How to Write a Formal Letter: Definition, Types, Format, Examples, Writing Tips

How to Write a Formal Letter: Definition, Types, Format, Examples, Writing Tips

Today in this article we’ll discuss how to write a formal letter. Every student and working professional should definitely know how to write a formal letter. It is a practice that is widely used currently and all the formal documentation or the messages should be forwarded in a letter format. In this article today I will learn how to write informal letters and what are the different types of formal letters you can write. Make sure to be a little at the end so that you can understand how to write a formal letter.


Difference between formal and informal letter

 

Formal letter

Formal letters are written to those with whom we have no personal relationship. Business-related applications, letters written to the Principal, application letters, letters written to government departments, letters to the editor, etc. are called formal letters. The language of formal letters is simple and polite. In these letters only work or one’s problems are talked about.

Informal letter

Informal letters are written to those people with whom we have personal relations. Informal letters are written to family members like parents, siblings, relatives and friends to inquire about their well being, invite them and give information etc. There can be some relaxation in the use of language in these letters. The number of words in these letters can be unlimited because here and there things are also included in these letters.


What is a formal letter?

This letter is written to those with whom we have no personal relationship. In formal letters, only work related matters are addressed. Business-related applications, letters written to the Principal, application letters, letters written to government departments, letters to the editor, etc. are called formal letters. In formal letter writing, mainly message, information and facts are given more importance. In this, brevity i.e. talking only about the work in less words, clarity i.e. use of such language that the recipients of the letter can easily understand and self-completion i.e. the entire thing is expected to be said in a single letter.


Types of formal letter

Formal letters can be divided into three categories –

(1) Application letters – Letters in which requests or prayers are made are called ‘application letters’. Application letters include letters written for leave, complaint, correction, application etc. These letters can be written to anyone from the school principal to any government department official.

(2) Office letters – Letters which are written for official work are called ‘office letters’. These are written to government officers or officials, school and college headmasters and principals. These letters include letters written to the postal superintendent, newspaper editor, transport department, police station in-charge, school principal etc.

(3) Business letters – Letters written for buying and selling goods or for money transactions in business are called ‘business letters’. These letters include letters written to shopkeepers, publishers, traders, companies etc.

 

Things to keep in mind while writing a formal letter –

Below are a few of the things that you should remember while writing a formal letter.

(i) Formal letters are bound by rules.

(ii) Language is used carefully in these types of letters. Unnecessary things (Kushal-Mangal Samachar etc.) are not mentioned in it.

(iii) The beginning and end of the letter should be effective.

(iv) The language of the letter should be simple, the text should be clear and beautiful.

(v) If you are writing a letter from a class or examination hall, then you should write class or examination hall (in place of your address) and A. B. C. (in place of your name).

(vi) Write the letter from the left side of the

page along with the margin line.

(vii) One should try to write the letter in one page only so that coherence/rhythm is maintained.

(viii) While writing the letter to the Principal, one should write one’s name, class and date in place of the sender.

 

Formal Letter Format

Below we have provided the format for the formal letter writing.

(1) Start the letter by writing ‘To’, the designation and address
of the recipient of the letter.

(2) Subject – Write the topic about which the letter is being written in word symbols in only one sentence.


(3) Address – To whom the letter is being written – use polite words like Sir/Madam, Honorable etc.

(4) Content – ​​It should be written in two paragraphs.  First paragraphThe sentence should start with “The humble request is that”, then write about your problem. Second paragraph  Write what you expect from them by writing “I humbly request you to”.

(5) Signature and name – Words like thank you or sorry for the trouble should be used and at the end, write your signature by writing Sincerely, Sincerely, Requester and write your name below it.

(6) Address of the sender – locality/locality of the city, city, pincode etc.

(7) Date – You should write Date in the format of DD/MM/YYYY

 

Is writing a letter long lost art ?

In this digital world, when you can send your messages across the world just by clicking, people tend to forget the use of letters. In earlier times mothers would wait for the letters of their son, why would they wait for their husbands letters? But nowadays everyone is just a phone call away. The art of writing a letter is certainly losing the exam as more and more people are turning towards instant messaging. Even though the hand it and let us are declining dramatically the digital letters or the e-mail have taken it place. Emails follow the exact letter writing format in the digital age. To even do it might not be on paper the art of writing letters is certainly not lost.


Sample Formal Letters

Below we have provided some sample Formal Letters that you should definitely check to have an idea:

1. Job Application Letter:

[Your Name]

[Your Address]

[City, State, Pin Code]

[Your Email Address]

[Your Phone Number]

[Date: May 8, 2024]

[Employer’s Name]

[Company Name]

[Company Address]

[City, State, Pin Code]

Respected  [Employer’s Name],

I am writing to express my interest in the Software Developer position at [Company Name], as advertised in [where you found the job posting]. I have completed my Bachelor’s degree in Computer Science from [University/Institution] and have [X years] of experience in software development, with a focus on [mention relevant skills or technologies].

During my tenure at [Previous Company/Organization], I successfully led several projects that involved [mention specific achievements or responsibilities relevant to the position you are applying for]. I am particularly drawn to this opportunity at [Company Name] because of [mention reasons such as company reputation, alignment with personal career goals, or admiration for specific projects/products].

I am confident that my technical skills, combined with my passion for [mention relevant interests or industry trends], make me a strong candidate for this role. I am eager to bring my expertise to your team and contribute to the innovative projects at [Company Name].

Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experiences align with the needs of your team. Please find my resume attached for your review.

Sincerely,

[Your Name]

Sure, here are examples for the remaining three formats:


2. Business Inquiry Letter:

[Your Name]

[Your Position/Title (if applicable)]

[Your Company Name (if applicable)]

[Your Address]

[City, State, Pin Code]

[Your Email Address]

[Your Phone Number]

[Date: May 8, 2024]

[Recipient’s Name]

[Recipient’s Position/Title]

[Company Name]

[Company Address]

[City, State, Pin Code]

Respected  [Recipient’s Name],

I hope this letter finds you well. I am writing to inquire about [specific topic or product/service] offered by your esteemed company, [Company Name].

I am particularly interested in [mention details of what you’re inquiring about] and would appreciate any information you can provide regarding [specific questions or requests for information].

Thank you for your time and attention to this matter. I look forward to your response.

Sincerely,

[Your Name]


3.
Complaint Letter:

[Your Name]

[Your Address]

[City, State, Pin Code]

[Your Email Address]

[Your Phone Number]

[Date: May 8, 2024]

[Recipient’s Name]

[Recipient’s Position/Title]

[Company Name]

[Company Address]

[City, State, Pin Code]

Respected  [Recipient’s Name],

I am writing to express my dissatisfaction regarding [specific issue or complaint] that I experienced with your company, [Company Name].

On [date of incident], [describe the incident and how it negatively impacted you]. Despite [any actions you may have taken to resolve the issue], the matter remains unresolved, and I believe it is necessary to bring it to your attention.

I kindly request that you [suggest a resolution or course of action]. I trust that you will address this matter promptly and effectively.

Thank you for your attention to this matter.

Sincerely,

[Your Name]


4.
Letter of Resignation:

[Your Name]

[Your Address]

[City, State, Pin Code]

[Your Email Address]

[Your Phone Number]

[Date: May 8, 2024]

[Recipient’s Name]

[Recipient’s Position/Title]

[Company Name]

[Company Address]

[City, State, Pin Code]

Respected  [Recipient’s Name],

Please accept this letter as formal notification of my resignation from [Your Position] at [Company Name], effective [last working day, typically two weeks from the date of the letter].

I have enjoyed my time at [Company Name] and am grateful for the opportunities for professional and personal development that I have been provided during my tenure. I have learned a lot and am thankful for the support of my colleagues and supervisors.

I will do my utmost to ensure a smooth transition during my remaining time with the company. Please let me know if there are any specific tasks or projects you would like me to complete before my departure.

Thank you again for the opportunity to work at [Company Name]. I wish the company continued success in the future.

Sincerely,

[Your Name]

 

So this was all about the Formal letters. Letter writing is an essential practice that you all should learn. We hope that we have added something new in your information..

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