How to Write a Formal Letter?

Rashmi Karan
Manager - Cont ent
Updated on Feb 21, 2024 12:15 IST
Discover the key components and format of a formal letter, from salutations
to closings. Follow our expert tips and examples to create polished and
effective communication for various occasions.

It may seem strange to know that when information is so immediate and

communication channels are mostly digital, people continue to talk about “formal
letters”. Strangely, this is a valid and very useful document in the business world and
at work since it allows the information to arrive clearly, precisely and professionally.
So, let us understand how to write a formal letter.

Content
What is A Formal Letter?

What is A Formal Letter Used For?

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 Elements of A Formal Letter

Formal Letter Format (Example)

How To Write A Formal Letter? Step-by-Step Process

What Types of Formal Letters Are There?
Must Explore – Online Communication Courses

What is A Formal Letter?

A formal letter is a type of written communication for official purposes, mainly
professional, business, academic, or official settings.

This type of letter uses a formal tone and must follow a certain structure that allows
you to communicate the information officially. Formal letters are addressed to the
following entities –

Businesses: To inquire, lodge complaints, or seek inf ormation.

Government Authorities: When dealing with of f icial matters or
requesting government services.
Academic Institutions: For various purposes, such as admissions,
scholarship applications, or academic inquiries.

Employers: Job application letters and other f ormal work-related

communication are addressed to employers or HR departments.

Clients or Customers: Directed to clients or customers to provide

inf ormation or address concerns.
Of f icials and Public Figures: For f ormal communication about
public matters or of f icial requests.
Prof essional Colleagues: Addressed to colleagues prof essionally,
such as requesting a recommendation or expressing appreciation.

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What is A Formal Letter Used For?
The importance of a formal letter can vary depending on the purpose. Generally,
they convey information about an important event, make a request, file a complaint,
etc.

Likewise, a formal letter aims to maintain respect and good manners when dealing
with important matters concerning different people. This way, the information
reaches the addressee clearly.

Elements of A Formal Letter

Listed below are the major elements of a formal letter –

Element Description
Sender’s The sender’s name, street address, city, state/province,
Address postal/zip code, and country (if applicable) at the top.
The f ull date when the letter is written, including the
Date
month, day, and year.
The recipient’s name, title (if applicable),
Recipient’s
company/organization name, street address, city,
Name
state/province, and postal/zip code.
Salutation The f ormal greeting addresses the recipient (e.g., Dear
(Greeting) Mr./Ms. [Last Name]).

Subject
A brief statement summarizing the letter’s purpose.
(Optional)
The main content of the letter. It is divided into
Body paragraphs conveying the intent/message clearly and
concisely.

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 A polite closing phrase (e.g., Sincerely, Yours f aithf ully)
Closing
bef ore the sender’s name.
Signature (If
The sender’s signature (handwritten/digital).
Handwritten)
Additional
Any additional contact inf ormation, such as email
Contact
address, phone number, or website (optional).
Inf o

Formal Letter Format (Example)

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How To Write A Formal Letter? Step-by-Step Process
Formal letter writing in English:

We are taking an example of a NOC letter provided by the company to one of its

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employees, enabling them to apply for a vacation visa –

Write Sender’s Address

At the top of the letter, mention your name, address, city, state/province, postal/zip
code, and country (if applicable). This is your sender’s address, and it helps the
recipient respond if needed.

Example –

[Your Name]

[Your Job Title]

[Company Name]

[Company Address]

[City, State/Province]

[Postal/Zip Code]

[Country]

Mention the Date

The receiver must be clear about the date of its issuance. It usually goes after the
header.

Example – [Date]

Start with the Greeting

After the recipient’s address, start the body of the letter with a formal greeting or
salutation.

Example – “Dear Mr./Ms. [Last Name]” or “To Whom It May Concern.”

Mark the Subject Line

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After the greeting, you can include a subject line briefly stating the letter’s purpose.
It is not a mandatory step but is recommended.

Example – “Subject: No Objection Certificate (NOC)”

Draft the Main Body

Structure the body of a formal letter into three paragraphs.

Paragraph 1: Purpose of Writing the Letter

State the purpose of your letter. Be concise and to the point. Mention the reason
for writing and any relevant background information. This sets the tone for the rest
of the letter.

Example: “I, [Your Name], the undersigned [Your Job Title] at [Company
Name], hereby confirm that we have no objections to [Applicant’s Full
Name], an employee of our company, travelling to [Destination Country] to
attend a business conference from [Dates of Travel].

Paragraph 2: Explanation and Details

In the second paragraph, elaborate on the reason for your letter. Provide details,
supporting information, or examples to support your statements. Be organized and
structured in presenting your information, making it easy for the recipient to
understand your points.

Example: “During the aforementioned period, [Applicant’s Full Name] will

remain an active employee of [Company Name], and we assure you that
they will return to their duties promptly upon completion of the personal trip.
The employee will bear the expenses of the travel.“

Paragraph 3: Conclusion and Expectations

In the final paragraph, summarize your key points and conclude the letter. Express
any specific expectations or what you hope to achieve from this communication. If

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you are making a request, state it clearly and politely. Show appreciation for the
recipient’s time and consideration.

Example: “We kindly request that you grant [Applicant’s Full Name] the
necessary visa to facilitate their travel for this personal trip.
Please do not hesitate to contact us for any further information or
clarification.”

Close with Your Signature

The closure must be short and cordial. Simply adding “a greeting” or “kind regards”
may be enough. You can include “I look forward to your prompt response” or similar
expressions.

Example –
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]

Here is how the above examples will look when put together.
[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, State/Province]
[Postal/Zip Code]
[Country]

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[Date]
To whom it may concern,

Subject: No Objection Certif icate

“I, [Your Name], the undersigned [Your Job Title] at [Company Name],
hereby conf irm that we have no objections to [Applicant’s Full Name], an
employee of our company, travelling to [Destination Country] to attend a
business conf erence f rom [Dates of Travel].
During the af orementioned period, [Applicant’s Full Name] will remain an
active employee of [Company Name], and we assure you that they will
return to their duties promptly upon completing the personal trip. The
employee will bear the expenses of the travel.
We request that you grant [Applicant’s Full Name] the necessary visa to
f acilitate their travel f or this trip.
Please do not hesitate to contact us f or any f urther inf ormation or
clarif ication.
Thank you f or your attention to this matter.

Sincerely,
[Your Name]

[Your Job Title]

[Company Name]

Types of Formal Letters

Depending on the purpose for which they are written, formal letters are of different
types:

Cover Letters

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They are letters in which the issuer introduces himself, including his work experience
and studies, and explains why he wants to be hired by a company or admitted to a
university.

Thank You Letters

Thank you letters are the ones in which the sender thanks the receiver for a job,
service, and help, among others.

Recommendation Letters
A recommendation letter is a document in which a previous manager/boss assesses
and endorses an individual’s qualifications, skills, or character for a particular
purpose, such as employment, education, etc.

Letters From Readers

Letters from Readers, as the name suggests, are written by the readers of a
newspaper or a magazine to express their opinion about a piece of news or content
previously published or about a current issue.

Request Letters
They are letters in which the issuer requests information about something or that
the company or organization it addresses considers the issuer to do something.

Apology Letters
Apology letters are when the issuer apologizes for something they have done and
takes responsibility for their mistake. Such letters can also be used to clarify why
someone will not attend an event or to explain that something could not be fulfilled
for reasons of force majeure.

Claim Letters

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They are letters written to present a complaint or dissatisfaction with a product or
service. In addition, it is often requested that the company solve the problem.

Business Letters
The employees or managers write business letters of a company to a client, another
company, a supplier, etc. They aid in closing a deal and requesting information or a
product, among other things.

Sales Letters
Sales letters are sent to one or more people to purchase a product or service.
These letters describe the product or service’s main features and argue to convince
the reader.

Authorization Letters
Authorization letters are written to authorize a person to do something, for
example, for a person to represent another in a negotiation or for someone to vote
instead of another person.

Is It Mandatory That A Formal Letter To Be Handwritten?

No, writing it in your hand is not mandatory, although it denotes an effort and a
detail for the recipient.

Using a computer to type or print the letter offers several advantages:

Better readability: Typed or printed text is easier to read and

understand.
Prof essionalism: Printed letters appear more prof essional and
polished than handwritten ones, particularly in business and f ormal
settings.

Edit and Review: Typing allows you to edit and revise your letter

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 bef ore f inalizing and sending it, helping you to avoid mistakes.

Consistency: A computer ensures consistency in f ont, size, and

f ormatting.
Faster: Typing is typically f aster than handwriting, particularly helpf ul
if you have a time crunch.
Even so, if a handwritten letter is appropriate for a particular occasion or you prefer
to write by hand, it can still be a heartfelt and meaningful way to communicate.
However, a typed or printed letter is the norm in most formal and professional
settings.

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