HOW TO WRITE A FORMAL LETTER - Formal Letter Writing with Correct Format Explanation and Best Tips

 

Hey Ranking Writers!!

In This Article, I will guide you through the process of Writing A Perfect Formal Letter with Step by Step Guidance on Writing it in Correct Format.

Hey.. Not just only that but also, I am going to give the best tips, and also some common doubts are cleared through (FAQs) in the end this article..

So, go through the entire article, Read, Get most benefited, comment your opinion, and Write Your Letter Writings with this tips confidently.."

How to Write a Formal Letter with Correct Format

In today’s world of emails, texts, and quick messages, the art of writing a formal letter still holds its value—especially in academic, official, and professional communication.

Whether you're writing to a Principal, applying for leave, sending an application to an Editor, or communicating with any authority figure, knowing how to write a proper formal letter gives you confidence and respect.

This Article will help you master formal letter writing in the simplest, friendliest way. 

 What is a Formal Letter? 

A formal letter is a structured written message addressed to someone in a position of authority. It is used for professional purposes—applications, complaints, requests, or official notices.

Unlike informal letters, which you write to friends and family, formal letters are written in a polite, respectful, and professional tone.

 When Do You Need a Formal Letter? 

Here are a few situations when writing a formal letter becomes important:

• Applying for a job or internship
• Requesting leave from school or work
• Writing to government officials
• Submitting complaints or feedback
• Sending an invitation for an event
• Requesting documents or permissions

 Format of a Formal Letter (Step-by-Step) 

Essential Parts of a Formal Letter :

Always remember: A formal letter must be clear, complete, and correct.

Let’s break it down into parts:

 1. Sender’s Address 

Top left corner of the letter.
No need to include your name here.

Example:

22, Green Park Colony

Bangalore – 560102

 2. Date 
Just below the address (leave a line gap).

Format: 19 June 2025 or June 19, 2025

 3. Receiver’s Address 

Mention the name/designation of the receiver.
Include full address.

Example:

The Principal

Sunshine High School

Hyderabad – 500001

H3: 4. Subject Line
One line summary of the purpose of the letter.
It should be direct and to the point.
Start with Subject: and avoid full sentences.

Example:

Subject: Application for Sick Leave

 5. Salutation 
Respectfully greet the reader.

Common ones:

Respected Sir/Madam

Dear Sir/Madam

To Whom It May Concern (if you don’t know the name)

 6. Body of the Letter 

Divide it into three short paragraphs:

~Introduction – Who you are and why you are writing.
~Details/Reason – Provide clear details about the issue/request.
~Conclusion – A polite ending line with a request or thank you.

 7. Complimentary Close 

Use any of these polite closings:

~Yours sincerely (if you know the receiver’s name)
~Yours faithfully (if you don’t know the name)
~Yours truly

 8. Signature 

Below the closing:
Write your full name

(Optional) Your designation or class, if it’s a student letter

 Best Tips to Write a Formal Letter (Must-Follow!)

Here are the golden tips to make your formal letter stand out:

✅ Be polite and respectful in tone.
✅ Do not use slang, emojis, or abbreviations.
✅ Keep sentences short and meaningful.
✅ Do not repeat points unnecessarily.
✅ Always mention your purpose clearly in the first paragraph.
✅ Avoid spelling or grammar mistakes—proofread!
✅ Use simple, clear vocabulary.
✅ Align everything to the left (block format).
✅ Keep margin and line spacing neat.
✅ Make sure the subject line is one line only.

 Example Phrases for Body of the Letter 

You can use these friendly and professional phrases:

“I am writing this letter to…”

“I would be grateful if you could…”

“With due respect, I would like to bring to your notice…”

“Please consider my request and grant me permission…”

 Common Mistakes to Avoid 

❌ Writing in informal tone like “Hey, how are you?”

❌ Forgetting the subject line

❌ Not mentioning the date

❌ Mixing too many points in one paragraph

❌ Using SMS language like “u” for “you” or “plz” for “please”

Also Read : New Morning Assembly Complete Anchoring Script (CLICK HERE)

Sample Formal Letter :

Topic: Requesting Permission to Conduct a Cleanliness Drive in School

22, Green Valley Apartments
New Delhi – 110018

19 June 2025

The Principal
Springdale Public School
New Delhi – 110001

Subject: Request for Conducting a Cleanliness Drive in School

Respected Madam,

I am a student of Class 8A and am writing this letter on behalf of our Eco Club members to seek your kind permission for organizing a "Cleanliness Drive" in our school premises on the occasion of  "World Environment Day (5th June)".

Our aim is to create awareness among students about hygiene, cleanliness, and the importance of a pollution-free environment. We plan to clean the school garden, playground, and corridor areas. We will also display small posters and slogans to spread messages on environmental care. All activities will be conducted during free periods and under the guidance of our club in-charge teacher.

We humbly request you to grant us permission for this initiative. We assure you it will be conducted in a disciplined and responsible manner.

Thanking you.

Yours sincerely,
Ananya Sharma
Class 9A
Eco Club Leader

Final Words:

Writing a formal letter must be gentle, respectful, and meaningful. Once you learn the right structure and practice regularly, you’ll become confident in writing any formal letter, whether for school, college, office, or life situations.

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Also Read : Annual Day Program (NEW) Anchoring Script Covers All Sessions (CLICK HERE)

Here are the Top 7 Most Common FAQs :

1. What is the correct format of a formal letter?

Answer:
A formal letter has to be written in this order:
Sender’s Address → Date → Receiver’s Address → Subject → Salutation → Body → Complimentary Close → Signature.

2. How do I begin a formal letter?

Answer:
Start with your address (top left), then the date, followed by the recipient’s address, and a formal salutation like “Dear Sir/Madam” or “Respected Sir/Madam.”

3. What should I write in the subject line?

Answer:
The subject line should be short, clear, and direct, summarizing the purpose of the letter in one line, e.g., “Request for Leave” or “Complaint about Delay in Delivery.”

4. How long should the body of a formal letter be?

Answer:
Keep the body brief and to the point, ideally in 2–3 short paragraphs—an introduction, details, and a closing request or remark.

5. Can I use contractions like “I’m” or “don’t” in a formal letter?

Answer:
No. Avoid contractions in formal writing. Always use full forms like “I am”, “do not”, to maintain professionalism.

6. What is the proper way to end a formal letter?

Answer:
Use a formal closing like “Yours sincerely” (if you know the name) or “Yours faithfully” (if you don’t), followed by your full name and signature.

7. What tone should I use in a formal letter?

Answer:
Maintain a polite, respectful, and professional tone throughout. Avoid slang, casual language, or emotional expressions.

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