truly”
along with your name and signature.
The Format of a Formal Letter is as follows –
1. Sender’s address: The address and contact details of the sender are written here. Include
an email and phone number, if required or if mentioned in the question.
2. Date: The date is written below the sender’s address after Leaving one space or line.
3. Receiver’s address: The address of the recipient of the mail (the officer/principal / Editor)
is written here.
4. The subject of the letter: The main purpose of the letter forms the subject. It must be
written in one line. It must convey the matter for which the letter is written.
5. Salutation (Sir / Respected Sir / Madam)
6. Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows –
Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.
Paragraph 2: Give detail of the matter.
Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your
problem, highlighting an issue in the newspaper, etc).
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)
Formal Letter Sample
A formal letter sample is provided here, which is written to the editor of a newspaper,
mentioning the issue faced by them and which has to be highlighted in the
newspaper to draw the attention of the concerned authorities.
Formal Invitation 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’s annual day, invitations to attend a meeting or a
conference, etc. Here is the format to write the formal invitation letter.
