FORMAL LETTERS
Formal letters are written for official or professional purposes, such as addressing authorities,
organizations, or businesses. They follow a specific structure, including the sender's and receiver's
addresses, date, subject, salutation, body, complimentary close, and signature. The tone is polite,
concise, and objective, focusing directly on the subject without unnecessary details. Formal letters
are used to request information, lodge complaints, apply for jobs, or communicate official matters,
requiring accuracy and professionalism throughout
POINTS TO REMEMBER
1.Address and Date
The address refers to the writer's address, which should be written at the top margin of the page.
The address must be written in 3 lines only.
You may use an imaginary address- It is not necessary to use your real one
Ensure all three lines of the address are in perfect alignment.
Line 1 – Include the house number/ street/road name, followed by a comma
Example :12, Park Avenue,
Line 2- Include the name of area followed by a comma
Connaught Place,
Line 3 -Include the name of city, followed by a hyphen , the pincode and a full stop.
Delhi- 110001.
Address Example
12, Park Avenue,
Connaught Place,
Delhi- 110001.
Important Points:
Avoid using abbreviations in the address or letter
Example:
✓ Park Avenue P. Ave X
✓ Delhi Del X
Date:
Write the date in this format : 15th January, 2025.
(Date, followed by the month, followed by a comma, followed by the year, and ending with
a full stop. No super script)
Example Date - 15th January, 2025.
Address of the Addressee Mentioning the addressee's address is mandatory and specific to formal
letters. This address should be written immediately after the date, maintaining the same alignment.
The address is formatted as follows:
Line 1: Designation of the recipient
Line 2: Name of the organization/institution.
Line 3: Building/street number and street/
road name (no abbreviations).
Line 4; Area/locality.
Line 5: City name …
Greeting
All formal letters should begin with Dear Sir or Dear Madam,
Always place a comma after the greeting.
Examples
Dear Sir,
Dear Madam
Dear Mr. Kapoor.
Dear Mrs. Sharma.
Introduction (Paragraph 1):
Limit the introduction to two or three sentences : one long and one or two short
Start the letter directly with the topic, introduce ourself (if required), and state the subject of the
letter in the very first paragraph.
Body of the Letter (Paragraph 2):
Write 6 -7 sentences elaborating on the given topic.
Maintain a formal tone throughout, avoiding personal communication. Language should be formal,
crisp, and precise
Avoid unnecessary descriptions or irrelevant points.
Use a good vocabulary and maintain politeness in all situations. For complaint letters, the tone must
be polite and civil addressing only the issue.
End the letter with Yours faithfully, followed by a comma (Y should be capitalized, and f in
faithfully in lowercase)
Write your full name (with surname) on the next line.
Do not use any punctuation after your signature.
INFORMAL LETTERS
Informal letters are personal letters written to family members, friends, or acquaintances
to convey feelings, share news, or maintain relationships. Unlike formal letters, they have a
conversational tone and allow the writer to express emotions freely. The format includes the
sender's address, date, greeting, body, conclusion, and a friendly sign-off. While the tone is casual,
maintaining clarity, proper structure, and neatness is essential to ensure the message is effectively
communicated.
POINTS TO REMEMBER
When writing informal letters, it is essential to follow a proper format and maintain neatness.
These letters are personal and are typically written to family members or friends. Below are
the key points to consider:
Address and Date
Alignment :Ensure all three lines of the address are in alignment.
Imaginary Address : You can use a fictional address, but it must adhere to the format.
Greeting
For seniors like grandparents, parents, uncles, and aunts:
Example:
Dear Grandfather (not Grandpa)
Dear Grandmother (not Granny or Grandma)
Dear Father (not Daddy, Papa, Dad)
Dear Mother (not Mummy, Mumma, Mom)
Dear Uncle Ramesh
Dear Aunt Meera
For siblings, cousins, and friends:
Example:
Dear followed by the first name of the person:
Dear Priya,
Dear Karan
Dear Anjali.
After the greeting, always place a comma.
Example:
Dear Priya,
Dear Karan
Dear Anjali,
Introduction (Paragraph 1):
Limit the introduction to two or three sentences, one long and one or two short sentences
Avoid beginning your letter with phrases such as:
How are you?
I am fine.
Hope this letter finds you in good health and spirit
Hope you are fine.
Begin our letter by directly addressing the topic and introducing the subject in the first
paragraph itself.
Example :
Last week , our school organised…
I know you must be very disappointed with the sem 2 results
Thank you so much for the wonderful gift you had sent on my birthday
I was so so happy receiving your letter informing….
Congratulations on your incredible achievement…
Body of the Letter (Paragraph 2):
Write 6 -7 sentences for the body.
Elaborate on the given topic in this section.
Conclusion (Paragraph 3):
Avoid concluding your letter with phrases
such as:
Give my love to the young ones.
Reply soon.
Hope we meet soon.
Stay safe and take care.
Ensure the conclusion is directly connected to the introduction
Limit the conclusion to no more than two sentences.
Signing 0ff:
For grandparents, parents, uncles, and aunts,
use Yours affectionately, ensuring:
The "Y" in "Yours" is capitalized, while the "a" in "affectionately" is lowercase
There is no apostrophe in Yours.
Add a comma after affectionately
Write your first name on the next line.
Do not include your surname.
Avoid nicknames or pet names
Do not add any punctuation after your name
