Formal Letter Writing Format, Examples & Questions

Date

What is a Formal Letter?

A formal letter is a type of written communication used in professional or official contexts that follows certain guidelines and formats. It utilises a professional and courteous tone that is appropriate to convey the messages precisely and respectfully. It has a clear purpose for what the letter is intended for. It emphasises maintaining organised communication and official records.

For instance,

  • Writing a formal letter in your workplace such as to your manager, boss, or HR requesting sick leave or time off and applying for promotions.
  • Writing a letter to principals and professors regarding extra class hours.

How to write a Formal Letter?

Step 1: Sender's Address

Begin your letter by including your address. This ensures your formal letter finds its way to the right person. It helps the recipient be aware of who sent it and how to respond appropriately. Ensure to include your name, your street address, city state, zip code, and country if applicable.

Example
John Smith, ,
123 Main Street,
Mumbai, India - 230456.

Step 2: Include the Date

Location: Place the date one line below your sender's address on the left side of the page in a block-style letter.

Formatting: Use a full date format without abbreviations for months or numbers to enhance clarity.

Example
Write it completely as August 30th, 2024

Step 3: Recipient’s Address

Next, list the recipient's address. Ensure to include their name, department, company or organisation name, street address, city-state, zip code, and country if applicable.

Example
Dr. Bejoy John,
Human Resources Department,
Infotech Pvt Ltd, 456 Main Street,
Punjab - 435368.

Step 4: Salutation

  • Begin your letter with a formal greeting.
  • Use Dear, followed by the recipient's title and last name
  • Place a colon after the greeting.

Example
Dear Dr. Smith,

Step 5: Subject Line of the Letter

The subject line gives the recipient a quick idea of the purpose of the letter. Here’s how to craft a clear and effective subject line:

  • Keep it concise and informative
  • Specific formal language is key

Step 6: Introduction

Start the letter with a brief introduction which grabs the reader's attention and sets the stage for the rest of your message. Keep it concise and to the point. Ensure to address the core aspect of the question/reason for the letter in the introductory paragraph itself.

Example
I am John Smith from the Marketing Department. I am writing this letter requesting a leave of absence from work due to personal reasons.

Step 7: Body

Provide detailed information and make sure to keep your tone professional supporting your request or message. Aim to break it down into at least 3 to 4 paragraphs to enhance clarity and readability.

Example
I would like to request leave from August 30th to September 10th. I will ensure that I hand over my current projects to the responsible team. Kindly contact me if anything else needs to be done immediately.

Step 8: Conclusion

Summarise your key points and make sure to express your appreciation. Mention and give a lead context to the next steps or actions you are requesting.

Example
Thank you for considering my offer. I look forward to discussing the further details with you.

Step 9: Complimentary Closing

End the letter politely and respectfully thanking them. Include words like sincerely, and faithfully.

Example
Thanking you
Yours sincerely,

Step 10: Signature of the Authority

End the letter with your signature. Type your name below the closing paragraph and if needed include the Title and Affiliation which is optional.

Example
Sincerely
John Smith
Marketing Department

Step 10: Proofreading

Review your letter carefully to check if there are grammatical errors, grammar detective. Also, make sure that it is clear and has a formal tone.

Things to keep in mind while writing a Formal Letter

  1. Be Clear and Concise

    Ensure that the introduction of your letter clearly states the purpose and is to the point to avoid confusion.

  2. Proofread

    Before sending your formal letter, carefully read it over for spelling and grammar errors. A letter free from error reflects a higher level of professionalism.

  3. Use the Right Tone

    Maintain a formal and professional tone throughout your letter. Avoid casual language and ensure to tailor the letter to a professional context.

  4. Use the Right Format

    Make sure to follow a structured format and include all the proper elements such as the recipient and sender’s name, date, salutation, body, closing, and signature to ensure orderly communication.

Formal Letter Writing Format ICSE
Formal Letter Writing Format ICSE

Download Formal Letter Writing Format ICSE PDF

Example of a Formal Letter

Write a letter to the Municipal Commissioner addressing the unresolved issue of malfunctioning street lights in your area.

No. 54, Ambedkar Street,
Vikas Nagar,
New Delhi, India - 112008

16th September, 2024

Mr Viren Shukla
Municipal Commissioner,
City Municipal Corporation,
New Delhi, India - 113508

Subject: Follow-Up on the Unresolved Issue of Malfunctioning Street Lights.

Dear Manisha,

I hope this letter finds you well. I am reaching out to you to follow up on a letter I sent on 1st September 2024 concerning the malfunctioning of street lights in our neighbourhood.

Despite my earliest request, there have been no acknowledgments or visible actions taken to address the issue. The street lights on the main street between First Avenue and Second Avenue remain non-functional posing a security threat for the inhabitants. The inadequate lighting has increased several accidents and heightened security dangers amid evening hours.

As for the lack of resolution to the issue, I kindly request your urgent intervention to address the matter immediately. The prompt action of the street lights would incredibly help upgrade the security and the well-being of the community.

Thank you for your consideration of this imperative issue. I look forward to your swift response and resolution.

Thanking you

Yours faithfully,
Smitha Sharma
(Resident of Vikas Nagar)

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Formal Letter Writing Sample Practise Questions

Here are some sample formal letter writing questions for the ICSE Class 10, 9, 8 students to practise

  1. You are Rohini Roy, a resident of Tara Homes in Hyderabad. Recently you have observed a lot of increase in accidents leading to fearful situations. Explain the scenario by writing a letter to the Municipal Commissioner concerning the issue.
  2. Write a letter to the Municipal corporation thanking them for their incredible service towards the resolution of the severe road accidents.
  3. Write a letter to the Ministry of Environment regarding the hazardous waste from factories affecting your neighbourhood. Sign yourself up as Rajesh Shulka.
  4. Write a resignation letter to your HR manager citing dissatisfaction at your workplace.
  5. You are Aravind Gupta joined as a new school member of class 7 at ABC Higher Secondary School. Write a letter to the principal of your school seeking admission details and the facilities they provide you.

Sum-Up

Formal Letters always enhance the building of a respectful relationship with the person with whom you are communicating and also provide legal documents in case of any issues.

By following the guidelines stated above, ensure that your formal letter is always thorough and effective. Hope adhering to these guidelines was beneficial to the ICSE Class 10, 9 and 8 students to present an impactful and impressive letter writing.