✅ Formal Letter Format – How to Write a Formal Letter (With Examples & Tips)

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Introduction

Hey there! 👋
Even though we mostly talk through messages, emails, or social media now, knowing how to write a formal letter is still very important. Whether you’re writing to your school principal, applying for a job, or contacting a company, a formal letter shows respect and professionalism.

In this article, I’ll explain everything in an easy way — from what a formal letter is to how to write one step-by-step with examples.

What is a Formal Letter?

A formal letter is a letter you write for official or serious reasons. You send it to someone in authority, like a teacher, manager, or government office. Unlike personal letters, formal ones are written politely and follow a fixed pattern.

For example:

  • Writing to apply for a job
  • Writing a complaint to a company
  • Writing a letter to the editor

Why Formal Letters Are Still Important

You might think, “Who writes letters anymore?” 😅
But even in the age of emails, formal letters matter a lot because:

  • They make you look professional
  • They help in official communication
  • They can be used as records or proof
  • Schools and colleges still teach and ask them in exams

What is the Format of a Formal Letter?

The format of a formal letter is like a simple structure or layout that everyone follows. It helps the letter look neat and easy to read.

Here’s the basic structure:

  1. Sender’s Address
  2. Date
  3. Receiver’s Address
  4. Subject
  5. Salutation (greeting)
  6. Body (main part)
  7. Closing line
  8. Signature

Each part has its own purpose, and we’ll see them one by one below.

How to Write a Formal Letter Format (Step by Step)

Let’s go step by step.

  1. Write your address on the top left side.
  2. Add the date right below your address.
  3. Write the receiver’s name and address.
  4. Write a short subject line that explains your reason.
  5. Begin with a polite salutation, like “Respected Sir/Madam.”
  6. Write the body in 2–3 short paragraphs.
  7. End with a polite closing line.
  8. Write your name and signature at the bottom.

That’s it! Simple, right?

Structure of a Formal Letter

1. Sender’s Address

This is where you write your own address so the person can reply.
Example:

22, Rose Garden,  
Bangalore – 560041

2. Date

Always write the full date, like this:

24th October 2025

3. Receiver’s Address

The person or company you are writing to.
Example:

The Manager,  
ABC Pvt. Ltd.,  
Mumbai – 400001

4. Subject Line

It tells what the letter is about — short and clear.
Example:

Subject: Request for Leave Due to Family Function

5. Salutation

You can write:

  • Respected Sir/Madam,
  • Dear Sir,

6. Body

Here comes your main message. Usually in three parts:

  • Intro: Why you are writing
  • Middle: Explain details
  • End: Say thank you or what you expect next

7. Closing Line

End politely with:

  • Yours sincerely,
  • Yours faithfully,

8. Signature

Finally, write your full name and sign under it.

Tips for Writing a Good Formal Letter

  • Be polite and to the point.
  • Don’t make the letter too long.
  • Avoid slang or short forms.
  • Use simple words and proper grammar.
  • Always check for spelling mistakes.

Common Mistakes People Make

  • Forgetting the subject line 😬
  • Writing like a personal message
  • Being rude or emotional
  • Not using correct closing lines
  • Leaving grammar errors

Types of Formal Letters

  1. Business Letter – To communicate between companies.
  2. Job Application Letter – To apply for a job.
  3. Official Letter – To a government or school office.
  4. Letter to the Editor – To express your opinion in a newspaper.
  5. Complaint Letter – To report any issue with service or product.

Formal Letter Example 1 – Business Letter

Ravi Kumar  
44, Lake View Colony,  
Delhi – 110075  
24th October 2025  

The Manager  
Bright Star Pvt. Ltd.  
Mumbai – 400001  

Subject: Inquiry About Product Availability  

Respected Sir/Madam,  

I am writing to ask about the availability of your latest product, the Smart Clean vacuum. Please share details about the price, delivery time, and bulk order discounts.  

Thank you for your time. I look forward to your reply.  

Yours faithfully,  
Ravi Kumar

Formal Letter Example 2 – Job Application Letter

Neha Patel  
23, Lotus Apartment, Pune – 411015  
24th October 2025  

The HR Manager  
TechWorld Pvt. Ltd.  
Pune – 411016  

Subject: Application for the Post of Sales Executive  

Respected Sir/Madam,  

I am writing to apply for the post of Sales Executive in your company. I have completed my MBA in Marketing and have one year of sales experience. I believe my skills and passion make me a strong fit for this position.  

I have attached my resume for your kind consideration. Hoping for a positive reply.  

Yours sincerely,  
Neha Patel

Formatting Tips

  • Use Times New Roman or Arial font, size 12.
  • Keep the letter left-aligned.
  • Maintain 1-inch margins on all sides.
  • Write in short paragraphs for better readability.

Email vs. Printed Letter

  • Email Version: Use the same format but skip handwritten parts.
  • Printed Letter: Good for official use or when you need to submit physically.

Why Students Should Learn Formal Letter Writing

Schools still teach formal letter writing because it:

  • Improves writing skills
  • Teaches proper communication
  • Helps score marks in exams (especially CBSE and ICSE boards)

It’s not just an exam topic — it’s a life skill!

Some Extra Tips for Professionals

  • Be confident but humble in tone.
  • Avoid long, boring sentences.
  • Use words like “kindly,” “please,” and “request.”
  • Always recheck before sending your letter.

Conclusion

Writing a formal letter isn’t hard once you know the structure.
Just keep it short, polite, and clear. Remember — a good letter creates a good impression!
So, next time you need to write one, follow this format and you’re good to go. 👍

FAQs

1. What is the correct font for a formal letter?
Use simple fonts like Times New Roman or Arial — 12-point size works best.

2. How many paragraphs should I write?
Usually three: introduction, main part, and conclusion.

3. Can I write a formal letter by hand?
Yes, just make sure your handwriting is neat.

4. Is subject line important?
Yes! It helps the reader understand the purpose quickly.

5. What is the difference between formal and informal letter?
Formal letters are for official use, informal ones are personal.

6. How to write a formal letter format?
Follow the order — address, date, receiver’s address, subject, body, closing, signature.

7. What is the format of formal letter?
It’s the fixed layout used for writing polite and official letters.

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