formal letter essay topic

List Of 40 Formal Letter Writing Topics [PDF Included]

Last Updated on March 4, 2024 by Editorial Team

Are you tired of staring at a blank page when you need to write a formal letter? Do you find yourself struggling to come up with topics to write on? Fear not, because we’ve got you covered! 

In this blog post, we’ve compiled 25 formal letter-writing topics on professional communication, along with tips and tricks to help you craft the perfect letter every time. Whether you’re writing a cover letter, a complaint letter, or a letter of recommendation, this post has everything you need to know to make a lasting impression. So grab a pen and paper, and let’s get started!

Formal letter writing topics: A comprehensive list for professional communication practice

Since effective written communication is crucial, writing a well-crafted formal letter can demonstrate your professionalism, attention to detail, and effective communication skills. By learning how to write a formal letter, you can enhance your ability to communicate effectively and increase your chances of success in various professional contexts in the future. Here are a few topics for you to practice:

• A complaint letter to a teacher or principal about a school issue.
• A request letter to ask for a recommendation letter from a teacher or mentor.
• A letter to a local representative or official about a community issue.
• A letter to a university or college to request information or admission.
• A Letter of inquiry to a company or organization regarding job or internship opportunities.
• A letter to a school board or district regarding a policy or funding issue.
• A letter to a news or media outlet regarding a social issue or event.
• Writing a letter of appreciation to a teacher or mentor.
• A letter to HR regarding an Application for a job
• A letter to Request a salary increase
• A Letter to a landlord giving notice of intent to vacate a rental property
• A letter to Request an appointment with a doctor
• Letter to principal to grant sick leave
• Request for a recommendation letter from a former employer
• Letter to a company requesting a product sample
• Letter to a customer apologizing for a mistake
• Request for a review of a performance appraisal
• Request for a leave of absence from work
• Letter of resignation from a volunteer position
• Application for an internship
• Cover letter for a job application
• Letter to a professor requesting an extension on an assignment
• Letter to a restaurant complaining about poor service
• Request for a copy of a transcript from a school
• Suggesting a new school program or activity
• A letter to the principal requesting permission to organize a school event
• A letter to the school board requesting a change in the curriculum
• A letter to the school administration requesting an extension on a deadline
• A letter to the school counselor seeking advice on personal issues
• A letter to the teacher thanking them for their support and guidance
• A letter to the school administration requesting financial assistance for a student’s education
• A letter to the school administration regarding a concern over the quality of education being provided.
• Complaint letter about a teacher or school policy
• Request for a recommendation letter from a teacher or guidance counselor
• Letter to the principal expressing concerns about school safety
• Letter to the school administration requesting better resources for students with disabilities
• Invitation letter to a school event, such as a fundraiser or talent show
• Letter to the school board requesting more funding for extracurricular activities
• Letter to the school administration requesting a change in school start times
• Complaint letter about school transportation services.

The art of crafting the perfect letter: Tips and tricks to make your message stand out”

Crafting a perfect letter can be daunting, especially if you want to communicate your thoughts and emotions in written form. However, with a few simple tips and tricks, you can brainstorm while writing as you draft a compelling letter that accomplishes your objective. Here are some suggestions to help you create a perfect letter:

• Identify the Purpose: Before you start writing, determine why you are writing the letter. Are you expressing appreciation, asking for something, or apologizing? Understanding your letter’s purpose will aid you in crafting your message effectively.
• Consider the Recipient: It is crucial to consider the person who will be reading the letter and their relationship with you when composing a letter. Adapt your tone and language to suit the recipient.
• Begin with a Strong Opening: The beginning of your letter should be intriguing, captivating, and cohesive . You may start with a relevant quotation, a personal story, or a thought-provoking question. A strong opening will maintain your recipient’s interest.
• Be Brief and To the Point: A perfect letter should be concise and straightforward. Avoid rambling or veering off topic. Stick to the letter’s purpose and keep your message brief and to the point.
• Use a Conversational Tone: To create an ideal letter, use a conversational tone. Write as if you are speaking to the recipient face-to-face. Avoid using overly formal or complex language, which can be off-putting.
• Include Specific Examples: Use specific examples related to the letter’s purpose to make your message more convincing. This will help to clarify your point and make your message more memorable.
• End with a Clear Call-to-Action: A perfect letter should end with a clear call-to-action. Whether you want a response, a meeting, or are expressing gratitude, make it clear what action you want the recipient to take.

Few notable additional tricks

• Use Active Voice: Using active voice in your letter can make it more engaging and persuasive. It can also emphasize your point.
• Edit and Proofread: Before sending your letter, carefully review and proofread it. Check for spelling and grammar errors, and ensure that your message is clear and concise.
• Personalize it: A personalized letter is more likely to be well-received than a generic one. Address the recipient by name and reference specific details relevant to them.

By following these tips and tricks, you can create a perfect letter that effectively communicates your message and accomplishes your goal.

  Conclusion

Writing a perfect letter, email or message may seem challenging, when it comes to making a compelling message that achieves your desired outcome. Remember to identify the letter’s purpose, consider the recipient, use a conversational tone, include specific examples, and end with a clear call to action.

Additionally, utilizing active voice, editing, and proofreading, and personalizing the letter can further enhance its effectiveness. With these tools, you can confidently craft a perfect letter that effectively communicates your thoughts and emotions.

With these tips and tricks and some practice, you’ll be well on your way to becoming skilled in writing like Adam Searle !

I am Shweta Sharma. I am a final year Masters student of Clinical Psychology and have been working closely in the field of psycho-education and child development. I have served in various organisations and NGOs with the purpose of helping children with disabilities learn and adapt better to both, academic and social challenges. I am keen on writing about learning difficulties, the science behind them and potential strategies to deal with them. My areas of expertise include putting forward the cognitive and behavioural aspects of disabilities for better awareness, as well as efficient intervention. Follow me on LinkedIn

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12+ Essay Letter Writing – Format, Examples, Writing Tips

• Letter Writing
• March 4, 2024
• School Letters

Essay Letter Writing: Essay letter writing is a form of written communication that combines the structure and format of an essay with the personal tone and conversational style of a letter. This type of school letter writing can be used to express personal thoughts and opinions on a variety of topics, from social issues to academic assignments.

In essay letter writing, the writer has the freedom to share their ideas and experiences in a unique and creative way, while also adhering to the basic principles of essay writing, such as structure, coherence, and logical argumentation. This Essay Letter Writing is an effective way to communicate complex ideas in a clear and engaging manner.

Also Check: Formal Letter Format Class 8

Essay Letter Writing – Structure of Essay Letter Writing Tips

Content in this article

Essay letter writing follows a basic structure that combines the elements of an essay with the conversational tone of a Essay Letter Writing. Here is a general outline of the structure:

• Introduction : The first paragraph introduces the topic and purpose of the Essay Letter Writing. It should be engaging and clearly state the writer’s thesis or main point.
• Body Paragraphs : The body of the Essay Letter Writing should consist of two or three paragraphs that support the thesis with relevant evidence and examples. The paragraphs should be well-organized and flow logically from one point to the next.
• Conclusion : The final paragraph summarizes the writer’s main points and restates the thesis in a clear and concise manner. Essay Letter Writing should leave the reader with a lasting impression and a call to action.

Essay Letter Writing – Sample Format

Below is a sample format for essay letter writing. This format can be adapted based on the specific purpose and audience of your essay letter:

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title or Relationship] [Company, School, or Institution Name] [Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: [Briefly Mention the Topic of the Essay]

I trust this letter finds you in good health and high spirits. I am writing to share my thoughts on [mention the main topic or purpose of the essay]. As someone deeply passionate about this subject, I believe it is crucial to explore and articulate my perspectives on [provide a brief overview of the essay’s focus].

Introduction: In the introduction, I aim to captivate your attention by [mention how you plan to engage the reader, e.g., sharing a personal anecdote, posing a question, or presenting a relevant quote]. This introductory section sets the stage for a comprehensive exploration of [the main theme or idea].

Body Paragraphs: The body of the essay will delve into [three to four key points or ideas related to the main theme]. Each paragraph will explore a distinct aspect, supported by [examples, evidence, personal experiences, or relevant information]. This structured approach ensures a coherent and compelling presentation.

Conclusion: The concluding section will summarize the key findings and insights discussed throughout the essay. I aim to leave the reader with [a thought-provoking statement, a call to action, or a reflection on the broader implications of the topic].

I appreciate your time and consideration in reading my essay. I believe that [mention the potential impact or relevance of the essay] and look forward to any insights or feedback you may have.

Thank you for your attention.

[Your Full Name] [Your Title or Affiliation, if applicable] [Your Signature – if sending a physical letter]

Feel free to customize this template based on the specific topic, purpose, and recipient of your essay letter. Adjust the language, tone, and content to suit the nature of the essay and the preferences of your audience.

Essay-Letter Writing – Example

Here’s an example of Essay Letter Writing:

Dear [Recipient],

I am writing to share my recent experience with essay writing. As you may know, essay writing is a crucial skill that is required in many academic settings, including college and university courses.

Recently, I had to write an essay on the topic of climate change and its impact on the environment. At first, I found it challenging to organize my thoughts and ideas in a logical and coherent manner. However, with the help of some research and a lot of hard work, I was able to create a well-written essay that received a high grade.

Through this experience, I have learned that essay writing is not just about putting words on paper; it is about expressing ideas and arguments in a clear and persuasive manner. Additionally, I have realized that careful planning and organization are essential for producing a successful essay.

Overall, I am grateful for the opportunity to improve my essay writing skills and I hope to continue honing them in the future.

Sincerely, [Your Name]

Essay – Letter Writing – Example

Essay Letter Writing About Social Media

Here’s an Essay Letter Writing About Social Media

I am writing to share my thoughts on the topic of social media and its impact on our lives. In today’s world, social media has become an integral part of our daily routines, and it is hard to imagine life without it.

While social media has its advantages, such as staying connected with friends and family and accessing a wealth of information, it also has its drawbacks. One of the biggest issues with social media is the spread of misinformation and fake news. Many people tend to believe whatever they read online, without fact-checking or verifying the sources.

Furthermore, social media can also have negative effects on mental health. It is easy to fall into the trap of comparing ourselves to others and feeling inadequate, which can lead to anxiety and depression.

In my opinion, it is important to strike a balance when it comes to social media usage. We should be mindful of the information we consume and make sure it is accurate and reliable. Additionally, we should limit our time on social media and use it in moderation, so as not to let it consume our lives.

Thank you for taking the time to read my thoughts on this important topic.

Essay Letter Writing About Social Media 

Essay Letter Writing for Students

Below is an Essay Letter Writing suitable for students:

[Recipient’s Name] [Recipient’s Title or Position] [School or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Importance of Extracurricular Activities for Student Development

I hope this letter finds you in good health and high spirits. As a student at [Your School/College Name], I am writing to share my thoughts on the significance of participating in extracurricular activities for overall student development.

Introduction: In today’s dynamic educational landscape, the role of extracurricular activities goes beyond the traditional classroom setting. These activities encompass a wide range of opportunities for students to explore their interests, develop essential skills, and foster a well-rounded personality.

Body: Paragraph 1: Broadening Horizons Engaging in extracurricular activities exposes students to diverse fields beyond their academic curriculum. It provides a platform to discover and explore various interests, allowing students to broaden their horizons and gain a more comprehensive understanding of the world.

Paragraph 2: Skill Development Participating in clubs, sports, or cultural activities enhances the development of crucial life skills. Teamwork, leadership, time management, and communication are just a few examples of skills that students can acquire through active involvement in extracurricular pursuits. These skills are not only valuable during the school years but also play a pivotal role in shaping a successful future.

Paragraph 3: Building Character Extracurricular activities contribute significantly to character building. Students learn to overcome challenges, face competition, and cope with both success and failure. These experiences foster resilience, perseverance, and a strong sense of responsibility, qualities that are integral to personal growth.

Paragraph 4: Holistic Development The combination of academic excellence and active participation in extracurricular activities leads to holistic development. Students who strike a balance between their studies and interests tend to perform well academically while also developing a more well-rounded and adaptable personality.

Conclusion: In conclusion, I firmly believe that encouraging students to engage in extracurricular activities is crucial for their holistic development. These activities not only complement academic learning but also nurture qualities that are essential for success in the ever-evolving global landscape.

I look forward to discussing this topic further and exploring ways to promote and support extracurricular involvement among students at [Your School/College Name]. Thank you for your time and consideration.

[Your Full Name] [Your Grade/Class] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific thoughts, experiences, and the requirements of your essay assignment.

Writing an Essay in Letter Form

Writing an essay in letter form involves combining the structure of a formal or informal letter with the content and structure of an essay. Here is a sample essay in letter form:

[Recipient’s Name] [Recipient’s Title or Position] [Organization or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Impact of Technology on Education

I trust this letter finds you well. As a concerned student passionate about the role of technology in education, I am writing to share my insights on how technological advancements are shaping the learning landscape.

Introduction: Technology has become an integral part of our lives, and its influence on education is undeniable. In this letter, I aim to examine the positive and negative impacts of technology on the educational experience, shedding light on its transformative effects.

Paragraph 1: Positive Impacts One of the notable positive impacts of technology on education is the accessibility of information. The internet has opened up vast repositories of knowledge, making learning resources readily available to students worldwide. This accessibility has democratized education, breaking down barriers to information.

Paragraph 2: Interactive Learning Furthermore, technology has revolutionized the way we learn. Interactive tools, simulations, and virtual classrooms create an engaging and dynamic learning environment. These tools not only cater to diverse learning styles but also foster critical thinking and problem-solving skills.

Paragraph 3: Global Connectivity The interconnected world facilitated by technology allows students to connect with peers and experts globally. Collaborative projects, online forums, and virtual exchange programs contribute to a richer and more diverse educational experience.

Paragraph 4: Challenges and Concerns However, with the benefits come challenges. The digital divide, unequal access to technology, and concerns about privacy and online security are critical issues that need addressing. Balancing the integration of technology while ensuring equitable opportunities for all students is a pressing concern.

Conclusion: In conclusion, the impact of technology on education is profound and multifaceted. While it presents exciting opportunities for enhanced learning, we must address the challenges to create an inclusive educational landscape that benefits all.

I welcome the opportunity to discuss these ideas further and explore strategies for leveraging technology responsibly in education. Thank you for considering my perspective.

Feel free to customize this template based on your specific topic and the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Essay Letter Writing Template

Below is a template that you can use for essay letter writing. This template is a general structure; you can customize it based on the specific topic or purpose of your essay.

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Date]

Introduction: Begin your letter with a brief introduction. Clearly state the purpose of your letter and provide a hook to engage the reader’s interest.

Body Paragraphs: Divide the body of your letter into paragraphs, each addressing a specific point or idea related to your essay topic.

• Introduce the topic of your essay.
• Provide background information to set the context.
• Clearly state your thesis or the main point you will be discussing.
• Introduce and discuss the first supporting point.
• Provide evidence, examples, or facts to strengthen your argument.
• Explain the relevance of this point to your overall argument.
• Introduce and discuss the second supporting point.
• Provide evidence, examples, or facts to support this point.
• Explain how this point connects to your thesis.
• Acknowledge potential counterarguments.
• Refute or address counterarguments, demonstrating the strength of your position.
• Summarize the key points discussed in your essay.
• Reinforce the importance of your thesis.
• Provide a smooth transition to the conclusion.

Conclusion: Conclude your letter by summarizing the main points and restating the significance of your topic or argument. End with a call to action, a thought-provoking statement, or a question to leave a lasting impression.

Closing: End your letter with a formal closing. Choose a closing phrase that matches the tone and purpose of your essay.

[Your Full Name] [Your Signature – if sending a physical letter]

Feel free to adapt this template of Essay Letter Writing based on the specific requirements of your essay or the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Formal Essay Letter Writing

When writing an Essay Letter Writing in Formal tone, you want to maintain a professional tone while effectively conveying your thoughts. Below is a formal Essay Letter Writing:

Subject: An Examination of Environmental Sustainability Practices in [Organization/Institution Name]

I trust this letter finds you in good health. As a dedicated student of [Your School/College Name], I am writing to bring attention to the importance of adopting sustainable practices within our institution, specifically in the context of environmental conservation.

Introduction: Environmental sustainability is an issue of global concern, and its implications resonate across various sectors, including education. In this letter, I aim to shed light on the benefits of implementing eco-friendly initiatives within [Organization/Institution Name] and the positive impact it can have on our community and beyond.

Paragraph 1: The Need for Environmental Sustainability The pressing need for environmental sustainability arises from the escalating challenges posed by climate change. By incorporating sustainable practices within our institution, we contribute to the global effort to mitigate the adverse effects of environmental degradation.

Paragraph 2: Implementing Green Initiatives I propose the implementation of green initiatives, such as waste reduction, energy conservation, and the incorporation of renewable energy sources. These initiatives not only align with global sustainability goals but also instill a sense of environmental responsibility among students, faculty, and staff.

Paragraph 3: Educational Opportunities Furthermore, embracing environmental sustainability provides unique educational opportunities. By incorporating sustainable practices into our curriculum, we equip students with the knowledge and skills needed to address complex environmental issues in their future endeavors.

Conclusion: In conclusion, the integration of environmental sustainability practices within [Organization/Institution Name] is not only a responsibility we owe to the planet but also an opportunity to foster a culture of environmental stewardship among the members of our institution.

I welcome the opportunity to discuss these proposals further and explore feasible ways to initiate and support sustainable practices within our institution. Thank you for considering these recommendations.

Feel free to adapt this formal Essay Letter Writing based on the specific topic and guidelines provided for your assignment. Ensure that the tone remains formal and that the content aligns with the expectations of a formal letter.

Job Application Essay Letter Writing

Below is a job application Essay Letter Writing that you can use as a reference:

[Employer’s Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Employer’s Name],

Subject: Application for [Job Position] – [Your Full Name]

I am writing to express my sincere interest in the [Job Position] advertised on your company’s website. With a strong background in [Relevant Skills or Experience], I am confident in my ability to contribute effectively to your team and the success of [Company Name].

Introduction: In my current role at [Your Current Company], I have successfully [highlight a significant accomplishment or responsibility related to the job]. This experience has equipped me with [mention specific skills or qualities] that align with the requirements of the [Job Position] at [Company Name].

Body: Paragraph 1: Why I am a Strong Candidate I am particularly drawn to [Company Name] due to its commitment to [mention any specific values, projects, or achievements of the company]. My [mention number of years] years of experience in [Your Industry or Field] have honed my ability to [mention key responsibilities or skills relevant to the job].

Paragraph 2: Key Skills and Achievements I possess a proven track record in [mention relevant skills or achievements], as evidenced by [provide specific examples or metrics]. These experiences have sharpened my [mention soft skills] and my ability to [mention any other relevant strengths].

Paragraph 3: Why I Want to Join [Company Name] I am attracted to [Company Name] because of its reputation for [mention any specific aspects of the company culture, projects, or values that resonate with you]. I am eager to contribute my skills and learn from the talented team at [Company Name].

Conclusion: In conclusion, I am excited about the opportunity to contribute to [Company Name] and am confident in my ability to excel in the [Job Position]. I look forward to the possibility of discussing how my skills and experiences align with your company’s needs in further detail.

Thank you for considering my application. I am eager to further discuss how my qualifications make me a strong fit for this position.

Feel free to customize this Essay Letter Writing for job application based on your specific experiences, skills, and the requirements of the job you are applying for.

Essay Letter Writing for Different Audiences

Essay Letter Writing for different audiences involves tailoring your content, tone, and approach based on the specific group you are addressing. Below are examples of Essay Letter Writing for different audiences:

1. Essay Letter Writing to Parents – Topic: Importance of Extracurricular Activities for Student Development

[Your Name] [Your Grade/Class] [Date]

[Parents’ Names] [Parents’ Address]

Dear Mom and Dad,

I hope this letter finds you both well. As your son/daughter and a student at [Your School], I wanted to share my thoughts on the significance of participating in extracurricular activities for overall student development.

[Continue with the body of the essay, discussing benefits, personal experiences, and the impact on academic and personal growth.]

2. Essay Letter Writing to Teachers – Topic: The Role of Technology in Enhancing Classroom Learning

[Teacher’s Name] [School Name]

Dear [Teacher’s Name],

I trust this letter finds you well. As a student in your [Subject] class, I would like to explore the impact of technology on classroom learning and how it can enhance the educational experience for both students and teachers.

[Continue with the body of the essay, discussing positive impacts, examples, and potential challenges.]

3. Essay Letter Writing to Friends – Topic: The Benefits of Reading for Personal Growth

[Your Name] [Date]

[Friends’ Names]

Dear Friends,

I hope you’re doing great. Recently, I’ve been reflecting on the many benefits of reading and how it contributes to personal growth. I thought I’d share my thoughts with you.

[Continue with the body of the essay, discussing the joys of reading, cognitive benefits, and the impact on personal development.]

[Your Full Name]

4. Essay Letter Writing to the Editor – Topic: Addressing Environmental Concerns in Our Community

[Your Name] [Your Address] [City, State, ZIP Code] [Date]

[Editor’s Name] [Newspaper/Magazine Name] [Address]

Dear Editor,

I am writing to bring attention to the environmental concerns in our community, specifically focusing on [specific issue]. It is imperative that we address these issues to ensure a sustainable future.

[Continue with the body of the essay, providing information, possible solutions, and urging community involvement.]

[Your Full Name] [Your Contact Information]

Feel free to customize these letters of Essay Letter Writing for different audiences based on the specific audience and topic you are addressing. Adjust the language, tone, and content to suit the relationship and communication style appropriate for each audience.

Essay Letter Writing About Pollution – Email Format

Here’s an Email Format of Essay Letter Writing about Pollution:

I am writing to you today to express my deep concern about the issue of pollution. In recent years, pollution has become a major problem that is affecting our environment, our health, and our future. It is a global issue that needs to be addressed urgently.

Pollution is caused by various factors, including industrial activities, transportation, and waste disposal. The consequences of pollution are dire, including climate change, respiratory problems, and biodiversity loss. It is important that we take action to reduce our carbon footprint, recycle waste materials, and limit the use of harmful chemicals.

As citizens of this planet, we all have a responsibility to protect our environment and reduce pollution. I urge you to join me in taking action to reduce pollution in our daily lives. We can start by using public transportation, conserving energy, and practicing responsible waste disposal.

Let’s work together to create a healthier and more sustainable future for ourselves and generations to come.

Essay Letter Writing for Various Occasions

Essay Letter Writing for various occasions involves tailoring your content to the specific event or celebration. Below are examples of Essay Letter Writing for different occasions:

1. Essay Letter Writing for Graduation – Reflecting on the Journey

[Your Name] [Graduation Date]

[Principal’s Name] [School Name]

Dear Principal [Principal’s Last Name],

As I stand on the threshold of a new chapter in my life, I find myself reflecting on the incredible journey that has led me to this moment. Graduation is not just a culmination of academic achievements, but a celebration of growth, resilience, and the bonds formed in these hallowed halls.

[Continue with the body of the essay, reflecting on memorable experiences, friendships, and the lessons learned during the academic journey.]

[Your Full Name] [Your Graduation Class]

2. Essay Letter Writing for Thanksgiving – Gratitude for Family and Friends

[Recipient’s Name] [Recipient’s Address]

As Thanksgiving approaches, I find myself overwhelmed with gratitude for the blessings in my life, particularly the cherished relationships with family and friends. In the spirit of thankfulness, I wanted to take a moment to express my heartfelt appreciation for the impact you have had on my life.

[Continue with the body of the essay, expressing specific reasons for gratitude, fond memories, and the significance of the relationship.]

Warm regards,

3. Essay Letter Writing for a Birthday Celebration – Reflecting on Another Year

[Your Name] [Birthday Date]

[Recipient’s Name]

As I celebrate another year of life, I am prompted to reflect on the experiences, growth, and joys that this journey has brought. Birthdays are not just a marker of passing time; they are a celebration of the lessons learned, the relationships cherished, and the memories created.

[Continue with the body of the essay, reflecting on the past year, expressing gratitude, and sharing hopes for the future.]

Cheers to another year,

4. Essay Letter Writing for New Year’s Resolutions – Setting Intentions for the Year Ahead

As the New Year approaches, it offers a fresh canvas on which to paint the aspirations, goals, and intentions for the coming months. In the spirit of new beginnings, I wanted to share my reflections on the year gone by and outline the resolutions that will guide my path in the year ahead.

[Continue with the body of the essay, reflecting on achievements and challenges of the past year, and outlining specific resolutions.]

Wishing you a wonderful New Year,

Feel free to customize these letters of Essay Letter Writing in different occasions based on the specific occasion and your personal sentiments. Adjust the language, tone, and content to suit the nature of the event or celebration.

College Admission Essay Letter Writing

Writing a college admission Essay Letter Writing is an important step in the application process. Below is a sample college admission essay letter:

[College Admissions Office] [College/University Name] [College/University Address] [City, State, ZIP Code]

Dear Admissions Committee,

I am writing to express my sincere interest in joining the [College/University Name] community as a [Your Intended Major] major. As a passionate and dedicated student, I am eager to contribute to and benefit from the academic environment and unique opportunities offered by your esteemed institution.

Introduction: Ever since I attended [Your High School Name], I have been inspired by the pursuit of knowledge and a desire to make a positive impact on the world. [Provide a brief introduction to your academic background and interests.]

Why [College/University Name]? [College/University Name] stands out to me as the ideal place to further my academic journey due to [mention specific reasons such as renowned faculty, exceptional programs, unique resources, or a particular campus culture]. The [Your Intended Major] program, in particular, aligns perfectly with my academic and career aspirations.

Unique Qualities and Achievements: Throughout high school, I have consistently demonstrated my commitment to excellence in [mention specific academic or extracurricular achievements]. These experiences have not only shaped my character but have also prepared me for the challenges and opportunities that a rigorous academic environment like [College/University Name] provides.

Contributions to Campus Life: I am excited about the prospect of contributing to the vibrant campus life at [College/University Name]. My experiences in [mention relevant extracurricular activities or community service] have instilled in me a sense of leadership, teamwork, and social responsibility.

Personal Growth and Goals: Beyond academics, I see [College/University Name] as a platform for personal growth and exploration. I am eager to immerse myself in the diverse learning experiences, engage with a community of like-minded individuals, and broaden my perspectives.

Conclusion: In conclusion, I believe that my passion for [Your Intended Major], commitment to academic excellence, and dedication to contributing positively to campus life make me a strong candidate for admission to [College/University Name]. I am excited about the prospect of becoming a valuable member of your community and contributing to the rich tapestry of experiences at [College/University Name].

Thank you for considering my application. I look forward to the opportunity to contribute to and benefit from the vibrant academic environment at [College/University Name].

[Your Full Name] [Your High School Graduation Year] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific experiences, aspirations, and the requirements of the college or university you are applying to. It’s important to convey your unique qualities, achievements, and reasons for choosing the institution.

FAQS for Essay Letter Writing – Format, Examples, Writing Tips

What is the basic format for an essay letter writing.

The basic format of Essay Letter Writing includes a salutation, introduction, body paragraphs, and a conclusion. Include your contact information, date, and a closing signature. The structure may vary depending on the type of letter and audience.

How do I start an essay letter?

Start with a salutation addressing the recipient. In the introduction, engage the reader with a compelling hook, such as a question, quote, or personal anecdote, to draw them into your essay.

What should I include in the body paragraphs of an essay letter?

Each body paragraph should focus on a specific point or idea related to your topic. Include supporting evidence, examples, or personal experiences to strengthen your arguments or convey your message effectively.

How do I end an essay letter?

Conclude your essay letter by summarizing key points, reiterating the main message, or providing a call to action. End with a closing statement that leaves a lasting impression on the reader.

Can you provide examples of Essay Letter Writing for different purposes?

Certainly! Essay Letter Writing Examples include job application essay letters, college admission essay letters, letters to friends on specific topics, and letters addressing various occasions. Tailor the content based on the purpose and audience.

Essay Letter Writing is an important skill that has been around for centuries. It serves as a means of communication and expression of ideas and emotions. With the advancement of technology, letter writing has evolved, but its importance has not diminished. Whether it is a formal business letter or a personal letter to a friend, the art of letter writing requires attention to detail, clear communication, and an understanding of the audience.

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. » Letter Writing » Formal Letter

Best Formal Letter Writing in English: Types, 50+ Samples & Tips

Formal letter writing refers to the practice of composing written correspondence that follows a prescribed format, tone, and structure. It is characterized by its professional nature and is commonly used for official, business, or formal communication.

The importance of formal letter writing in our lives cannot be overstated. Here are a few key reasons why it holds significance:

Professional Communication:

Formal letters are widely used in professional settings to convey important messages, make inquiries, submit applications, or communicate with organizations and authorities. They provide a clear and structured way to present information in a formal manner.

Job Applications and Resumes:

When applying for jobs, formal letters play a crucial role. A well-written cover letter can enhance your chances of getting noticed by potential employers and create a positive impression.

Business Correspondence:

Formal letters are essential for establishing and maintaining professional relationships with clients, partners, and colleagues. They are used for making inquiries, requesting information, placing orders, sending proposals, and addressing concerns.

Complaints and Resolutions:

In situations where you need to express dissatisfaction or seek resolution, formal letters serve as a formal means of lodging complaints with businesses, service providers, or authorities. They provide a documented record of the issue and can help ensure a proper response.

Improving your formal letter writing skills and maintaining a professional tone can greatly enhance the impact of your correspondence. Here are some tips to consider:

Understand the Purpose:

Clearly identify the purpose of your letter and ensure your message is concise and focused.

Follow Proper Formatting:

Use a standard business letter format, including a professional greeting, introduction, body paragraphs, and a formal closing.

Maintain Professional Tone:

Use polite and respectful language throughout the letter. Avoid slang, jargon, or overly casual expressions.

Proofread and Edit:

Always proofread your letter for grammar, spelling, and punctuation errors. Ensure your letter is well-structured and coherent.

Be Clear and Specific:

Clearly state your purpose, provide relevant details, and organize your thoughts logically. Use specific examples or evidence to support your points.

Address the Recipient Appropriately:

Use the correct salutation and address the recipient with the appropriate level of formality based on your relationship or their position.

Seek Feedback:

If possible, ask a trusted friend, mentor, or colleague to review your letter and provide constructive feedback.

By following these tips and practicing regularly, you can refine your formal letter writing skills, convey your message professionally, and make a positive impact in your written communication.

50+ Ideas for Impactful Formal Letters in various Contexts

Official Complaint Letter to the Chairman of a Housing Society

Write a letter to the Chairman of your Housing Society complaining about the poor maintenance of common facilities.

Request Letter to the Municipal Corporation to Clean the Park

Write a letter to the Chairman of your Municipality requesting for the cleaning and maintenance of a park in your locality.

Complaint Letter to the State Electricity Board about Power Cuts

Write a letter to the Chief Engineer of your State Electricity Board, complaining about the frequent power cuts in your area and requesting him/her to take necessary steps to resolve the issue.

• Suggestion Letter to the Chief Minister

Write a letter to the Chief Minister of your state, highlighting the issue of water scarcity in your area and suggesting some solutions.

Request Letter to District Collector

Write a letter to the Collector of your district requesting for the distribution of relief materials in a flood-affected area.

• Request Letter to the Commissioner of Police

Write a letter to the Commissioner of Police, highlighting the issue of eve-teasing in your city and requesting for increased security measures.

Application Letter for Internship

Write a letter to the Director of a company, applying for an internship and highlighting your skills and qualifications.

• Application Letter for a Job

Write a letter to the Director of a Software company requesting for a job opportunity or an internship.

• Request Letter for a Character Certificate

Write a letter to the Director of a university, requesting him/her to provide you with a character certificate for a job application.

• Request Letter for a Better Lab and Library

Write a letter to the Director of Education requesting for a better library and laboratory facilities in your school.

Request Letter for Better School Infrastructure

Write a letter to the Director of Education requesting for better infrastructure and facilities in your school.

Request Letter for Appointing More School Teachers

Write a letter to the Director of Education requesting for more teachers in your school.

Request Letter Asking for Quality Education

Write a letter to the Director of Education requesting for the improvement of the quality of education in your school.

Request Letter to the Health Department

Write a letter to the Director of Health Department requesting for a health camp in your area.

Request Letter to the State Pollution Control Board

Write a letter to the Director of your State Pollution Control Board requesting for the control of air pollution in your city.

Complaint Letter about Poor Quality of Roads

Write a letter to the District Collector complaining about the poor quality of roads in your area.

Letter of Concern About Surge in Road Accidents

Write a letter to the Editor of a newspaper expressing your concern over the increasing number of road accidents in your area.

Letter of Concern over Water Scarcity

Write a letter to the Editor of a newspaper highlighting the issue of water scarcity in your locality.

Letter of Concern Highlighting Increasing Pollution

Write a letter to the Editor of a newspaper highlighting the issue of increasing pollution in your area.

Complaint Letter about the High Electricity Bill

Write a letter to the Electricity Board complaining about the high electricity bill and requesting for clarification.

Request Letter for a Leave of Absence

Write a letter to the HR Manager of a company, requesting for a leave of absence for personal reasons and mentioning the dates of your absence.

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Formal Letter Writing in English - Definition, Format and Writing Samples

The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.

Table of Contents

Definition of a formal letter.

• Structure of a Formal Letter – Types of Formal Letters

Writing a Formal Letter – Parts of a Formal Letter

Formal letter writing samples.

• FAQs on Formal Letter Writing Format in English

Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,

• to express your concerns while working in a professional setup
• to provide official information across your workspace
• to order goods, to apply for employment, etc.
• to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:

Business Letters

Letters of application, letters to newspapers.

Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

• Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
• Never use jargon that is commonly used in business when you write a business letter.
• Avoid using abbreviations as much as possible.
• The modes of address vary according to the type of letter and the receiver.
• Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
• When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

• Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
• State the age, education and experience of the applicant.
• Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
• Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

• Always start with the sender’s address
• This is followed by the date .
• The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
• The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
• The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
• The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
• The second paragraph should furnish all the information about the matter.
• The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
• To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
• Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Formal Letter Sample 1 – Letter to the publisher ordering books for your store

Read More Book Store

24, Crosby Lane

Bangalore 600045

20th August, 2019

The Manager

Zack Publishing House

Mumbai 400012

Subject: Requirement of new books for the store

I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:

I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.

Thank you in advance.

Yours faithfully,

Manager,  Read More Book Store

Formal Letter Sample 2 – Letter to the Editor about a road that needs repair

25, SS Street

Cheran Nagar

Coimbatore 641023

8th September, 2019

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.

The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely,

More Formal Letter Samples,

FAQ on Formal Letter Writing Format in English

What is a formal letter.

A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

What is the format of a formal letter?

A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

How can I write a formal letter?

Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.

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How to Write a Formal Essay: Format, Rules, & Example

If you’re a student, you’ve heard about a formal essay: a factual, research-based paper written in 3rd person. Most students have to produce dozens of them during their educational career. 

Writing a formal essay may not be the easiest task. But fear not: our custom-writing team is here to guide you through the process. This article will:

• explain what a formal essay is;
• show how to write it step by step;
• provide you with an essay sample. 

👔 Formal Essay Definition

• ✅ How to Write
• ✍️ Writing Rules
• 🖥️ Essay Format
• 📑 Sample Paper

🔍 References

A formal essay is a well-structured piece of writing with a clear introduction, body, and conclusion. This type of essay often includes cited research, uses an academic tone, and is written in 3rd person. While writing a formal essay, it’s necessary to back up your arguments with factual evidence.

What Is an Informal Essay vs. Formal Essay?

Essays come in two formats: formal and informal (also known as personal .) They differ in terms of style and context. You can choose one of the formats depending on the situation and the type of paper you need to write.

Don’t know how to tell the difference between them? Well, here are some key characteristics of these essay types:

As you can see, these types of writing are almost total opposites. Informal essays are only reserved for creative assignments, which means that most of the papers you write need to be formal.

Our article on creative essays can help you write an informal paper. But how do you craft a perfect formal essay? Keep reading to find out.

✅ How to Write a Formal Essay

Traditionally, a formal essay it’s composed of 3 sections: an introduction, 3 or more body paragraphs, and a conclusion. Let’s examine each part in detail.

Formal Essay Introduction

The introduction is what your essay starts with. Its primary goal is to catch the reader’s attention with a hook, briefly introduce the topic, and lead toward the thesis statement located at the end of the first paragraph.

Here is what you might want to keep in mind while writing the introduction:

If you want some more inspiration for your introduction, check out our article on hooks in writing .

Now on to the thesis statement : the key idea of your essay. When working on it, keep in mind that it should answer the central question in your topic and reflect your essay’s overall structure. your essay’s overall structure.

Suppose your topic is related to the teaching methods involving poetry. In that case, the thesis statement can be like this:

Teaching methods that involve reading and writing poetry in elementary school are beneficial for children as they enhance their capacity for empathy, develop creativity, and help with self-realization.

Formal Essay Body

The next part of an essay is the main body paragraphs. They support the thesis statement with well-developed arguments and explore the topic in-depth. Each body paragraph starts with a topic sentence stating its main point. The length of a paragraph can vary, but the best option is to have between 4 and 7 sentences.

To make the text flow easily, you may use transitional words. Here are some examples:

• after all, 
• for instance, 
• on the one/other hand, 
• initially, 
• as a result.

How to Write a Formal Essay Conclusion

Lastly, every essay needs closure. A good conclusion summarizes the essay’s main ideas, includes a paraphrased thesis, and encourages the readers to think more about the topic.

The structure of a conclusion may change slightly depending on the subject. For instance, it can suggest some solutions to a problem, express an opinion, or give a recommendation. It’s important to remember that the conclusion is a part that emphasizes your essay’s most important points and doesn’t introduce new information.

If you’re curious about writing each essay part, check out our article on 5-paragraph essays .

✍️ Formal Writing Rules

Just like choosing the proper attire to wear to a formal event, we need to use the right words while writing a formal essay. Here are some suggestions that can help you maintain a formal tone in your paper:  

Dos of formal writing

• Pay attention to your vocabulary. The words you will use in a formal essay will likely have a nuanced meaning. Make sure you know exactly what the terms mean, and do your best to sound precise.
• Use punctuation correctly. Here are some of the things to watch out for: Avoid exclamation marks; Use dashes for insertions; Use colons with enumerations; If you’re unsure of whether to use a punctuation mark or not, rewrite the sentence in a way that doesn’t require it.
• Use varied sentence structure. In formal writing, there is always a danger of sounding monotonous. Avoid repeating sentence structures to make your essay more readable.
• Provide references. It’s essential to cite every idea that you borrow. Try to paraphrase quotations from your sources: it will help you avoid plagiarism.

Don’ts of formal writing

• Avoid using pronouns.  With words such as “I,” “me,” “we,” or “us,” an essay becomes wordy. It also makes the author seem less sure of their ideas. If you want to use personal pronouns, try substituting them with words like “the reader,” “viewers,” or “one.”
• Avoid using slang expressions and nonstandard diction. Slang words in a formal essay will make it less appealing to the readers. If you want to be taken seriously, it’s best to avoid those expressions and use proper Standard English.
• Avoid informal tone.  When you write a formal essay, incorporate the language and the expressions you would use while delivering a speech, not the words you use when you casually talk to friends. A formal tone suggests that the author is serious about the topic and respects the audience.
• Avoid passive voice. Passive verbs are hard to read, and they are wordy. Use active voice to sound more straightforward and concise.

Contractions in Formal Writing

A contraction is usually a combination of two words into one, such as “don’t,” “isn’t,” “can’t,” and “wouldn’t.” When you work on a formal essay, it’s essential to be careful about contractions. It’s inappropriate to use them in academic writing, so it’s best to stick to the full variant.

However, there are exceptions to this rule. For instance, when working with direct quotations, it’s essential to reproduce words exactly as they are used in the original. To learn more about it, be sure to check out the University of North Florida’s article on in-text citations .

What to Use Instead of “You” in an Essay

Another common mistake students make is using the “you” and “yours” pronouns to address the readers. This mistake can make the essay overly informal and lead to misinterpretations of the text.

How do you fix it? Our advice is to replace 2nd-person pronouns with the following words:

• individuals,

You can find more formal writing tips in this informative video from Smrt English:

🖥️ Formal Essay Format

Now that we’ve discussed formal essay writing in detail, it’s time to look at the formatting. A formal essay is usually written in MLA or APA formats. If you’re asked to write a paper in one of these formats, you may find the guidelines below helpful:

📑 Formal Essay Example

Here is an excellent sample of a formal essay that uses all the guidelines mentioned in this article. It will help you to produce a perfect paper of your own:

For more information, check out Purdue OWL’s resources on various formatting styles .

Formal Essay Topics

• Stress management techniques
• The effects of coffee 
• Negative effects of technology on children
• Causes and outcomes of organizational conflicts in sports
• Different types of friends
• Same-sex marriages in the United States
• Are early marriages harmful or beneficial?
• How do nutrition and hydration improve athletes’ performance? 
• Is polygamy morally acceptable?
• Different features of sports business
• What characterizes friendship in the age of media?
• Positive and negative effects of tourism on environment in the Caribbean
• How does society treat single parents?
• How does the uninvolved parenting style affect child’s future well-being?
• The role of family relationships in Odyssey
• Financial concepts in sport finance
• Main features of a strong marriage
• The importance of media coverage for sport teams
• Reasons why students choose to get internship
• The role of stadiums in the sports industry
• The multiracial family: the Carters case analysis
• Characteristics of children’s sports
• Crucial factors affecting health fitness 
• How is technology used in hotel management?
• Structure and operational context of Four Seasons
• What are the main qualities of a true friend?
• Different websites that promote rental properties
• The imperative aspects of tourism
• Importance of hotel training 
• What factors determine adolescents’ adjustment after they experience parental divorce? 
• How does tobacco use affect the human body?
• The importance of language and world view for communication
• What makes a combination of reinforcement and punishment in parenting efficient?
• The scientific approach of sports economics
• How does divorce affect children?
• Living on-campus vs. living off-campus when attending university: a comparison
• How does the New Moves program promote a healthy lifestyle? 
• How to be an effective counselor
• Various types of restaurants in Ireland
• Carolina Dog’s characteristics
• Comparison of Monzameon’s The Love Suicides at Amijima and Tartuffe by Moliere
• Comparing homosexual and heterosexual families
• How is family presented in Everyday Use by Alice Walker ?
• In what ways can Anaerobic Threshold be assessed? 
• Is bad parenting a healthcare problem? 
• Why student-athletes should benefit from sports
• Mind-body awareness and its health benefits
• Can punishment boost academic performance?
• Techniques to teach students swimming
• Issues faced by the sports licensing field

Thanks for reading through this guide! We hope that you found it helpful and now have a better idea of how to write an excellent formal essay. Don’t hesitate to share our article with a friend who may need it. Good luck!

Further reading:

• How to Write a Critical Thinking Essay: Examples & Outline
• What Is a Discourse Analysis Essay: Example & Guide
• How to Write a Narrative Essay Outline: Template & Examples
• How to Write a Précis: Definition, Guide, & Examples 

❓ Formal Essay FAQs

It’s best not to use pronouns such as “I,” “my,” “we,” “our,” etc., in a formal essay since it give the paper an informal tone and the text becomes wordy. It also makes the writer seem less sure about their ideas.

It’s better to avoid using parentheses and dashes in formal academic writing. If the information you want to include in the essay is important enough, it should be a part of the sentence. Otherwise, you can simply omit it.

The formal and informal essays differ in style and context. While a formal essay is a piece of well-structured writing that tries to convince the reader by providing arguments, an informal essay has no set structure. It reflects the author’s personal thoughts or opinions.

Starting your sentence with “because” in formal writing is not the best idea. The word “because” is a subordinate conjunction, which means it’s used to join the main clause to a subordinate clause, not to start a sentence.

It’s best to avoid using 1st- and 2nd-person pronouns, slang expressions, nonstandard diction, and contractions in a formal essay. They are primarily used in daily speech and are considered inappropriate in academic writing. 

• Point of View in Academic Writing: St. Louis Community College
• Components of a Good Essay: University of Evansville
• Introductions & Conclusions: University of Arizona Global Campus
• How to Improve Your Academic Writing: University of York
• Nine Basic Ways to Improve Your Style in Academic Writing: University of California, Berkeley
• Academic Writing Style: Organizing Your Social Sciences Research Paper: University of Southern California
• Formal and Informal Style: Northern Illinois University
• Formal Writing: Davenport University: LibGuides
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Formal Letter Writing In English: Format, Examples, Topics

College Vidya Team Jan 22, 2024 102.2K Reads

Being able to write a formal letter today is a necessary skill for students and working individuals alike given the multiple exchanges that are carried on in writing (virtual or physical). Given this need of the hour, one should know the basics of writing a formal letter. Here we have broken down the basics of a formal letter for you from the grassroots level, with detailed examples, format, templates and examples. 

Introduction 

Today, with the vast number of official interactions and formal exchanges that one has to participate in, formal letter-writing skills are bound to come in handy. Writing a formal letter is a task that scares many, be it students preparing for creative writing exams or professionals who use the letter in actual official exchanges. But trust us, writing a formal letter is not as daunting as it is feared to be. 

Most formal letters follow a simple format and by keeping certain specifics of drafting a formal letter in mind, you can ace the task and write letters that exuberate your professionalism and ability to communicate effectively through writing. 

What is a Formal Letter?

Before drafting your formal letter, it is useful to have a basic understanding of what a formal letter is, as it will help you set the tone for your letter and avoid some preliminary mistakes. 

A formal letter is defined as a “letter communicating a professional/official purpose and following a set pattern and format.”

So, firstly, one must keep in mind that the context of using a formal letter is always professional or official. Accordingly, the tone and language of the letter must be formal, objective and impersonal. An informal and personal tone (even in cases when you are personally acquainted with the receiver of the letter!) should be avoided. 

When is a Formal Letter Written?

A formal letter can be written for a variety of formal interactions. As a rule of thumb, any letter or email written for any official or professional interaction is a formal letter. This interaction or exchange can take place in a large number of contexts, e.g. application for leave, a resignation letter, a formal sales letter, a formal letter for placing an order or complaint, and so on. 

There are innumerous examples when you might have used a formal letter, such as when you are writing an application for leave from school/college/office,  when you are writing a complaint letter, when you are booking an order through writing etc. 

Format of a Formal Letter 

This is an important part of writing a formal letter since the format of a formal letter is one of its most important aspects. A formal letter follows a set format which must be adhered to while drafting the letter. Here we have described the formal letter format for you. 

Parts of a Formal Letter

Above, we have described the important parts of a formal letter. A formal letter has a fixed format as described above and the main parts of the formal letter are described below. 

1. Sender’s Address

This is the part which begins a formal letter. The sender’s address starts with the name of the sender. 

• In case of a company sending out a letter, the name of the company appears at the top of the letter. 
• The sender’s address should preferably be wrapped up in 4-5 lines , with the first line being the name of the sender and the next lines devoted to the address. 
• There is no need to add a very detailed address in the letter since the postal address/ correspondence address would already have the necessary details. 
• Do not add a comma after the end of every line.
•  The sender’s address should be aligned to the left and there should not be an indentation.

This part seems very simple but often, people make minute mistakes in writing the date in a formal letter. While in an informal letter you have the freedom to write the date in a format you choose, in a formal letter this is not the case. 

• Writing the dates as 21 st September 2022 or September 21st 2022 or DD/MM/YYYY or MM/DD/YYYY should be avoided as they can lead to unnecessary confusion about the right format. 
• The simplest and most accurate measure is to write in the format: 21 September 2022.   This is a simple and easy-to-remember format of writing the date and helps avoid undue mistakes. 
• The date should be left-aligned without any indentation.

3. Receiver’s/ Recipient’s Address

Similar to the sender’s address, the receiver’s address starts with the name of the receiver (person/name of company). 

• It should start with the designation of the person the letter is addressed to, starting with ‘the’, e.g. The Director, The Principal, The Manager etc. followed by the address of the person. 
• It should consist of about 4 to 5 lines .
• There is no need to add a comma after every line. 
• The text should be aligned to the left without any indentation.

4. Subject of the Letter

The main reason for writing the subject of the letter is to communicate the purpose of the letter. 

• The subject of the letter is to be written in a specific format, starting with the word ‘Sub”, followed by a colon, and then the subject of the letter. 
• The subject of the letter should be brief, formal and precise.  
• When submitted in writing, the subject of the letter should be underlined. 

5. Salutation

This is the salutation used to address the receiver of the letter. There are certain aspects to be kept in mind while using the salutation in a formal letter. 

• The simplest and accurate salutation to use is ‘Sir’ or ‘Ma’am’. 
• You can also use a salutation like ‘Dear Sir/ Dear Mr./Ms. (Name)’ 
• There is no need to use a comma after the salutation. 
• The salutation should be aligned to the left.

6. Body of the Letter

This is the most essential part of the letter as it forms the major content of the letter. This part of the letter communicates your main purpose of writing in detail.  So, the body of the letter must be well-formed. 

• The tone of the letter will depend to a great extent on the purpose for which it is being written.  
• The body of the letter should comprise about 3 to 4 paragraphs.
• Personal and informal exchanges in the body of the letter should strictly be avoided.  
• The body should be concise and to the point, but should provide all the necessary details.  
• The opening paragraph should introduce the purpose of writing the letter in a formal tone. This paragraph should be brief and introductory. 
• The opening paragraph should not be indented. 
• The second and third paragraphs can describe the main concern of the letter, providing details and information as required. 
• The last paragraph should end on a conclusive note in terms of what is expected to be done thereafter/ a request/ a clarification/ necessary action that must be taken with regards to a concern etc. depending upon the purpose of the letter. 
• The concluding paragraph should also be concise and brief, and should express the thankfulness of the sender of the letter.
• All the paragraphs should be left-aligned. 

7. Complimentary Closing 

This is the closing phrase for your formal letter that appears just before your signature. Some points should be kept in mind about the complimentary closing of a formal letter: 

• Informal closings like “With Love”, “With Warm Regards”, “Sending Love”, “Best Wishes” etc. should not be used for closing the letter. 
• One should avoid closings such as “Yours Lovingly”, “Yours Truly”, “Yours Dearest” in a formal letter. 
• You should use closings like “Yours Sincerely”, “Yours faithfully” in a formal letter. 
• The closing should be left-aligned.

8. Signature 

The formal letter is closed with the full name of the sender of the letter. 

Types & Templates of Formal Letter 

A formal letter can be of many types, mostly depending on the purpose for which it is drafted. 

Here we have discussed some of the important types of formal letters along with sample templates for you as examples. 

1. Application Letters

These letters are used in official communications for various applications e.g. applications of absence, applications for leave, applications for scholarships etc. These are some of the most commonly used formal letters. 

A sample template of a formal leave application has been provided here. 

2. Cover Letters

A cover letter is sent along with a job application (Curriculum Vitae/ Resumè) when applying for a job position. The main idea of a cover letter is to (a) stand apart from a large number of other candidates and (b) communicate to the recruiters why you are a good fit for the job position and the organisation. 

A cover letter should have a formal tone and articulate your best strengths and skills for the job position. It should not be overly boastful and should advertise you in a subtle and impactful manner. An effective cover letter does not only showcase your technical skills for the job but also soft skills that can enable you to make a positive impression on the selectors. 

Here is a sample cover letter for job application. 

3. Resignation Letter 

A resignation letter is written as a formal communication of resigning from one’s current job position to the competent authorities. When writing a resignation letter, it is important to maintain a professional tone and end on a positive note. Whatever the reason for quitting your current job, you should remember to keep your resignation letter formal and cordial. 

Here is a template for writing a resignation letter. 

4. Letter of Enquiry

A letter of enquiry can be made for a variety of purposes, including obtaining further information about a topic/offer/order etc. When writing a formal letter of enquiry, you must enquire and precisely mention all the criteria about which you seek further information. 

Here is a sample letter of enquiry seeking further information about a product from the sales department of a brand.  

5. Letter of Complaint 

A letter of complaint is written usually to the provider of a service or product, complaining about some aspect of the product or service. In some other cases, a letter of complaint can also be drafted about some issue or concern to a competent authority to be addressed. 

Here is a sample letter of complaint about a faulty service in an office building. 

6. Letter to the Editor

A letter to the editor is written to communicate an issue/concern of social importance to the masses through the editor’s column of a newspaper. The purpose of writing a letter to the editor could simply be about spreading social awareness or it could be about bringing an issue/concern/complaint to the notice of public authorities. 

A letter to the editor also has a formal tone, but it is markedly different from the other types of formal letters since it also involves the opinion of an individual. 

Here is a template of a letter written to the editor of a renowned newspaper. 

7. Letter for Placing Order

A formal letter for placing an order is a business-to-business communication in which an individual who usually represents an organisation/company places an order with another firm for some goods or services. A formal letter in this case should include all the necessary details about the order as well as other information about the order, such as required date of delivery, quantity of the goods etc. 

Here is a sample formal letter for the purpose of placing an order. 

8. Reply to a Letter of Order

The reply to a letter of order includes the involved selling business firm either confirming or rejecting the order. Usually, a firm confirms the order placed but in some cases it may not be able to provide the services/products as demanded in the order due to a variety of reasons. In such cases, it may communicate the same to the sender of the letter. 

Reply letters should include all the important details for the order placed as well as the final confirmation or rejection of the order clearly. 

Here is a sample reply letter confirming the order placed by the firm in the above section. 

Here is a sample reply letter rejecting the order placed by the firm in the previous section. 

 9. Promotion Letter/ Sales Letter 

Promotional and sales letters are written for commercial purposes to provide information about the product or service being sold to potential customers.  The idea of sending out promotional or sales letters is to politely and professionally pitch your brand/company/product to the potential client.                                         The aim should be to make the product/company seem as attractive as possible while maintaining the professional tone of the exchange. 

Here is a sample promotion letter.  

10. Recovery Letter  

A recovery letter can be a little tricky to draft if not carefully done. Recovery letters are formal letters sent to companies/clients/ persons from whom a company or organisation has a payment to recover, e.g. due payment of an order that has been delivered. A recovery letter must be written in a polite manner so as to maintain the cordial nature of the interaction while successfully recovering the payment as well. 

Here is a sample recovery letter for an overdue bill from one company head to another. 

Tips, DOs and DON’Ts of Writing a Formal Letter

While writing a formal letter, there are certain things to be kept in mind. Here we have provided you a checklist of the important DOs and DONTs of writing a formal letter. 

Dos for Writing a Formal Letter

• Maintain a formal and professional tone throughout the letter while maintaining politeness. 
• Wrap up the sender’s and receiver’s addresses in 4 to 5 lines.
• Keep the entire letter aligned to the left. 
• Write the designation of the receiver in the receiver’s address. 
• Write the date in the DD (Month) YYYY format, i.e. as 21 September 2022. 
• Underline the subject of the letter when submitting a written formal letter. 
• Keep the salutation simple and polite like “Sir”, “Ma’am” or “Dear Sir/Ma’am”.
• Introduce the main purpose of writing the letter in the opening paragraph itself. 
• Keep the letter concise, precise and including major details. 
• Use a formal complimentary closing like “Yours Sincerely”, “Yours Faithfully” etc. 
• Write your full name as a signature. 

Don’ts for Writing a Formal Letter

• Avoid making the sender’s or the receiver’s address too detailed.

Don’t add a comma after every line of the sender’s or receiver’s address.

• There is no need to indent any part of the letter according to the latest format of writing a formal letter. 
• Avoid using informal language in the letter.
• Avoid using informal and personal salutations like dearest, loveliest etc. 
• Avoid any spelling or grammatical errors in your letter as it creates a negative impression on the reader.
• Avoid grammatical slangs and fillers like don’t, can’t, shan’t, I’d, I’ve etc. 
• Don’t add unnecessary details in the body of the letter. 
• Do not deviate from the main purpose of writing the letter. 
• Do not use informal closing in the letter. 

Difference between Formal and Informal Letter

Here are some of the differences between a formal and informal letter that will come in handy when you are actually writing a letter. 

FAQs (Frequently Asked Questions)

⭐ is a cover letter a formal letter.

Yes, a cover letter is a letter you send in along with your job application to communicate how you fit in for the job position. Being an official purpose, a cover letter is also a type of formal letter.

⭐ Can I write “Dear Sir/Ma’am” in a formal letter?

Yes, you can use salutations like “Dear Sir/Ma’am” although more informal variants like “Dearest Ma’am/Sir”, “My Dear Ma’am/Sir” should not be used in a formal letter.

⭐ Can I write “Yours Truly” in a formal letter?

It is recommended to avoid closings like “Yours Truly”. Rather, more formal closings such as “Yours Faithfully” or “Yours Sincerely” should be used.   

⭐ What are the parts of a formal letter?

A formal letter has the following major parts: Sender’s Address, Date, Recipient’s Address, Subject of Letter, Salutation and Body of the letter and lastly the Closing of the letter along with Sender’s Signature.

⭐ What are the 4 types of formal letter?

There are not just 4 types of formal letters. A formal letter can be of many types some of which include applications for leave, cover letters, resignation letters, letters of complaint, letters of placing orders, letters of enquiry, letters to the editor, promotion letters, letters of recovery, sales letters etc.

⭐ How many paragraphs in a formal letter?

The number of paragraphs in a formal letter depends on the purpose and details involved in writing the letter. However, a formal letter should preferably not exceed more than 4 to 5 paragraphs. It should have at least 3 paragraphs- the introduction paragraph, the main body and the concluding paragraph.

⭐ Is it sincerely or faithfully?

You can use either “Yours Sincerely” (when you know the recipient of the letter and address the letter by their name, e.g. Dear Ms. ______) or “Yours Faithfully” (when you do not know the recipient of the letter and address the letter as Dear Sir/Ma’am) in a formal letter.   

⭐ Does formal letter have a signature?

Yes, the formal letter is closed with a complimentary closing followed by the signature of the sender. This can be done in writing after writing/printing the letter or can be done through digital means.

⭐ How do you address a formal letter?

A formal letter starts with the sender’s and receiver’s addresses and includes formal addresses to the receiver usually through words such as “Sir/ Ma’am”, “Dear Sir/Ma’am”.

⭐ Should I leave gap before beginning the first para in formal letter?

As per the latest convention of the format of writing a formal letter, there is no need to indent any part of the letter, including the first paragraph of the letter after the salutation.  The entire letter should be aligned to the left of the page, in the Full Block Style.

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IELTS Writing Task-1 Sample Formal Letters + Answers

IELTS Writing Task-1 Sample Formal Letters + Answers: IELTS formal letters are commonly asked topics in General Training Writing. These type of questions generally correspond to a person that you have never met, and you do not know their name.

In this lesson, you will learn how to write a perfect band 7+ answer using THREE sample letters and their model answers. We will adopt the following structure which has proven to be the most suitable for formal letters. Practice this structure on the PDF version of the IELTS Writing Task 1 answer sheet .

(a salutation)

Para 1- Say why you are writing to them

Para 2- Bullet point 1 + supporting details 

Para 3- Bullet point 2 + supporting details 

Para 4- Bullet point 3 + supporting details 

(a farewell note)

Yours faithfully ,

[Your Full Name]

You should spend about 20 minutes on this task. Write at least 150 words.

Sample Letter #1 – Complain about missing luggage

You recently took a plane to a holiday. On arrival, you found your luggage missing. You did not receive your luggage until the final day of your vacation. Write a letter to your airline: – Complain about the missing luggage – Tell the company why it caused problems – Seek compensation

RELATED: IELTS Writing Agree / Disagree Essay Topics

Sample Letter #2 – Local newspaper

You are unhappy about a proposal to make domestic airport bigger and increase the total number of flights. You live near the airport. Write a letter to local newspaper: – Explain where you live – Describe your problems – Give reasons why you do not want this development

Sample Letter #3 – Applying for job

The school library is seeking applications for a job over summer break. You want to apply for the job. Write a letter to the manager of the library: – Introduce yourself – Tell about your past experience and skills – Give reasons why you need that job

We hope that this complete overview of IELTS Writing Task-1 Sample Formal Letters and Answers will help you organize your writing better and ultimately fetch you a high band score.

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Write a Formal Letter in Five Easy Steps

Knowing how to write a formal letter is important for your academic and professional career. We’ve made formal letter-writing easy. All you have to do is follow the steps below.

Writing a Formal Letter Is Simple

• Write your name, contact information, and date.
• Add your recipient’s name and contact information.
• Then, move on to the greeting and the body.
• End your letter with a complimentary close.
• Send your letter.

What Is a Formal Letter?

A formal letter is a letter—or correspondence—written for a professional or academic setting.

Types of formal letters include:

• Cover letter
• Inquiry letter
• Legal letter
• Letter of intent
• Reference letter
• Resignation letter

As you can see, there are several reasons you may find yourself writing a formal letter . If you don’t know how to write one, don’t panic. Below, we’ll go over the five easy steps of writing a formal letter .

How To Write a Formal Letter

Formal letters are easy to write, all you have to do is follow these steps:

1. Write Your Name, Contact Information, and Date.

To start your formal letter , write your name, contact information, and date on the left-hand side of the paper. Skip a line before the date so that it looks like this:

2. Write the Recipient’s Name and Contact Information.

Add another space, and then the recipient’s name and contact information.

3. Write the Greeting and the Body.

After writing the date and the recipient’s contact information, open with a greeting. Formal letters begin with “Dear” and the name of the person receiving your letter. If you don’t know the name, write the job title or department. Only use “To Whom It May Concern” as a last resort.

The most common formal letter format is block style: single space and left justify each paragraph.

Dear Fiona Fernandez,

Note that the comma comes after the name.

When writing the body of a formal letter , remember to be brief and stick to the point, avoid contractions, and proofread your text. Regardless of what type of formal letter you’re sending, the last thing you want to do is send one riddled with errors.

If you want to be certain your writing is free of spelling and grammar mistakes, LanguageTool’s online editor can check your writing as well as offer stylistic improvements and formatting suggestions.

4. End Your Letter With a Complimentary Close, Your Name, and Signature

You’ll want to end your formal letter with a complimentary close. The most common complimentary close for a formal letter is “Sincerely.” Other closes include:

• Respectfully,
• With appreciation,

The comma comes after the complimentary close, and only the first word is capitalized. After the complimentary close, leave a space for your signature, and then type your name below it.

5. Send Your Letter

You can send your formal letter in multiple ways. One, by folding the letter into a stamped and addressed envelope and sending it in the mail. Or two, by sending it as an attachment in an email. Keep in mind that you may follow these same steps to write the letter as a formal email instead, without including the date and contact information.

Writing Formal Letters

There’s no way around it. Knowing how to write a formal letter is important. When the time comes, and you find yourself having to write one, just follow these steps to write an excellent formal letter.

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Home » English Composition » Letter Writing » Formal Letter Writing in English Format Topics Examples

Formal Letter Writing in English Format Topics Examples

Formal Letter Writing in English is one that is necessary to interact and communicate with others for official purposes. It can be written by one officer to another, a person, or persons to some officer of some public and private organization.

Formal Letter Writing in English is an important task for us in our day-to-day life. It is important for everyone to be able to write a formal letter writing in English. So, it is a must-know topic.

A Formal Letter  is also called an Official Letter .

What is Formal Letter Writing in English?

A formal letter is a type of official letter that works as written communication used for professional or official purposes, such as a business partner, government agency, or individual. The language used in a formal letter should be clear, concise, and professional.

Format of Formal Letter Writing

Maintain the format of formal letter writing in English that is described below

1. Sender’s Address:

The sender’s Address is on the upper right-hand side.

The date should be written just after the sender’s address in proper format as,

• 25 May 2021
• May 25, 2021
• 25th May 2021

3. Receiver’s Name and Address:

Put the receiver’s name & address just after the date.

4. Subject of the letter:

The purpose of writing the letter should be mentioned here. It is written just after the receiver’s Name and Address

5. Salutation:

Write the salutation In the left-hand corner just below the “body of the letter”.

6. Body of the letter:

Next, this is the most important part of the letter.

7. Subscription:

Below the body of the letter Subscription is written.

8. Name and Signature:

After the Subscription , the writer will write his/her name.

People also ask

Mode of Salutation and Subscription of Formal Letter Writing in English

The salutation and Subscription of a Formal Letter Written in English are important elements that may be expressed in the following way. The complimentary conclusion of a letter is called the  Subscription.  Study the following table for proper use of Salutation with a Subscription.

Common Topics and Types for Formal Letter Writing

For formal letter writing in English, the following topics are important and frequently found in different exams. So, the answers with examples of Formal Letter Writing in English regarding the topics are given below.

1. Job Applications

Crafting a compelling job application letter is essential when seeking employment. Learn how to showcase your qualifications and enthusiasm effectively.

2. Complaints

Addressing issues with a product or service requires a tactful approach. Discover how to construct a formal complaint letter that conveys your concerns.

3. Requests

When seeking information or assistance, knowing how to write a formal request letter can be invaluable.

4. Thank-You Letters

Expressing gratitude professionally can leave a lasting impression. Learn the art of writing formal thank-you letters.

5.  Letter to private or public offices.

Letter to private or public offices serves as a formal means of communication for various purposes, such as inquiries, requests, complaints, or official correspondence.

6. Letter to public servants or Officials by an Individual.

A letter addressed to a public servant or official of a business concern by an individual is a formal mode of communication often used to convey specific requests, concerns, or inquiries with clarity and professionalism

7.  Letter to Authority or Educational Institution.

A letter to an authority or educational institution serves as a means to formally address matters related to permissions, applications, or concerns, ensuring clear and respectful communication.

8.  Business Letters.

Business letters are a fundamental form of communication in the corporate world, facilitating professional correspondence between organizations, clients, and partners, covering topics such as proposals, agreements, inquiries, and more.

9.  Applying for situations.

Applying for situations refers to the process of submitting job applications or seeking opportunities, where individuals showcase their qualifications, skills, and enthusiasm to secure employment or positions in various fields

10.  Letters to the Editors of newspapers. ( it can be both formal and informal).

Letters to the editors of newspapers serve as a platform for readers to express their views, opinions, and feedback, whether in a formal or informal tone, addressing a wide range of topics, from social issues to personal anecdotes

Formal Letter Writing Examples with Topics

Formal letter writing examples provide practical templates and guidelines for crafting professional and effective letters for various purposes, ensuring clarity and correctness in communication.

1. Job Application Letter

[Your Name]

[Your Address]

[City, State ZIP Code]

[Your Email Address]

[Your Phone Number]

[Employer’s Name]

[Company Name]

[Company Address]

Dear [Employer’s Name],

I am writing to express my strong interest in the [Job Title] position at [Company Name], as advertised on [Job Posting Source]. With my [X years/months] of experience in [Relevant Industry/Field], I am confident in my ability to make a significant contribution to your team.

In my previous role as [Previous Job Title] at [Previous Company Name], I [briefly mention a key achievement or responsibility that aligns with the new position]. This experience has equipped me with [mention skills or qualifications relevant to the job].

I am particularly drawn to [Company Name] because of its [mention something specific about the company that appeals to you, such as its innovative projects, company culture, or mission]. I believe that my skills and enthusiasm align perfectly with your company’s values and goals.

Attached is my resume, which provides further details about my qualifications. I would welcome the opportunity to discuss how my experience and skills can benefit [Company Name]. Please feel free to contact me at [Your Phone Number] or [Your Email Address] to schedule an interview.

Thank you for considering my application. I look forward to the possibility of working with your team at [Company Name].

N.B – Customize the letter by replacing placeholders with your personal information and tailoring it to the specific job you are applying for.

2. Formal Complaint Letter

Subject: Formal Complaint Regarding Defective Product

I am writing to express my deep dissatisfaction with the [Product Name] I purchased from your company on [Date of Purchase] at [Store Location]. Since its purchase, the product has consistently exhibited a range of defects, including [briefly describe the main issues].

I have attached the purchase receipt for your reference and have taken great care of the product and followed the user instructions meticulously, making it evident that the issues are not due to mishandling.

I kindly request a prompt resolution to this matter. Specifically, I am seeking a replacement for the defective product and an improvement in the overall quality control process to prevent similar issues in the future.

I expect a response within [a reasonable timeframe, e.g., 14 days] to avoid further escalation of this issue. As a loyal customer, I hope we can resolve this matter amicably and uphold your company’s reputation for quality.

Sincerely, [Your Name]

3. Request for Information Letter

[City, State, Zip Code]

[Email Address]

[Phone Number] [Date]

[Recipient’s Name]

[Recipient’s Title]

Subject: Request for Information

Dear [Recipient’s Name],

I hope this letter finds you well. I am writing to request information regarding [specific information or topic] for [explain the purpose or context for the request].

[Provide a brief introduction or background information about your request, if necessary.]

The following details will increase my interest:

• [Specify the first piece of information you are requesting and any specific details or parameters related to it.]
• [Specify the second piece of information you are requesting and any specific details or parameters related to it.]
• [Continue with any additional pieces of information you are requesting.]

However, I understand that your company has a reputation. The company provides accurate and comprehensive information. Obtaining the information mentioned above is crucial for [explain why you need this information and how it will benefit you or your organization].

I kindly request that you provide the requested information at your earliest convenience. If there are any associated costs or fees for accessing this information, please inform me of the charges and the preferred method of payment.

Additionally, if there are any forms or documents that need to be completed for this request, please provide them, and I will promptly fill them out and return them to your office.

You can send the requested information to me via email at [Your Email Address] or to my postal address mentioned above. If you require any further clarification or have any questions about this request, please do not hesitate to contact me at [Your Phone Number].

I appreciate your prompt attention to this matter and look forward to receiving the requested information. Thank you for your cooperation.

[Your Signature] (if sending a hard copy)

4. Formal Thank-You Letter

Subject: Formal Thank-You Letter

I trust this letter finds you in good health and high spirits and I am writing to express my heartfelt gratitude for your invaluable support and assistance in [briefly describe the reason for your gratitude, such as a specific event or favor].

I am deeply appreciative of your [mention the specific action or support received] on [date or occasion], which had a significant impact on [describe the positive outcomes or benefits]. Your generosity and willingness to go the extra mile did not go unnoticed, and I am truly thankful for your kindness.

Your expertise and dedication have consistently contributed to [mention any positive results, accomplishments, or improvements] in our [mention the context or project], and I want to acknowledge the pivotal role you played in achieving these milestones.

I would also like to commend your [mention any personal qualities or attributes, such as professionalism, leadership, or attention to detail] that have consistently impressed me and others who have had the privilege of working with you.

Your support and collaboration have been instrumental in our shared success, and I look forward to continued opportunities to work together in the future. Your contributions are truly valued and have made a positive difference in my life and our [mention your organization or group].

Once again, thank you for your unwavering support and dedication. It is a pleasure to express my appreciation, and I hope to have the opportunity to reciprocate your kindness in the future.

If there is anything I can do to assist you in return or if you ever require my support, please do not hesitate to reach out to me at [Your Phone Number] or [Your Email Address].

Thank you, [Recipient’s Name], for being an exceptional [colleague/friend/partner], and please accept my sincere thanks for all that you have done.

I wish you continued success and happiness.

Q. Consider yourself to be the Branch Manager of a nationalized bank. Write a letter to one of the Savings Bank account holders reminding him that the balance to his credit has gone down below the statutory minimum.

No. UBI/Bel/202/10.2.19 From 10 February 2019 The Manager Punjab National Bank Northern Avenue Branch Belgachia, Kolkata-700 037

To Sri Mrinalkanti Sen 37 Aswini Dutta Road Belgachia, Kolkata-700 037

Sub: Savings A/c Deposit

This is to remind you that our computer records show that the latest balance to your credit in the Savings Bank Account No. 213005 stands at Rs. 405 00 only. May I remind you that the latest rules of all nationalized banks lay down that a savings bank account should have a minimum balance of Rs. 500’00 to its credit. I regret to inform you that you should make immediate arrangements to deposit in your account the amount needed or withdraw the balance for closing the account you have with us. This may please be treated as urgent.

Yours truly, S.K. Singh

Q. Write a letter to the civic authorities of the town you live in, asking them to adopt measures to eradicate mosquitoes in your area in the wake of a number of malaria cases reported there.

To The Chairman Serampore Municipality Serampore, Hooghly

Sub: Taking Steps for Eradication of Mosquitoes

Please allow me to bring the following to your urgent attention. Our locality near Mahesh in the district of Hooghly has been recently infested with mosquitoes. Within the last three weeks a dozen cases of malaria have been reported from the locality. Garbage thrown indiscriminately on both sides of the roads decomposes. It provides an ideal breeding ground for mosquitoes and flies. Drains choked with filth also contribute to the mosquito menace. I request you take immediate steps for the regular removal of garbage and desilting of the wayside open drains to prevent mosquito breeding in the area. Please note that unless urgent and efficient steps are taken to tackle the menace of malaria, it will become a serious threat to the residents.

Yours truly, Ranjan Ghosh

Q. Imagine yourself to be a guardian of a boy reading in a school. Write a letter to the headmaster of the school explaining the reason for your ward’s absence from school on a specific date.

Tapan Kumar Bagchi Dated, Dum Dum Cantt The 17th March 2004

To The Headmaster Purulia Sainik School Purulia

Sub: Reason for absence from the class.

With due respect, I beg to state that my son, Sumit Bagchi of Class XI of your institution, could not attend school from the 11th to the 16th instant owing to a sudden attack of fever. I, therefore, request you to kindly grant him a leave of absence for the days mentioned.

Yours faithfully, Tapan Kumar Bagchi

Q. Write a letter to a publisher ordering some books.

10 Taki Road Barasat May 10, 2019

To The Manager Progressive Publisher 555 College Row, Kolkata-700 009

Sub: ordering some books.

I shall be obliged if you send me the books named below per V.P.P. at your earliest convenience. I am sending a money order for Rs. 500 (Rupees five hundred only) in advance today to cover a portion of the price and postage. Please note that if there is any amount due to you in excess of Rs. 500’00 it will be sent to you by another money order immediately after the books reach me.

Thanking you.

Yours faithfully, Saugata Roy

Q. Anup Roy sees the advertisement below in The Telegraph and decides to apply for the job. Write the application on behalf of Anup Roy.

COACHING INSTITUTE at BEHALA

Requires part-time Tutors for primary/middle classes. Graduates/undergraduates with excellent academic records can apply. Write to Behala Tutorial.

Anup Roy 16 LA bony Estate, Salt Lake 16th Feb. ’04

To Behala Tutorial Behala Chow Rasta, Behala

Sub: Application for the post of Tutor.

In response to your advertisement in The Telegraph dated 15th of Feb. 19, I wish to submit my application for the post of a tutor for primary classes. I am doing my graduation (B. Sc.) and have taught primary school children earlier. I hope my interest in teaching, and previous experience in the field will stand me in good stead as an applicant for the job. I enclose my biodata for your consideration.

Yours faithfully, Anup Roy

Q. Write a letter (between 120 and 150 words) to the editor of an English newspaper about the nuisance of bursting crackers during festivals, particularly during the Kali Puja.

SUSHIL CHOWDHURY 67 Bose Para Lane, Kolkata-700 023

To The Editor The Statesman 4 Chowringhee Square, Kolkata-700 001

Sub: the nuisance of bursting crackers during festivals

The sound of crackers has become a veritable nuisance nowadays. It can be heard anywhere suggesting various feelings and emotions of the people. The crackers are burst to express jubilation () at a victory either in games or in politics. They are exploded during festivals. They have become a part and parcel of any festival, as it were. Particularly during the Kali Puja loud ear-splitting sound of crackers can be heard everywhere. Those who burst such crackers seem to have no concern for the ailing and the old and, particularly, for those suffering from heart troubles. There is every danger of one becoming deaf by such loud explosions. heart patient may even die because of it. Little children. become afraid and begin to cry when they hear a cracker burst. On the Kali Puja night, this terrible noise continues for hours together.

I would like to draw the attention of the Home Minister through your esteemed daily to this menace (45) so that something concrete is done immediately to stop this practice of bursting crackers.

Yours faithfully, S. Chowdhury

Importance of Formal Letter Writing in English in the Digital Age

In an era dominated by digital communication, the effort put into a well-crafted formal letter can set you apart from others. It demonstrates professionalism and attention to detail, which are highly valued qualities.

Some Common Examples of Formal Letter Writing in English

The following examples of Formal Letter Writing in English are very common for day-to-day use and are also found in different exams.

Leave of absence for marriage ceremony

1. Q: Write a letter within 100 words to the Headmaster/Headmistress of your school seeking leave of two days for the purpose of attending the marriage ceremony of your elder sister.

To The Headmaster, Hijli High School Kharagpur Paschim Medinipur

Subject: Prayer for granting leave.

Respected Sir,

I am Sausamya Acharya, a student of Class-IX, Sec-A of your school. The marriage ceremony of my elder sister is going to be held on 04.08.2022. On this occasion, I like to have a leave for two days i.e. 04.08.2022 and 05.08.2022 to help my father.

Hope you will consider my prayer favorably and grant the leave for two days as prayed.

With regards,

Yours obediently, Sausamya Acharya Date: 02.02.2022

Provide the benefit of the warranty for the mobile set.

2. Q: Write a letter to the owner of MK Electronics Kolkata to provide you with the benefit of the warranty for the mobile set which you bought from this shop just 2 months before.

From Ambish Talukdar 67 Bose Para Lane, Kolkata-700 023

10th June 2022

To MK electronics Badabazar Kolkata 700001

Sub: Provide the benefit of the warranty for the mobile set.

I am writing to request your assistance with an issue I am facing with a mobile set that I purchased from your shop two months ago. The mobile set has developed a fault, and I would like to avail the benefit of the warranty that came with the device.

I would like to request that you kindly provide me with the necessary support and assistance to resolve this issue. A copy of the purchase receipt is enclosed herewith, which I hope will help in expediting the process.

I have been a loyal customer of your shop for many years and have always been satisfied with the quality of your products and services. Therefore, I am confident that you will help me resolve this issue and ensure that I continue to remain a satisfied customer.

Thank you for your attention to this matter. I look forward to hearing back from you soon.

Yours sincerely, Ankita Mandi

To the owner of the Bookshop for finding the lost book.

3. Q: Suppose you bought a book from a bookstore. By mistake, you left it there instead of bringing it back with you. Providing details of the book and its author, write a letter within 100 words to the owner of the store to find the book and keep it until you come to collect it.

To The Manager Bichitra Book Shop Panskura Purba Medinipur

I am Satish Maity. I bought a copy of English Grammar by Wren & Martin from your shop yesterday i.e. 12.03.2021 against proper Cash Memo. You packed the book and placed it on the counter. I made the payment but turned round to respond to a friend’s call and walked off with him leaving the book on the counter table itself. Kindly keep aside the book. Next week I am going to Panskura again. I will show to you my cash receipt to take delivery of the book.

Thanking you,

Yours faithfully, Satish Maity Date: 13.03.2021

Address : Satish Maity Uttar Mechogram Panskura Phone: 9123114929

To the O.C. about the growing burglary and snatching in the locality.

Q. Write a letter to the Officer-in-charge of a local Police Station informing him of the growing burglary and snatching in the locality.

To The O. C. Keshpur P. S. Keshpur, Paschim Medinipur

Subject: Growing burglary and snatching in the locality.

Sir, I am writing to express my deep concern about the recent incidents of snatching and burglary in our community. As a resident of this area, I feel it is my responsibility to bring these issues to your attention and urge you to take immediate action to address them.

Over the past few weeks, there have been several reports of individuals being robbed while walking alone at night, and of homes being broken into and valuable items being stolen. These incidents have left many of us feeling unsafe in our own community, and we fear for our own safety and the safety of our families.

I urge you to take these incidents seriously and to increase patrols in the affected areas. We need a strong police presence to deter criminals and catch those who are responsible for these crimes. Additionally, I believe it would be helpful if the police could provide the community with safety tips on how to avoid becoming a victim of these crimes.

We are counting on you to take action and make our community a safer place to live. Please keep us informed of any developments in the investigation, and let us know what steps are being taken to prevent future incidents.

Thank you for your attention to this matter.

Sincerely, Ariket Hait

Reporting to the O.C for a lost bicycle

4. Q : Suppose you have lost your bicycle. Write a letter to the Officer-in-Charge of the local police station, reporting the loss. Give him the following points of information about the loss: (a) date and time of the loss, (b) description of the area from where the bicycle was lost, (c) trademark or name or any other identifying mark of your bicycle, (d) condition of your bicycle.

To The O. C. Arambagh P. S. Arambagh, Hooghly

Subject: A bicycle lost or theft.

This is to inform you that my bicycle was stolen at 7 PM. on the 12th of January at Bagnan supermarket. I set my cycle aside against a light post in front of the market. But just after shopping at a stationery shop, I found my cycle missing. I searched every nook and corner but failed to trace it. It was a ‘Hero’ bicycle of green colour, and it was almost in new condition as I bought it only a month ago. Of course, I regret to say that I do not remember the long number engraved on the cycle. Please look into the matter and do the needful.

Yours faithfully, Arindam Bose (Date and address)

To the Bank manager about educational loans .

5. Q: Write a letter to the manager of a local nationalized bank to offer you an educational loan for your higher education.

Panchnantala Jhargram May 10, 2021

To The Manager State Bank of India Panchnantala Branch, Jhargram-721507

Sub: Educational loans for higher education

Dear Madam,

I am writing to express my interest in obtaining an educational loan from your esteemed bank. I am a recent graduate and have been accepted into a reputable institution to pursue higher education in my chosen field. However, the cost of tuition and living expenses is beyond my current financial means.

I would like to request an educational loan to cover these expenses, as your bank’s educational loan program would be an ideal option for me.

Your bank’s policies and procedures have been thoroughly researched by me and your interest rates and repayment options are reasonable and affordable.

I am confident that I will be able to repay the loan in full once I have completed my education and secured a stable source of income. I am committed to achieving academic success and making a positive contribution to society.

Thank you for considering my request for an educational loan. I look forward to hearing from you soon.

Yours sincerely, Kamal Murmu

T o issue a duplicate bank passbook.

6. Q: You have lost your bank passbook. write a letter to the manager of the bank requesting him to issue a duplicate passbook.

Maniktala Paschim Medinipur May 10, 2021

To The Manager Punjab National Bank Maniktala Branch, Paschim Medinipur-722300

Sub: Issue a duplicate passbook.

Dear Sir/Madam,

I am writing this letter to request you issue a duplicate passbook for my savings account with your bank. Unfortunately, my original passbook has been lost, and I am in dire need of a new one.

I would be grateful if you could provide me with a new passbook at your earliest convenience. It is essential for me to keep track of my account transactions, and the passbook is the most convenient way to do so.

Please let me know if there are any formalities that I need to complete to obtain a duplicate passbook. I am ready to provide any necessary documents to authenticate my request. If possible, kindly expedite the process to avoid any inconvenience on my part.

Thank you for your prompt attention to this matter. I appreciate your assistance in this regard.

Yours sincerely, Suman Mahato

Letter of Complaint to a Postmaster

7. Q: A letter of complaint to a Postmaster about the misdelivery of letters :

Answer: To The Postmaster, Tamluk Post Office, Midnapur.

Subject: Complaint about the misdelivery of Letters

I am sorry to inform you that I have not been receiving my letters regularly for the last few weeks. This has obviously become a cause of great inconvenience to me. Lately, I discovered that most of the letters addressed to my firm at 2, N. S. Road, Vivekananda Nagar, Tamluk had been delivered at the Vivekananda Nagar High School. I think this is due to some sort of confusion on the part of someone in the Post Office.

I hope, you will kindly investigate the matter and take the necessary steps for the delivery of my letters to the right address.

Yours faithfully, Sujan Bari

2, N. S. Road, Vivekananda Nagar Tamluk

Application for a duplicate ration card

8. Q: Write an application for a duplicate ration card. Answer:

To The Rationing Officer, Bankura Zone, Bankura.

Subject: For Issuing a Duplicate Ration Card

I beg to inform you that unfortunately, I have lost my Ration Card (No. 261/85). In the absence of the card, I cannot draw my weekly quota of wheat and sugar. The card is also needed for establishing my identity. Kindly issue a duplicate ration card in my name. I am ready to pay the necessary fee (if any). I shall be obliged if you expedite the issue of the duplicate card prayed for.

Thanking You,

Yours faithfully, Ajoy Das Bagnan Howrah 3rd Feb 2021

Letter to the Chairman of the Municipality

9. Q: A letter to the Chairman of the Municipality, drawing his attention to the insufficient streetlights in your town. Give emphasis on the following points:(a) Population increase(b) Poor maintenance of streetlights(c) Feeling of insecurity in the dark.

Answer: To The Chairman, Panskura Municipality Panskura Purba Medinipur

Subject: About the insufficient streetlights in our town.

The town we live in has fast grown in importance since independence. The population at present has crossed five lakhs. It has now become an important district town of W. Bengal.

It is a pity that, despite having one of the oldest municipalities in W. Bengal, the town has few amenities to offer, and its civic life remains as drab, as before. Among the drawbacks, the town looks cheerless after dusk with dim streetlights few and far between. Some of the posts have their bulbs missing for a long time, creating a deep pool of darkness at night. Moreover, most of the lanes and by-lanes are left without any lampposts. All these lead to a sense of insecurity amongst people who often fall victim to snatching and theft. The situation is very disgusting, and I feel the interest of the taxpayers is not being properly looked after. I request you to kindly investigate the matter and install sufficient streetlights in the town.

Yours faithfully, Samir Dey Date: Place:

To the Chairman of Municipal Corporation for setting up a park.

10. Q: Write a letter to the mayor of your municipal corporation about setting up a park in your area in 150 words.

To The Chairman Bagnan Municipality Bagnan, Howrah

Sub: About setting up a park in our area

I am writing to bring to your attention the need for a park in our area. As you may know, our locality has been growing rapidly, and with the increase in population, the need for green space has become more pressing than ever.

A park would not only provide a much-needed recreational space for the residents of our area, but it would also help in preserving the environment and improve the overall quality of life. With the growing concern for pollution and the effects of urbanization, the presence of a park would go a long way in ensuring a cleaner and healthier environment for everyone.

I would like to request that you consider setting up a park in our area, and I would be more than happy to help in any way possible. I believe that with your support, we can work towards making our area a better place to live.

Thank you for your time and consideration.

Sincerely, Tarak Bhunia

The civic head to organize a blood donation camp.

11. Q: Write a letter to the Civic head of your locality seeking permission to organize a blood donation camp in your club.

From Milani Sangha Tamluk Purba Medinipur

15th Feruary 2020

To The Chairman Tamluk Municipality Tamluk, Purba Medinipur

Sub: seeking permission to organize a blood donation camp

I am writing to request permission to organize a blood donation camp in our club, located in Maniktala. Our club aims to contribute to society in meaningful ways, and we believe that organizing a blood donation camp is a valuable opportunity to save lives and support the community.

We would like to hold the blood donation camp on 25th Feruary 2020, from 8:30 am to 2:30 am. Our club will collaborate with a reputed blood bank to ensure that all necessary arrangements are in place for the successful organization of the camp. The camp will be open to all individuals who wish to donate blood and contribute to a noble cause.

We assure you that all COVID-19 safety protocols will be strictly adhered to during the blood donation camp, and we will work with the relevant authorities to ensure that the camp is conducted in a safe and responsible manner.

We kindly request you grant us the necessary permission to organize this event, and we are happy to provide any additional information that you may require.

Thank you for your consideration.

Sincerely, Subhas Adak

Medical Officer of the local hospital to establish an oxygen storehouse.

12. Q: Write a letter to the medical officer of the local hospital to establish an oxygen storehouse on the premises of the hospital that will help needy people in Crisis, especially during the life of Pandemic situation in about 150 words.

To The Medical Officer Bankura Medical College & Hospital Bankura

Subj: To establish an oxygen storehouse

I am writing to express my concern about the current COVID-19 crisis and the need for more support for patients requiring oxygen. As you may be aware, the demand for oxygen cylinders has skyrocketed due to the recent surge in cases, and many patients are struggling to get access to this life-saving resource.

To address this issue, I would like to suggest that a dedicated oxygen storehouse be established on the premises of the hospital. This would not only ensure a constant supply of oxygen to the patients in need, but it would also help in reducing the burden on the existing resources.

Given the critical nature of this situation, I urge you to take this matter seriously and explore the feasibility of setting up such a storehouse. I am willing to offer any support required to make this happen, and I believe that together, we can make a significant impact in helping people in need.

Thank you for your time and attention.

Sincerely, Avik Banerjee

Librarian for a lost library card

13. Q: You have lost your library card. Write a letter to the librarian of your school requesting him to issue a duplicate card in your favor.

Answer: To The Librarian, Mitra Institution (Main), Surya Sen Street, Calcutta-700 009.

I am sorry to inform you that Monday last when returning home from school, I fell asleep on the bus. When I woke up, I found the bag that contained not only a number of my textbooks and exercise copies but also my school library card, missing. I report this loss to you immediately after the incident happened so that none can misuse the card. My request you is to issue a duplicate of the lost card, which was in the name of Ramakant Ganguli, Class X, Roll No. 12, Mitra Institution (Main). I give you my word that future I shall be more careful with my duplicate card.

Yours faithfully, Rajatkanti Ganguly, (Student of Class X,) Section B, Roll No. 12,

Rajatkanti Ganguly 33, Acharya Prafulla Chandra Road Calcutta-700022 January 07, 2020

For the construction of a cycle shed.

14. Q: Write a letter to the Head of your institution praying for the construction of a cycle shed.

To The Headmaster, Harihar Baidya Niketan Chuchura, Hooghly

Sub: Construction of a Cycle-shed

We, the students of your institution, beg most humbly and respectfully to approach you with the following proposal in the favor of your kind and sympathetic consideration. Most of the students come from areas four or five km away from the institution and we come by bicycle. As there is no cycle shed, we keep our bicycles in the corridors. This obstructs the free movement of students and teachers along the corridors. Some of us keep cycles in the common room, which causes great inconvenience to other students to pass their leisure. Some of us keep cycles in the open-air campus and cycles are stolen away occasionally.

Under such circumstances, we request you take the necessary steps for constructing a cycle shed where we can keep our cycles safely.

Yours faithfully, Sabuj Maity Class – x Dated: 02-04-2012

To the O.C. for theft in the locality

15. Q: A letter to the O. C. complaining of thefts in your locality :

To The Officer-in-Charge, Ghatal Police Station Paschim Medinipur.

Sub: Complaint against theft

We, the inhabitants of Ghatal and the neighboring villages, are of late living in great trouble. This is due to the activities of some thieves in our locality, We cannot feel secure. Almost every night some thieves burgle one house or the other. It seems that they roam about in this area all night long watching for an opportunity for their misdeeds. As a result, sleeping at night has become a risky affair. We have to pass Sleepless nights in great anxiety and suspense. There are some known culprits in this locality. There is every probability that they are acting as ring leaders of the gangs of burglars.

In these circumstances, I hope you will kindly take immediate and effective steps to put a stop to this menace and restore a feeling of security among the villagers.

Yours faithfully, Anand Mukherjee

Kushpata Ghatal December 02, 2020

Letter to B.D.O. for Scarcity of drinking water

16. Q: Write a letter to the B.D.O. complaining about the scarcity of drinking water in your area.

To The B.D.O. Panskurs I P.O. Panskura Dist. Purba Medinipur

Sub: Scarcity of drinking water

We, the villagers of Panskura, beg most respectfully to state that we live in a flood-stricken area, and we are facing great hardship for want of pure drinking water after the recent flood. More than five thousand people live in our locality. All the tube wells are submerged in floodwater and as a result, the drinking water has become unhygienic. But no step has yet been taken by the Government for sinking new tube wells. Even halogen tablets have not yet been supplied by the workers of the Health Department for taking the drinking water pure and free from pollution. As a result, an epidemic may break out at any time. We hope that you would take the necessary steps to solve this problem as early as possible.

Yours faithfully, Ashis Patra Panskura

Head of the institution about Overcrowded classrooms.

17. Q: Write a letter to the Head of your institution about the difficulties you face every day in the overcrowded classroom. Answer: To The Headmaster XYZ School Kalkal, Bardhhaman

Sub: Over-crowded classroom

Most respectfully, I, on behalf of the students of class X Arts of your institution, like to draw your attention to the following facts. We face great difficulties every day in our overcrowded classroom for X ( Sec -A). Our class constitutes of 150 students, but we have only twenty benches and each bench cannot accommodate more than five students, sometimes six or seven students have to share a bench. As a result, when we try to take down the class notes, we must elbow one another, and we cannot write. Some others stand by the windows. In summer, overcrowding causes suffocating conditions and we find it impossible to remain in class.

Under such circumstances, we request you to decide for splitting our class into two sections for academic interest.

Yours faithfully, Mihir Mahato Kalka 14/04/2020

The bad condition of roadside public toilets.

18. Q: Write a letter of complaint to the KMDA against the bad condition of roadside public toilets.

Answer: Anandanagar, Beltala North 24 Parganas 12.06.2019

To The Chairman KMDA Kolkata

Sub: Bad condition of public toilets.

This is to draw your kind notice to the following fact for Roadside public toilets are now in a pitiable condition.

People in rush hours extensively use them. But these toilets are not properly maintained. They are left unclean. The toilets are not washed daily. Very often water runs short. Water alerts give out a foul odor. It vitiates the atmosphere. The toilets often throw the fag-ends of bidis, and cigarettes there. As a result, the arrangement inside the toilets is not at all good. Besides, people, the drainage system does not work well. Both the caretakers of the toilets and people who use them are totally callous to the condition. The net outcome is the sufferance of the users. Besides, most of the toilets are not built scientifically. Again, some of them are in bad shape. The toilets are not roofed too. During rainy days people suffer much. This is the picture.

Hence, I earnestly appeal to you to make a positive move to better the condition of the toilets in the interest of the common people.

Thank you, Yours faithfully, Sanjoy Ghosal.

Postmaster for changing address

19. Q: Write a letter to the postmaster informing him of your change of address.

Answer: Mamata Barui. C/o, Bishu Barui Anandanagar North 24 Pgs. 1st October 2017

To The Postmaster Anandanagar P.O. North 24 Parganas

Sub: Change of address

I would like to inform you that our family has recently shifted from Belurhuri to Anandanagar, North 24 Parganas. Both addresses are under your postal zone. Hence, I earnestly request you redirect all our family letters to our new address. Please note our change of address and instruct your postman accordingly.

Thank you. Yours faithfully, Mamata Barui

Response to the Advertisement.

20. Q: A reputed coaching center has given offering tuition in different subjects of H. S. course in English daily. You are interested in seeking admission in application in response to the coaching center. Now write in response to the advertisement.

Answer: Udhampur, Nadia 12 August 2019

To The Director Ideal Coaching Centre Kankurgachi South 24-Parganas

Sub: Application for Private Coaching.

In response to your advertisement in the Statesman, dated 25th July 2019, I am writing this letter. I intend to get the benefit of coaching in your institution of repute. I want to avail myself of coaching in all science subjects you offer being a running H. S. student in the science stream. I’m a student of Vani Vidyapith. I shall be highly obliged if you let me know the fee, duration of the coaching, and other necessary details about this I am looking forward to your reply.

Yours faithfully, Binoy Saha.

Sale of cut fruits and exposed foodstuff

21. Q: Write a letter to the Editor of an English newspaper expressing your concern about the sale of cut fruits and exposed foodstuff from the wayside stalls.

Answer: Srirampur, Googly 24.09.2019

To The Editor The Statesman Kolkata-1

Sub: Sale of exposed foodstuff.

I request you to give expression to my concern about the sale of cut fruits and exposed foodstuff from the wayside stalls of our town.

The sale of cut fruits and uncovered food from the wayside stalls is a common practice today. Dirt, dust, and filth settle on these things. They are hardly covered. The vehicles pass and dust particles heap on the food items. Besides, most of the mobile stalls are beside the filthy drains. People crowd before these stalls. The drains are the breeding grounds of flies and mosquitoes. As a result, the consumers of these food items fall victim to many air-borne and water-borne diseases. There is a law against the open sale of food. But it is not operative here. Hence the letter. I feel that the law alone can’t solve the problem. Mass consciousness is a must. So, I warn people in general of the adverse effect of open food and request the administration to take some positive moves in this respect. The sooner, the better.

Yours faithfully, S. Dhar.

High prices of things.

22. Q: Write a letter to the Editor of a newspaper about the high prices of things.

Answer: Dhaniagori, Birhata Nadia. 30 July 2019

To The Editor The Statesman 4, Chowringee Square Kolkata – 700 001

Sub: High prices of things.

I shall be highly obliged if you kindly allow me to enter a protest in your esteemed daily against the fabulous price hike the unprecedented price hike in recent years is the gravest problem of the country.

With the continual price rise of essential commodities, the common people of our country are highly affected. The retail prices of rice, dal, vegetable, potato, and edible oil going up by leaps and bounds. The price hike comes to such a pass that even middle-class people find it extremely difficult to maintain a family. Obviously, the poor are the worst victims. They are to pass their days in extreme misery. We think the govt. should act sensibly to overcome this crisis. The rationing should be made more effective and efficient in the interest of the common people. Again, the stockists and hoarders that have grown an unholy nexus with dishonest political leaders must be penalized. Drive against black marketing must be made more momentous. Anyway, the price rise must be brought down. The sooner, the better.

Yours faithfully, Amal Adak.

Menace of street dogs

23. Q: Write a letter to the Editor of a newspaper complaining about the menace of street dogs in your locality.

Ranibandh, Bankura 8 August 2017

To The Editor The Telegraph 4, Chowringee Square Kolkata-700 001

Sub: Menace of street dogs.

I shall be highly obliged if you kindly allow me a little space in your esteemed daily for drawing the attention of the authority concerned to the menace of street dogs in our local- Stray dogs have become a great problem in our area. They are found multiplying every year. They occupy the footpaths and often slip into people’s kitchens unawares. Every year many persons die of hydrophobia. Besides, these street dogs carry foul germs of many fatal diseases like rabies. Obviously, we are exposed to danger from them. It is high time that viable measures should be taken to check the growth of unhealthy conditions. Stray dogs should be shifted to the pounds which are to be established in large numbers. The corporation should be more active in respect of catching mad and rogue dogs. The sooner, the better.

Yours faithfully, Arnab Mitra.

The wastage of potable water

24. Q: Write a letter to the Editor of an English daily urging civic authorities to take steps against the wastage of potable water.

Answer: Alikandu, Berajole Howrah 8 October 2017

To The Editor The Statesman Kolkata-700 001

Sub: Wastage of potable water.

I shall be highly obliged if you kindly publish this article Needless to say, water sustains life. But experts say that sources of potable water are going to be scarce in near future. The unthought-of use of drinking water for irrigation and domestic purposes contributes to the shortfall. Science warns us that the underground water layer has considerably gone down. Scientists urge people not to misuse water. For, every precious drop saves life. But it is a pity that people often indulge in wasting water wantonly. Very often, the street taps are on. It seems we are dead callous to the gravity of the problem. Hence, we draw the attention of the civic authorities to this problem and ask for strict measures against the wastage of potable water.

Yours faithfully, Sarama Bhowmick.

The bad condition of public roads

25. Q: Write a letter to the Chairman of your Municipality drawing his attention to the bad condition of the public roads and requesting him to adopt effective measures to check it.

Answer: Santragachi, Howrah 29 August 2017

Sub: Bad condition of the Public Road.

This is to bring your kind notice to the following fact for information and your timely action. The main road of our town is in a deplorable condition. This road is used by a great number of people every day. There is also a formidable pressure of vehicles on it. Naturally, it has developed cracks and holes here and there. Owing to poor maintenance the surface has lost its pitch. During the rains, they are filled with water and create immense trouble to potholes the pedestrians. Again, when streetlights go out, we are to face untold suffering. Several accidents have already taken place. A major casualty may happen at any time. The road requires urgent repair.

I hope that the competent authority will see to the condition of the road and take prompt action in the interest of the people.

Yours faithfully, Pranab Dutta.

FAQs on Formal Letter Writing in English

What is the primary purpose of a formal letter.

A formal letter serves to communicate professionally and officially. Its purpose can vary from making requests to expressing opinions or initiating correspondence.

Is it necessary to include a handwritten signature in a formal letter, or can I use a digital signature?

While a handwritten signature adds a personal touch, digital signatures are acceptable in many formal contexts, especially in digital communication.

How can I address a formal letter if I don’t know the recipient’s name?

If you don’t know the recipient’s name, you can use a generic salutation such as “To Whom It May Concern.”

Are there specific rules for formatting a formal letter on email compared to a physical letter?

Email formal letters follow similar formatting rules as physical letters, with the sender’s and recipient’s addresses, date, salutation, body, closing, and signature. However, email letters are generally more concise and to the point.

What should I do if I receive no response to my formal letter?

If you don’t receive a response, you may consider sending a follow-up letter or contacting the recipient through alternative means to ensure your message is received and acknowledged.

Now that you’re well-equipped with the knowledge of formal letter writing in English, you can confidently compose impactful and professional letters for various purposes. Remember to adapt your tone and style according to the specific context and audience. Happy writing!

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Format of a Formal Letter

Help with formatting formal and business letters. A summary of writing rules including outlines for cover letters and letters of enquiry, and formal abbreviations.

How to Write a Formal Letter

There are times in life when you will probably want to write a formal letter instead of an informal letter or email. These include cover letters for job applications, letters of enquiry, letters of resignation, legal correspondence and many more. In these situations it's important that you follow the expected format.

Use a formal letter format

Layout is a crucial aspect of professional writing. It sets the tone and communicates the seriousness of the content within.

The Power of Proper Formatting: The layout of your letter speaks volumes! Ensure it's professional and communicates your message effectively.

The example formal letter shown below shows you a general outline for a formal or business letter. Further information about each part can be found after the image.

English Writing Skills

Our writing skills section offers key insights, tips, and exercises to enhance your skills. Discover how to harness the power of the written word to effectively express your ideas.

Follow formatting rules and conventions

When writing a formal or business letter, there are certain rules and conventions that need to be followed. These rules ensure that the letter maintains a professional tone and is easily understood by the recipient.

You must try to write as simply and clearly as possible, and avoid making the letter longer than necessary. Remember not to use informal language like contractions.

Keep your letter's content concise, clear, and relevant. Every word counts!

How to start a formal letter

The return address should be written in the top right-hand corner of a formal letter. This will usually your address, but could be any other address to which a reply should be sent.

Add the address of the person you are writing to. The recipient's address should be written on the left, often starting below your address. If you are going to print and post the letter using a windowed envelope, make sure you align this address with the clear plastic window.

There is no strict rule about the placement of the date, but it can be placed on either the left or right side of the page after the recipient's address. Write the month as a word.

The tip to starting a formal English letter is to greet the person you're writing to in the correct way. This is known as the 'Salutation'. If you know the name of the person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including their title. Remember, try not to be too informal or casual.

Salutations Set the Tone! - Greet your recipient appropriately, whether you know their name or not.

a) If you do not know the name of the person you are writing to, use the following form (it is always advisable to try to find out a name):

Dear Madam, Dear Sir, Dear Sir or Madam,

b) If you know the name , use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the family name only. If you are writing to a woman and do not know if she uses Mrs or Miss , you can use Ms , which is for both married and single women.

Dear Mr Jenkins, Dear Ms Hamers, Dear Mrs Hutchins, Dear Miss Davis, Dear Dr Green, Etc.

In the past, English formal letters had a variety of intricate salutations based on the social status and relationship between the writer and the recipient. For example, letters to clergymen might begin with "Reverend Sir" or "Most Worthy Sir."

If you want help with writing any kind of letter, please feel free to ask us in our discussion forum. Our teachers and experts will be able to help answer any questions you might have.

How to write the letter body

The body content should be clear, concise, and relevant to the purpose of the letter. It should not include any unnecessary information or informal language.

Be direct and try to keep it as brief as possible, often between three or four paragraphs in total.

The first paragraph should be kept short and is designed to introduce you and to state the purpose of the letter- to make an enquiry, complain, request something, etc. The paragraph or paragraphs in the middle should contain the relevant information behind the writing of the letter. Most letters in English are not very long, so keep the information to the essentials and concentrate on organising it in a clear and logical manner rather than expanding too much. The last paragraph should state what action you expect the recipient to take- to refund, send you information, etc.

How to end a formal letter

Just as there are conventions about creating the salutation, there are also rules about how you close or sign-off your letter. If you do not know the name of the person, end the letter using 'Yours faithfully'. If you know the recipient's name, use 'Yours sincerely'.

Sign your name, then print it underneath your signature using capital letters (or type it). If you think the person you are writing to might not know whether you are male of female, put your title in brackets after your name. Optionally, it can also be helpful to include your phone number and email address.

Now that you've completed the first draft, read if over from start to finish and check for any errors in grammar and spelling. Make sure it reads well and that the recipient will understand what the letter is about.

Proofreading is Key! - Before sending, always check for errors. A well-proofed letter showcases attention to detail.

In the 18th and 19th centuries, it was common for formal letters to have long and ornate closing statements. An example might be: "I remain, Sir, with the most distinguished consideration, your most obedient servant."

Free formal letter template download:

This sample formal letter template can be a useful tool for ensuring that all necessary information is included in the correct format.

Abbreviations Used in Letter Writing

There are several abbreviations that are commonly used in professional letters. From "AKA" to "TBD", getting to know these common abbreviations will help to keep your letters sharp.

Outline: A Cover Letter

A cover letter accompanies your CV or resume when applying for a job. It should include information about the applicant's qualifications, experience, and interest in the position. This is a simple formal letter example that uses a fairly conventional layout of the paragraphs.

Opening Paragraph Briefly identify yourself and the position you are applying for. Add how you found out about the vacancy. Paragraph 2 Give the reasons why you are interested in working for the company and why you wish to be considered for that particular post. State your relevant qualifications and experience, as well as your personal qualities that make you a suitable candidate. Paragraph 3 Inform them that you have enclosed your current CV and add any further information that you think could help your case. Closing Paragraph Give your availability for interview, thank them for their consideration, restate your interest and close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is sent when you are approaching a company speculatively, that is you are making an approach without their having advertised or announced a vacancy. It's an example of a basic business letter, and should include information about the applicant's qualifications, experience, and interest in the company.

Opening Paragraph Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you are seeking, why you are interested and how you heard about them. Paragraph 2 Show why their company in particular interests you, mention your qualifications and experience along with any further details that might make them interested in seeing you. Paragraph 3 Refer to your enclosed CV and draw their attention to any particularly important points you would like them to focus on in it. Closing Paragraph Thank them, explain your availability for interview and restate your enthusiasm for their company and desire to be considered for posts that might as yet be unavailable.

What is MLA letter format?

This refers to the guidelines recommended by the Modern Language Association for writing and formatting letters in a uniform and professional manner. This format is commonly used in academic settings, such as when writing cover letters for research papers or submitting correspondences to scholarly journals.

The primary purpose of following MLA format is to ensure clarity, consistency, and proper organisation in written communication. The format includes specific guidelines for elements such as the heading, date, recipient's address, salutation, body paragraphs, closing, and signature. By adhering to these guidelines, writers can effectively convey their ideas while maintaining professionalism and adhering to academic standards.

More information: Using MLA Format

What is APA letter format?

The APA format recommended by the American Psychological Association is a standardised way to structure and present written correspondence in the field of psychology and other social sciences. It outlines specific guidelines for fonts, margins, spacing, and citation style to ensure consistency and clarity in academic communication.

This format is widely used in research papers, professional letters, and manuscripts, aiming to provide a cohesive and professional appearance. The format emphasises readability and organisation by including a clear heading, concise and formal language, and proper referencing. Additionally, it includes specific guidelines for the placement of addresses, dates, salutations, subject lines, body paragraphs, and signatures, allowing writers to maintain consistency and professionalism in their correspondence.

Overall, the APA format serves as a tool to enhance communication within the academic community and ensure that ideas and information are conveyed accurately and effectively.

More information: Using APA Format

What is Chicago letter format?

Chicago letter format is a specific style of formatting business letters that is commonly used in the United States. It follows a set of guidelines to create a professional and visually appealing document.

The format typically starts with the sender's contact information, including the name, address, phone number, and email address. This is followed by the date on which the letter is written, and then the recipient's contact information, including their name, title, company name, and address.

An appropriate salutation is used to address the recipient, after which the body of the letter is typically divided into paragraphs, with each paragraph conveying a distinct idea or point. It is crucial to maintain a polite and formal tone throughout the letter.

It is common to include a complimentary closing, such as "Sincerely" or "Best regards," followed by the sender's name and title. Lastly, the sender's initials may be included, along with any enclosures or attachments.

The Chicago format ensures that business correspondence is clear, organized, and professional, allowing for effective communication between parties.

More information: The Chicago Manual of Style Online

Final Thoughts

We hope you have found this comprehensive guide useful. Mastering the art of writing this type of letter is an essential skill in both professional and personal contexts. The ability to communicate effectively and appropriately through a formal letter can open doors and facilitate important conversations. By understanding and applying the principles outlined here, you can ensure your formal letters are clear, concise, and convey your message effectively.

Remember, practice makes perfect! - The more you write, the better you'll get. So, keep practicing and refining your skills.

Enjoy a seamless learning experience without interruptions from advertisements.

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What is a letter?

Types of letters, difference between formal letter and informal letter, why is letter writing as a tool essential.

• Solved examples of letters

Unsolved questions on letter writing

A Letter is a written, typed, or printed communication, sent in an envelope by post or messenger. Basically it is a written form of communication where in one can write by hand or type information on paper and send through post or by hand.

For millennia, letter writing has been a popular mode of communication, serving a variety of objectives such as personal correspondence, business communication, official notifications, expressing thanks, making enquiries, and even creative expression. While the popularity of letter writing has waned with the rise of technological communication, it remains useful in situations when a more personal or official touch is sought.

Individuals can express themselves thoughtfully and clearly through letter writing, which provides a concrete and long-lasting record of contact. It can be used to make professional connections, maintain relationships, advocate for a cause, resolve disagreements, or communicate critical information.

Now we come to the next point, what do we mean by Letter writing?

The practice of drafting and conveying a letter is known as letter writing. It involves using written words to transmit structured and formal thoughts, ideas, emotions, or information. Letters can be handwritten or typed, and they are typically sent via regular mail or email. This makes us realize that ther is a set procedure required to be followed while writing a letter. We must know this set format of a letter but before that we must know the different types of letters. This is crucial because we follow different rules for writing different types of letters.   Top    

Letter writing is classified into numerous forms based on its aim and content. Here are several examples:

• Informal Letters: Informal letter writing is a more casual and personal form of communication typically used between friends, family members, or acquaintances.

Informal letters can cover a wide range of topics and purposes. 

Here are some common types of informal letters:

• Friendly Letters: These letters are casual and conversational, exchanged between friends, close relatives, or acquaintances. They can include personal updates, shared experiences, and friendly conversations.
• Thank-You Letters : Informal thank-you letters are used to express gratitude for a gift, favor, support, or any act of kindness. They often contain heartfelt appreciation and personal anecdotes.
• Invitation Letters: Informal invitations are sent to friends or family members to invite them to events such as parties, gatherings, celebrations, or informal get-togethers. These letters provide details about the event, including date, time, venue, and any specific instructions.
• Congratulations Letters: These letters are written to congratulate someone on an achievement, milestone, or special occasion. They can be sent to friends or family members to express joy and admiration.
• Condolence Letters: Informal condolence letters are written to express sympathy and support to someone who has experienced a loss or bereavement. These letters offer words of comfort, condolences, and personal memories of the deceased.
• Apology Letters: When you want to apologize for a mistake or wrongdoing to a friend or family member, you can write an informal apology letter. These letters express remorse, take responsibility for the actions, and seek forgiveness.
• Letters of Appreciation: Informal letters of appreciation are used to show appreciation for someone’s efforts, help, support, or any positive impact they have had on your life. These letters express gratitude and highlight the value of the person’s contribution.
• Formal Letters : Formal letter writing is a formal writing style used for professional or official correspondence. It adheres to a predetermined format and employs a courteous and respectful tone. Formal letters are frequently produced for a variety of reasons, including job applications, corporate correspondence, official complaints, requests, or inquiries.

There are various types of formal letters, each serving a specific purpose in professional or official communication. Here are some common types of formal letters:

• Business Letters: These letters are exchanged between businesses, companies, or individuals engaged in professional relationships. They can include letters of inquiry, sales letters, complaint letters, job application letters, recommendation letters, and more.
• Recommendation Letters: These letters are written to provide a reference or recommendation for an individual applying for a job, academic program, or other opportunities. They discuss the person’s skills, qualifications, and suitability for the position or program.
• Resignation Letters: Resignation letters are written by employees who wish to formally resign from their job positions. They include the date of resignation, reasons for leaving, and expressions of gratitude to the employer.
• Invitation Letters: These letters are sent to invite individuals or organizations to attend an event, such as conferences, seminars, meetings, or social gatherings. They provide details about the event, including the date, time, venue, and purpose.
• Complaint Letters: When a customer or client is dissatisfied with a product, service, or experience, they may write a complaint letter to express their concerns. These letters aim to seek resolution or compensation for the issue at hand.
• Academic Letters: Academic letters are often written by students or researchers. Examples include application letters for academic programs, formal communication with professors or institutions, and letters of recommendation for academic pursuits.

For details on the different types of formal letters , check these links-

• Letter to the editor
• Letter to the Government
• Letter to the police
• Letter to the principal
• Order letter
• Complaint letter
• Enquiry letter
• Business letter
• Application letter for job
• Letter to the Bank manager
• Invitation letter
• Resignation letter
• Leave Application
• Leave Application for marriage
• Leave Application for maternity
• 10 Examples of Informal Letter
• 10 Examples of Letter to the Government
• 18 . 10 Examples of Letter to the Editor
• 19 . 10 Examples of Letter to Principal
• 20 . 10 Examples of Business Letter
• 10 Examples of Letter to Police
• 10 Examples of Letter to Bank Manager
• 23 . 10 Examples of Complaint Letter
• 24 . 10 Examples of Order Letter
• 10 Examples of Resignation Letter

  Top    

Formal letters are usually written for official reasons. A formal letter, also known as an official letter, and it is written in a formal language with a specific structure and layout.

An informal letter is a personal letter, you may want to ask for something, or communicate with a friend far away.

Let us now have a look into the format that has to be followed while writing letters. 

As an overview we can say that the following compose a letter-

A formal greeting or salutation, an introduction that sets the tone and purpose of the letter, the main body containing the content or message, a conclusion or closing remarks, and a signature are all common components of a well-written letter. The letter’s style and tone might vary depending on its aim, readership, and cultural standards.

The format of a formal letter varies from that of an informal letter. Let us see both the formats-

Format of formal letter (the outer box is for representational purpose only)-

Informal letter format – 

It is important to note that the format may vary depending on the specific type of letter and the country’s conventions. Additionally, informal letters may have a more relaxed format with variations in salutation, closing, and overall structure.However, the primary structure of a typical letter remains the same as given above.    Top    

• Thoughtful and Personal Communication: Letter writing allows individuals to express themselves in a thoughtful and personal manner. It allows for meticulous composition of thoughts, emotions, and ideas, allowing for deeper reflection and meaningful expression. Letters, as opposed to instant messaging or short digital contact, provide for a more methodical and thoughtful form of communication.
• Letters create a concrete and long-lasting record of conversation. They can be saved and accessed in the future as a recorded record of shared events, emotions, and connections. Letters can be treasured as treasures and passed down through generations, providing a window into the past.
• Formal and Professional Communication: Formal letter writing is still important for professional and corporate communication in some situations. Formal letters uphold a professional tone, give a written record of agreements or discussions, and function as official documentation. They are frequently used in job applications, cover letters, business proposals, and formal correspondence.
• Emotional Connection: Letters have the ability to create emotional relationships. Letters may transmit feelings in a powerful and personal way, whether it’s a love letter expressing deep passion, a heartfelt apology, or a sympathy letter bringing consolation during tough times. Receiving a real letter can create feelings of care, thoughtfulness, and importance that digital communication may lack.
• Time, effort, and concentration are all required when writing a letter. It reflects the sender’s dedication to meaningful communication. The sender demonstrates respect and regard for the recipient by taking the time to create a letter, building better connections and relationships.
• Letter writing has been an important aspect of human history and culture for thousands of years. Letters have been used to document many key historical events and personal tales. Preserving the custom of letter writing helps to preserve cultural history and provides insight into the thoughts, values, and experiences of people from various times.

There are certain essential tips that one should follow and remember when writing a letter. 

• Understand the Purpose: Before you begin writing, clearly understand the purpose of your letter. Having a clear aim will help you arrange your letter effectively, whether you’re making a request, offering information, or expressing a worry.
• Be Polite and Respectful: Throughout the letter, use courteous and respectful language. Avoid strong or confrontational tones, as well as unpleasant or insulting remarks. Maintain a courteous demeanor towards the receiver.
• Organize the Information: Divide your letter into paragraphs to make it more reasonable. Each paragraph should concentrate on a single point or issue. Begin with an introduction, then move on to supporting paragraphs before concluding with a clear conclusion or request.
• Include pertinent information: To reinforce your point, include pertinent information, facts, or supporting proof. To help the recipient comprehend your point of view or comply with your request, be specific and supply factual facts.
• Proofread and edit your message completely before sending it to ensure that it is free of grammar, spelling, and punctuation issues. Examine for clarity and coherence. Edit your letter to verify that it is well-organized and effectively expresses your message.

By following these tips, you would be able to effectively communicate important information through your letter and ensure that it is well-received by the intended audience.    Top    

Here are a few solved examples of letters

Example 1: Your friend, Utkarsh has been living abroad for several years. Write a letter to him describing some of the recent changes in your city. You are Alok living at B-3, Mansarovar Park, Nehru Nagar, Delhi.   

B-3, Mansarovar Park,

Nehru Nagar,

5 January 2021

Dear Utkarsh

I was pleased to learn that you will be seeing your sister in India on August 12th. It would be fantastic to meet you. As the Metro rail begins and runs through the major roads, you will be unable to recognise the place. Many new retail malls have also proven popular with young people. You used to taunt the shopkeeper, but now he’s a big businessman who drives around in flashy new cars. You would also be unable to recognise our school, which has been renovated and given a new appearance. I’m waiting for you.

Sincerely Yours

Example 2: Write a letter to the Editor about a road that needs repair. 

Ans. 1, Rana Pratap Marg

01 March, 20XX

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Rana Pratap Marg have been facing difficulties in traveling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

Because our petitions to their office have been ignored, we believe that a mention in the media would be extremely beneficial. Our neighborhood’s roads have been nearly impassable since the beginning of the month. The surface has been severely damaged by the heavy rains, and passing automobiles on a dark night is quite perilous. Furthermore, there are piles of road metal on both sides of the road, leaving very little space in the center. Residents in the region have been inconvenienced in this manner for several weeks.The situation is becoming worse. There have been multiple accidents happening due to this condition. 

I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely

Example 3: You are Aakriti/ Abhinav. Write a letter to your friend describing your boarding school in about 120-150 words.

Ans. H.No.58 Block-D Sector 26, Rohini New Delhi- 110085

11 February 2021

Dear Muskan

How have you been? I hope my letter finds you in the best of health and spirits. It has been almost a month since I moved to the boarding school. I am very happy in my new school. The classes and dormitories are very spacious. There are well equipped science laboratories and a library with a great collection of books. The school has amazing sports facilities such as a swimming pool, horse riding track and archery range.

I believe my life here will be interesting and enjoyable. Although I have made many new friends, I still miss you and the other friends. Please, pay my regards to your parents.

Aakriti/ Abhinav

Example 4: You wish to do a Spanish learning course from the institute ‘Learn a Language’. Write a letter to enquire about course details, fees, duration etc. sign yourself as Kritika/Kartik. (100-150 words)

Ans 584, Defence Colony Dehradun Uttarakhand- 24801

21 February 2021

The Manager Learn a Language Connaught Place Uttarakhand- 248001

Subject- Enquiry about Spanish learning course

I wish to inquire about the Spanish learning course offered by your institute. Since I have basic knowledge of Spanish language priorly, I wish to learn the language at an advanced level.

I request you to provide the following details relating to the advance level Spanish learning course-

• fee of the course
• duration of the course
• Course material
• Class schedule
• batch size (if any) and;
• other relevant details

Please attach the complete brochure along with the letter. I look forward to a quick response regarding the enquiry.

Thanking you Yours truly Kritika

Example 5:  Write a letter to your friend congratulating him/her on his/her success in class 12 board exam.

B-32, sector-11

New Delhi-110034

January 10, 2021

My happiness knew no bounds when I got to know that you have topped your school and achieved your dream. I felt so pleased that I wished I were there to congratulate you personally.

The result has proved that hard work, determination, and perseverance bring good results. You were so laborious and passionate about it. I know you were very nervous too, but I was always very confident that you would come out with flying colors. I apologize that I couldn’t even attend the celebration party despite my wishes.

Hope to see you soon. Please be encouraged and continue your hard work. Your future is very bright. My parents and elder sister have sent lots of love and heartiest congratulations.

With lots of love and best wishes.

Yours lovingly

Example 6:You went for a vacation with your family to Manali and stayed in hotel Vikrant & Co. However, you are not satisfied with their service. Write a letter of complaint describing your stay and providing relevant suggestions. You are Sudip/ Susheela Mishra. (100-150 words)

Ans. H.No.32

Defence Colony

South Delhi

New Delhi- 110039

11 March 2021

The Hotel Manager Vikrant & Co., Manali Himachal Pradesh- 360087

Subject- Complaint and feedback letter

I wish to inform you about my stay at your hotel from 02/03/2021 to 06/03/2021. I regret to inform you that my family and I are quite unsatisfied with the stay at your hotel.

We came to know about your hotel from a travel site. Although the pictures and reviews were quite decent, the actual experience didn’t conform to the standards. For instance, the bed sheets and quilts were dirty; the staff was not cooperative and the room service was slow. We were made to pay separately for the cab service even though the website mentioned that the accommodation charges included a free cab.

I suggest you look into these matters carefully as they will help to improve your service and ensure a better experience for the customers. Moreover, it would be better if you could mention the correct information about the facilities, which you are willing to provide on the partner websites.

Thanking you Yours truly Sudip Mishra

Example 7: Write a letter stating your inability to join a family function. 

144, Stark Lane Mumbai – 400054

15th March, 2020

Dear Sreya,

It is extremely thoughtful of you to plan a get-together for all of us. I wish I could join you, but I am sorry to say that I have a project starting next month, and it would not be possible for me to be there. If there is any way of preponing the get-together to any time before the month-end, I can definitely make it to our gathering.

I hope we can reschedule the get-together and not miss the chance to meet up. Waiting to hear from you.

Example 8: People have adapted to wearing face masks as a ‘new normal’. But most of them do not know how to dispose of them properly. Spread awareness regarding the disposal of protective masks by writing a letter to an editor of a popular newspaper.

Ans. 22, Airport Road New Delhi

12th June 2022

The Editor The Times New Delhi

Subject: An appeal to raise concern about the incorrect disposal of protective masks

With great respect and faith in the columns of your newspaper, I, ABC, a resident of Airport Road, am writing to you. I want to inform you that face masks, which are widely used for safety against Covid-19, are being discarded in inappropriate locations by a segment of the population.

Face masks are being worn by a growing number of individuals to be safe from the disease, but disposing them away anywhere is not acceptable as it can cause many health related as well as environmental issues. People dump these masks carelessly in places like roadsides, pavements, gardens, etc. The elastic bands on these can pose a death threat for the animals who mindlessly chew them. Also, these are a hub of germs and microbes and can spread infections. Proper disposal of face masks is crucial for prevention of spread of diseases. 

I would like to request the residents, through the columns of your prestigious publication, to stop careless discarding of their used masks. The government agencies should sensitize people regarding this issue.

Thanking you in anticipation

Yours sincerely Rupa 

Example 9: Write a letter to Your Cousin Enquiring about Her First Visit to Ethiopia

34, Park Avenue Mumbai – 400023

24th September, 2021

Dearest Maria

I was so glad to hear from my mother that you are back home after the trip. Hope you had a safe and enjoyable trip. I have been waiting to hear all about the trip from you.

Since this was the first time you have been to a foreign land, I guess every little bit of the trip was as exciting as you expected it to be. I have heard from my friends residing there that the place is extremely beautiful and that the people there are very endearing. However, I was worried when I saw the news about the few bomb blasts during your stay there. Hope all of you there were safe. I hope everything else was fine except for this.

I had spoken to your mother earlier, and she told me that you would be coming home after two weeks. I saw your pictures on Instagram as well. I can’t wait to meet you and hear all your stories. Waiting eagerly for your reply.

Your loving cousin

Example 10: You are Naresh / Nandini of Safdarjung, New Delhi. You are deeply saddened by the attacks on elderly persons who live alone. Write a letter to the editor of ‘The New India News’ making people aware of the authorities to guarantee that such attacks do not occur.

Ans. Safdarjung

New Delhi 12th June 2022

The Editor The New India News New Delhi

Subject: Issue of lack of security and attacks on old people

I am a resident of Safdarjung and through the columns of your esteemed newspaper, I’d like to bring attention to the issue of elderly abuse. Physically, the elderly are often frail. As a result, they can’t face the rogues who usually come to rob them.

Any opposition from the elderly can be dangerous to their wellbeing. Many incidents of robbery, pickpocketing, and severe attacks on the elderly have occurred in the Safdarjung Area. Recently, an old aged couple was hacked to death in broad daylight. This has created fear among the seniors.

It is the government’s responsibility to safeguard the lives of senior residents. I suggest that the resident welfare associations should form small groups which visit the lonely couples a few times a day and keep a check on their wellbeing.

Unfortunately, there has been no action despite many inquiries and requests to the authorities.

Perhaps the words in your prestigious publication will do the needful.

Thank you Yours truly Naresh / Nandini

Example 1: Write a letter to your friend Rudra inviting him to spend the summer vacation at your place in Mumbai. You are Sakshi/ Saksham. Do not exceed 120-150 words.

Example 2: You are Sanjeet of 122, Arjun Nagar, New Delhi. A number of scooters and cars are parked in your locality without any order, causing blockage of the streets. Write a letter to the local Secretary of the Resident’s Association complaining about this problem.

Example 3:Write a letter to your friend who just met with an accident informing him about his speedy recovery in a consoling tone in about 120-150 words. You are Manvi/Manav.

Example 4: You are Rahul living at 7, Raven Organics, Orchard Road Mumbai. You purchased a washing machine last week from Tirupati Stores Nampally , Mumbai but it is not working properly. Write a complaint letter to the dealer to raise the issue regarding the same with necessary details.

Example 5: You are Sara/Sid. Write a letter to your friend congratulating him for his new job offer in about 120-150 words. He just graduated from college.

Example 6: You are Tejas / Tejaswi resident of 111, Jai Hind colony, Mumbai – 400589, a student of class 11 and want to take up a Summer course in Computer graphic design. Write a letter of inquiry to the Director of NIIT Computech seeking details on the course content, eligibility, fees, timings and future scope of the course.

Example 7:  Write a letter to your friend appreciating his book that he wrote in Bangalore while pursuing his writing career. You are Robert/Robina. Word limit: 120-150 words.

Example 8: You are Christy, a resident of Modi Society, Kolkata. There is an outbreak of the Monkey virus in your area with a report of 50 new cases. Write a letter to the editor of the local newspaper India times, highlighting the problem and suggesting measures.

Example 9: You are Aditya Vikram of Gyan Gurukul School. Your friend has appeared for class XII Board Examination this year and  has still not been able to make up his mind regarding the choice of vocation. You came across the information given below in a newspaper. You decide to write a letter to this friend of yours encouraging him to choose a career in the field of tourism. Write your letter to your friend.

Example 10: You are Suman of 19, TT Nagar, Bhopal. You would like to apply for the post of Marketing Manager in a reputed firm in Mumbai. Write a letter to the Public Relations Officer, Chantap Enterprises, Mumbai, applying for the job. Write the letter in 125-150 words giving your biodata.   Top   Also See:

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How to Write a Formal Letter in English: Useful Tips, Tricks and Things to Avoid

How to write a formal letter in English? In the work environment, one of the key skills that any professional will need is the ability to write a formal letter. As with face-to-face social interactions, written communication has a series of rules that must be followed in order to maintain a certain level of professionalism. However, by keeping these rules in mind, one is sure to write a formal letter that will impress any reader.

How to Write A Formal Letter

The format of a formal letter.

Any good letter is made up of a series of key components: the heading, the information of the recipient, a salutation, the body of the letter, and a closing and signature.

A letter’s heading is the uppermost section of a letter and the first thing that a reader sees. This section is composed of your own personal information: your address or the address of the institution you represent, and the date. In some cases, you may also include your full name or the name of the company that you represent and relevant contact information, such as a telephone number or email address. Whether or not to include this information comes down to personal preference. However, if you do not include this information in the header, it is key to include it as a part of the letter’s signature. The general rule of thumb is that this section is meant to tell the reader where the letter is coming from, and where they can send further correspondence. The heading can go at either the top-left or top-right corner of the page.

• Information of the Recipient

4 lines below the heading lie the information of the recipient. This next section is similar to the heading, except that it contains the recipient’s information instead of the sender’s. Be sure to include the recipient’s full name or the name of the organization and the street address that the letter is being sent to. Skip 1 line before including the letter’s salutation.

This part of the letter is where you may usually see phrases such as “ Hello “, “ Good Evening “, and “ Dear “. Depending on who the intended recipient is, the salutation that is most appropriate will change. Whenever possible, use the recipient’s name and proper pronouns or titles. In the case that you do not know who you may be writing to, as may be the case with contacting large corporations, a simple “ To Whom It May Concer n” will suffice. Always follow the salutation with a comma (,) and skip 1 line before starting the main body of the letter.

The main body is the meat and bones of the letter; it’s where you include all of the pertinent information that needs to be communicated to the sender. Start the main body of the letter with a short paragraph outlining the key points that you will use the remainder of the letter’s body to elaborate on. Keep sentences brief, easy to understand, and on-topic. Skip 1 more line before including the letter’s closing.

• Closing and Signature

A letter’s closing is where you will see phrases such as “ Sincerely “, “ Regards “, and “ Yours Truly “. These closings can, in general, be used interchangeably. However, “ Sincerely ” tends to be the most commonly used option. Follow the closing with a comma (,) and skip 3-4 lines before writing your full name in print. The purpose of this large space is to leave room for a signature, preferably written in ink. In most cases, the formal letter will be typed on a computer, printed, and then hand-signed before being delivered. If it is the case that the formal letter is being transferred electronically, use this space to include an electronic version of your signature. If you did not include your telephone number and email address in the letter’s heading, include it after your signature and full name.

Learn more about how to format a formal letter .

Tips and Tricks for Formal Letter Writing

When writing the body of a formal letter, keep the following tips in mind so as to write clearly and concisely.

• In the first paragraph, include the 5 W’s and 1 H that prompted the letter in the first place:  who, what, when, where, why, and how
• Keep all information firmly on topic and related to the matter at hand
• Make sure to include any relevant reference information that the reader may immediately need, such as account numbers or other referential information
• Keep paragraphs short, preferably no longer than 3-5 sentences
• Be respectful; use please and thank you
• Make sure to proofread the letter before printing or sending so as to check for grammatical and spelling errors
• Learn more about how to write a perfect letter in English.

Things to Avoid When Writing a Formal Letter

• Going off on tangents, or including information that is unrelated to the topic at hand
• Personal information or anecdotes, unless it is pertinent to the situation at hand
• Using vulgar, disrespectful, or otherwise inappropriate language
• Using slang or colloquial terms
• Using contractions , such as “ can’t ” or “ won’t “; instead, use the uncontracted “ can not ” and “ will not “
• Using the abbreviated forms of words, such as “ TV ” for “ television ” and “ photo ” for “ photograph “

How to Write a Formal Letter | Image

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• Letter Writing

How to Format a Formal Letter (with Examples)

Last Updated: June 24, 2024 Fact Checked

Sample Letters

Block style letter, ams style letter, sending a letter, expert interview, expert q&a.

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano . Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 8,464,692 times.

Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.

Things You Should Know

• Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
• AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.

• If you live in the United States, write your date as June 15, 2017.
• If you live in a European country, write your date as 15 June 2017.

• If you don’t know the recipient’s title, do some background research or call the company.

• Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
• If you typically address the recipient by their first name, it’s okay to address them as such in your letter.

• “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”
• “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”
• “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”

• If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
• If you’re emailing your letter, digitally sign the document .

• If you’re using a letterhead , you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.

• For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
• If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.

• “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
• “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”

• Leave enough space for a physical or digital signature.

• If you’re using a standard rectangular envelope, fold your letter in horizontal thirds.
• If you’re using a square envelope, fold your letter in half horizontally and then in half vertically, so it forms a rectangle.
• Try only folding your letter once, as a letter with too many creases could make your envelope bulky and more difficult to mail.

• If you don’t like licking envelopes, no worries! Use some tape to seal it shut.

• Typically, it costs $0.63 to mail a standard letter first class.
• One stamp generally equals $0.63, but if your envelope is heavier than 1 oz of paper, it may need 1 or 2 stamps to cover the cost.
• If you’re unsure how many stamps to use , head to your local post office to weigh your envelope.

Reader Videos

• Use 1 inch (2.5 cm) margins for all formal letters. [23] X Research source Thanks Helpful 0 Not Helpful 0
• In cases where you represent a business, consider putting the business’s logo and address in the middle of the page as a background. Thanks Helpful 1 Not Helpful 0
• Always proofread your letter before sending it. This way, you can catch grammatical errors before your boss or potential employer. Thanks Helpful 0 Not Helpful 1

You Might Also Like

Thanks for reading our article! If you’d like to learn more about writing letters, check out our in-depth interview with Shannon O'Brien, MA, EdM .

• ↑ Shannon O'Brien, MA, EdM. Life & Career Coach. Expert Interview. 25 May 2021.
• ↑ https://www.sjsu.edu/writingcenter/docs/handouts/Resignation%20Letters.pdf
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
• ↑ https://www.apa.org/advocacy/guide/sample-letters.pdf
• ↑ http://www.zeepedia.com/read.php?the_appearance_and_design_of_business_messages_punctuation_styles_business_communication&b=72&c=17
• ↑ https://www.usps.com/ship/letters.htm

About This Article

To write a formal letter, start in the top left corner. Write the sender's name or business, then write their address on the next line and their phone number one line below that. Skip one line, then write the date out, like "November 16th, 2015." Skip another line, then write the recipients name, job title, and address on their own respective lines. Skip another line, then write the body paragraph of your letter, which should be no more than 3 paragraphs. When you're ready to sign off, include your name, job title, and contact information, as well as space for you to sign. If you're enclosing other materials with the letter, put "Enclosure" at the bottom of the page, followed by the name of the documents enclosed. For more information about writing formal and direct memos, continue reading! Did this summary help you? Yes No

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How to write a letter

HOW TO WRITE A LETTER:  A GUIDE FOR TEACHERS AND STUDENTS

In this age of digital communication, writing letters is becoming something of a lost art. Emails and text messages can be sent instantly and for a fraction of the cost good old-fashioned snail mail can offer.

So, why bother teaching letter-writing at all? Well, though electronic ‘letters’ are often freer in formatting and language than physical letters, we can also apply letter-writing rules to electronic media. However, physical letters do offer some distinct benefits of their own too.

A WELL-WRITTEN LETTER CAN CHANGE THE WORLD.

Whilst we pride ourselves here on how to write a great essay, information report, or another text type that is primarily used in an educational setting, the ability to craft a powerful letter or email has literally changed people’s lives, altered the course of history and been the difference between life and death in some cases.

It can be the one opportunity to remove all the noise and confusion on any subject area and honestly tell someone how you feel straight from the heart.  Pen to paper.  

For whatever reason, a thousand emails, tweets, and likes will never have the same impact as a well-crafted handwritten letter.  Its very creation and existence show your reader how passionate and genuine about what it contains.

Letters fall under the transactional writing category; if you want to know more about transactional texts, be sure to check out our in-depth guide here.

COMPLETE LETTER WRITING UNIT FOR STUDENTS

Over 100 PAGES of engaging RESOURCES , various letter SAMPLES , LESSON PLANS and INTERACTIVE DIGITAL RESOURCES to teach your students how to write amazing LETTERS and EMAILS .

Teach this life skill with confidence through this excellent ALL-IN-ONE RESOURCE . No preparation is required.

3 REASONS TO TEACH LETTER WRITING

1. the personal touch: .

Those of us who grew up in an age before the internet got going will remember the excitement of waiting for and receiving a letter. Many of us will have had childhood pen pals we never met or received love letters from our teenage sweethearts. Maybe some treasured letters are still securely stored in a bedside drawer.

There is something extremely personal and intimate about the letter that email cannot capture. Letters are physical, and their increasing rarity makes them seem even more intimate today.

In this day and age, receiving a personally written letter is something a unicorn in communication terms. Students who know how to produce a well-crafted letter can use it to their advantage. For example, any business hiring manager will undoubtedly be numbed by the constant torrent of emails flooding their inbox.

That mailed resume accompanied by a handwritten letter that waits for them on their desk in the morning will surely stand out and secure an attentive read. The letter, in its various forms, is guaranteed to stand out and make an impact in an age where the vast majority of communication is digital.

3. Handwriting

Just as letter writing has declined in popularity, so too has the emphasis on well-developed handwriting skills. You can, if you wish, take the opportunity here to have the students work on their handwriting skills.

While students may protest that they can accomplish the task much quicker by word-processing, another benefit of handwriting a letter is that the speed becomes almost meditative. This allows students to focus carefully on their grammar and punctuation without always resorting to the crutch of spell-checkers and grammar correction software.

FORMAL AND INFORMAL LETTER WRITING:  WHAT’S THE DIFFERENCE?

The table below outlines whether your letter should be written formally or informally, with some suggested prompts .  Whilst there are many similarities, a formal letter should always be considered as a document with a real purpose and ramifications.

FORMAL LETTER FEATURES

USED FOR PROFESSIONAL COMMUNICATION THESE DOCUMENTS FOLLOW A PRESCRIBED FORMAT. THEY ARE WRITTEN IN A PASSIVE VOICE FOR A SPECIFIC PURPOSE AND IN MANY CASES ARE LEGALLY BINDING. SOME EXAMPLES ARE.

INVITATION Make someone feel special about an upcoming event.

APPLICATION Write a professional letter of application for a job or group you wish to join.

REFEREE / REFERENCE Vouch for another’s skills, personality or credibility.

ACCEPTANCE & REJECTION Approve or deny an applicant in a professional manner.

MAKE AN OFFER Make a formal and binding offer in writing.

EXIT / RESIGNATION Formally leave or step down in a professional and dignified manner.

INFORMAL LETTER FEATURES

USED FOR PERSONAL COMMUNICATION THESE LETTERS HAVE NO PRESCRIBED FORMAT AND ARE WRITTEN IN AN ACTIVE VOICE.

THANK YOU Let someone know you appreciate their efforts.

CONGRATULATIONS Acknowledge someone’s achievements in life.

GRIEVANCE / LOSS Acknowledge someones personal loss or suffering and let them know you care.

FRIENDSHIP & LOVE Tell someone how special they are to you and why?

LETTER TO THE EDITOR / MAYOR ETC. Let someone know how their actions and adversely affect you and others.

LETTER TO SELF Give your older or younger self some words of advice and wisdom.

INFORMATIONAL UPDATE Write a letter back home telling them what you have been up to.

HOW TO WRITE FORMAL LETTERS

The writing process begins with planning.

As with all genres of writing, the process of formal letter writing should start with planning. This should involve sketching a brief outline from which to work rather than a comprehensive detailing of minutiae. The plan should include:

• Note addresses, names etc. – who are you writing to?
• Record the purpose of the letter – what do you want to say?
• List points to be made (each will form a paragraph) – how will you say it?
• State action point – what do you want the reader to do?

Formal letters can be written for a wide range of purposes and may come in various shapes, including a letter of complaint, a cover letter accompanying a job application, a letter of invitation, a reference letter, or a proposal letter – to name a few. Though each will adhere to its own rules of formatting and tone when writing formal letters, students should avoid using slang or contractions.

Language should be straightforward and polite. Encourage students to avoid bursts of purple prose in favor of direct, functional language. Usually, a formal letter will be written to achieve a particular end and should be written with that end foremost in mind. Students should avoid meanderings and stay firmly focused on the task at hand.

TIPS FOR WRITING GREAT FORMAL LETTERS

• The writer’s address should be in the top right-hand corner.
• The date should be written below the writer’s address
• The recipient’s name and address are below that on the left-hand side
• Use the correct opening (Dear Sir / Madam, Dear Mrs Ferguson, etc.)
• Use Standard English
• The opening sentence should explain the purpose of the letter
• Each paragraph should make a single specific point
• Use an appropriate formal tone and register in the wording of the letter
• Avoid contractions, slang, and abbreviations
• The concluding ‘action point’ paragraph states what you want the recipient to do
• The formal ending, such as Yours Sincerely or Yours Faithfully

A Note on Salutations

If the student knows the intended recipient’s name, start with Dear Mr. / Mrs Surname and end with Yours Sincerely. If they don’t know the recipient’s name, start with Dear Sir / Madam and end with Yours Faithfully.

Use of Rhetorical Devices

As mentioned, formal letter writing focuses on attempting to convince someone to take some course of action or other. To do this, it is helpful to employ some rhetorical devices to make the writing more persuasive . Some useful techniques to encourage your students to employ include:

Direct Address: Using the pronoun ‘you’ in a formal letter makes the reader feel that you are speaking directly to them. This helps to engage the reader and encourage them to continue reading the letter.

Emotive Language: Where students are trying to convince the reader to take a course of action, the use of emotive language can often be a powerful tool. Students can use either positive or negative colored words to create the desired response in the reader.

Facts and Figures: Another way to persuade and convince is to employ facts and figures to support the points made in the letter.

FORMAL LETTER STUDENT EXAMPLES

How to write an informal letter

Common features of informal letters:.

There are far fewer rules to follow when writing an informal letter, but there are still some practical guidelines to follow that will prove helpful for students engaged in writing informally.

As with any piece of writing, it is important to consider who the audience is and the reason for writing in the first place. In particular, this will help decide the tone and the language register. The more intimate the relationship, the more informal the language can be.

Though the letter will be informal, it will still have a purpose. Information should still be organized into paragraphs, as would be done with a formal, more ‘official’ letter. Students sometimes struggle with this aspect, as they often conflate ‘informal’ with ‘disorganized.’ Making them plan their informal letter before writing can help ensure it is sufficiently organized.

HOW TO START AN INFORMAL LETTER

Informal letters will start with a greeting appropriate to how close the relationship is. For acquaintances, this may be ‘Dear Tom,’ (using the first name instead of the surname) to a very informal ‘Hi Jane,’. Don’t forget the comma after the name!

After the greeting, a general opening sentence should follow. Usually, this will be something like a ‘How are you?’ or a ‘How have you been?’. If the recipient is married or has kids, you may wish to ask how their spouse or children are.

Next, students should state the reason for writing. The language should be open and friendly in tone and, in contrast to the formal letter, colloquial language, idiomatic expressions, and contractions are perfectly okay and even desirable.

Just as the opening salutation to an informal letter is much more relaxed, so too will the closing salutation. There are many possibilities for the students to choose here, and their decision will depend on who they are writing to and their personal preferences. Some examples of possible closings include ‘Love’, ‘Best regards’, ‘All the best’, and ‘Thanks’.

INFORMAL LETTER STUDENT EXAMPLES

Teaching Resources

Use our resources and tools to improve your student’s writing skills through proven teaching strategies.

PRACTICE LETTER WRITING WITH THESE ACTIVITIES FOR STUDENTS

The most effective way for students to internalize all the features of letter writing, formal or informal, is to gain experience by writing various letters for differing purposes. The following activities offer some suggestions for students to get practising today:

1. FICTION AS A SPRINGBOARD

Have students write as if they were a character from a piece of fiction you have been reading in class. Choosing a dramatic point in the plot , ask students to imagine they are one of the characters writing a letter to another character in the story. This writer may be either formal or informal, depending on the scenario presented. This will give students realistic letter-writing practice while also getting them to engage closely with the text and respond imaginatively to its themes.

2. THE AGONY AUNT

Either offer a range of possible life predicaments or cut out the questions from the ‘agony aunt’ page of a local newspaper. Students must write back offering advice in response to the predicaments expressed in the question or predicament. The response should be written in full letter format. This activity also lends itself to several variations. The response may be written to a close friend, for example, or written from the perspective of a professional agony aunt employing a more formal tone and presentation.

3. A LETTER OF COMPLAINT

Have students think of their favorite candy bar or clothing item. Encourage them to imagine they have bought this product lately and found it to be substandard. Students must write a formal letter of complaint to the manufacturer outlining their complaint and recommending a course of action to satisfactorily resolve that complaint. They must use all the features of a formal letter as outlined above.

HOW TO MAKE YOUR HANDWRITTEN LETTERS LOOK OLD AND AUTHENTIC.

• Write in pencil or a calligraphy pen,
• screw them up tightly and carefully unfold and flatten.
• Lightly dab coffee stains over the paper to make it look aged.
• Carefully singe or burn the edges of your paper.
• Add some sepia-filtered photos for effect.

SIGNING-OFF

As students become more confident in their understanding of letter-writing formats, encourage them to exchange letters with each other for peer assessment. You may wish to provide them with a checklist of features to look for while reading over their partner’s work.

Letter-writing can also be a great way to partner up with schools overseas; often, children studying English as a second language will be delighted to receive letters from (and write to) students in English-speaking countries. And though email increasingly encroaches on the traditional territory of the letter, many of the skills garnered in the practice of letter writing are transferable to the modern manifestation. There is ample opportunity here to link letter-writing learning with approaches to writing emails too.

Letter-writing can provide a focus for a wide range of learning objectives while also teaching students valuable practical skills that will serve them well beyond their school years, both in their personal and work lives. And who knows, perhaps in years to come, one of the letters your student writes in your class may become a treasured keepsake in someone’s bedside drawer.

LETTER WRITING GRAPHIC ORGANIZERS (TEMPLATES)

WRITING CHECKLIST & RUBRIC BUNDLE FOR ALL TEXT TYPES

⭐⭐⭐⭐⭐ (92 Reviews)

HOW TO WRITE A FORMAL LETTER TUTORIAL VIDEO

OTHER GREAT ARTICLES RELATED TO LETTER WRITING

Transactional Writing

Personal Narrative Writing Guide

How to Write a Recount Text (And Improve your Writing Skills)

Content for this page has been written by Shane Mac Donnchaidh.  A former principal of an international school and university English lecturer with 15 years of teaching and administration experience.  Editing and support content has been provided by the literacyideas  team.

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• formal letter writing format

Formal Letter Writing Format In English PDF: Definition, How To Write, Topics, Sample Examples

Nov 06 2023

Formal Letter Writing Format In English PDF: A formal letter is sent to officials to show gratitude or to voice complaints about a person or circumstance. Therefore, a professional letter must follow a specific structure that is concise, clear, and error-free. When writing a formal letter, avoid making spelling errors and the letter should be short and to the point. You can send formal letters to government departments, businesses, and educational institutions. You will learn more about the formal letter format in this post as well as the guidelines. Let's first read what a formal letter is to get a better understanding of it before we look at the formal letter format. Aspirants in search of formal letter writing in English, Letter writing formal letter formal letter format, letter formal letter to principal, formal letter writing format, formal letter writing topics, formal letter writing examples, formal letter writing questions, etc., can refer to the complete details provided here related to the formal letter writing format in this article. Many aspirants have questions about how to write a formal letter in English, how to write a formal letter to principal, how to write date in formal letter, etc. Now, let's look at the formal letter meaning and the format.

Check Informal Letter Writing Format

Descriptive Writing For Bank Exams - Mock Tests

What Is A Formal Letter?

Formal Letter Meaning: A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Types Of Formal Letter

The formal letter comes in a variety of forms and is utilized as a communication tool by all organizations, whether they are public or private. Both internal and external communication uses formal letters. Here are some examples of formal letter formats.

• Recovery Letter
• Resignation Letter
• Order Letter
• Promotion Letter
• Job offer letter
• Complaint letter
• Business letter
• Appointment letter
• Leave application for Marriage/ Sick/ maternity
• Letter of Enquiry
• Sales Letter

Formal Letter Writing Format In English

Candidates can use the English formal letter writing format that is given below for any type of formal letter.

Details Of Formal Letter Writing Format

The sender's and recipient's addresses are the first item in the formal letter format. Sender's Address: Be sure to include your street address, city, state, zip code, and phone number when writing your address in the left-hand corner of the page. Address of Recipient – Always include the address of the recipient in the right-hand corner, just below the date.

The date and salutation are the second essential component of a professional letter format. The date should always be written with a line gap just below the sender's address.

3) Salutation

"Dear Sir/Madam" is sufficient; if you know the person's name, address them directly. If you don't know their name, use "Rev.", "Dr.", "Mr.", "Mrs.", or "Ms." in a formal manner, along with their complete name.

The official letter comes next. The letter's subject and body are its format: The agenda or purpose of the letter's drafting is its subject. Keep the letter's subject short and, if you can, limit it to one line.

• Always break up your work into paragraphs, and make sure to use a sophisticated vocabulary as well as correct punctuation and spelling.
• To keep the reader engaged and to distinguish one idea from another, paragraphs are used.
• The goal is to provide the reader with as much clarity as possible.
• Mention the goal of the letter in the first paragraph itself so that the reader is clear on your intentions when writing the letter.
• The first paragraph, also known as the introduction, should be brief and to the point.
• The middle paragraphs, generally known as the body of the letter, should include some relevant information on the goal outlined in the first paragraph.
• The final paragraph, sometimes referred to as the conclusion, should discuss the action you expect the letter's reader to take.
• As much as you can, keep the final paragraph in a requesting mode.

6) Conclusion

The ending, or how to end the formal letter, is another element of the formal letter format. Putting a formal letter to bed - The preferred concluding salutations are Yours Faithfully, Your Sincerely, etc., followed by your entire name and a suitable closing sentence. An appropriate closing statement shows that you value the receiver by expressing your admiration for them.

7) Signature

The signature at the end of the formal letter is the final component of the format. In the signature line of a formal letter, the sender should include their name, signature, and, if applicable, their position within the employer. Recognizing the information sent by the sender aids the recipient.

Formal Letter Writing Examples

Formal letter writing format example 1 - appointment  letter.

Formal Letter Writing Format Example 2 - Promotion Letter

Formal Letter Writing Format Example 3 - Resignation Letter

Formal Letter Writing Format Example 4 - Business Letter

How To Write A Formal Letter To Principal?

Have a look at the examples  of formal letters  provided  below  for  your  reference.

Formal Letter To Principal From Student 1

Formal Letter To Principal From Student 2

Formal Letter Writing Topics

Formal letter writing questions expected in the upcoming exams are curated and provided as formal letter writing topics in the table below.

Do's And Dont's Of Formal Letter Writing

Do's: formal letter writing format.

• Make your letter's goal clear; it should be straightforward and focused.
• Your letter should be left-justified.
• In your letter, a single space and a space between each paragraph are required.
• Examples of plain typefaces are Arial, Times New Roman, Courier New, and Verdana. The font size ought to be 10 or 12.
• Leave a blank line between the salutation and the closing.
• Business letters should always be produced on white bond paper as opposed to colorful paper or personal stationery.
• If you're writing an email letter, follow these instructions for what to include and how to format your signature.
• After you've finished writing your letter, always proofread it for spelling and grammar mistakes.

Don't's: Formal Letter Writing Format

Here are the common mistakes in formal letter writing that should be avoided.

• Make sure to adhere to the right formal letter format. This comprises a suitable headline, salutation, body, conclusion, and signature.
• Make sure the goal of your communication is stated in full. Be specific in what you want to say or what you are asking for.
• Check your letter carefully for any spelling or grammar mistakes before sending it. Use the appropriate punctuation and capitalization.
• Avoid employing slang or informal language in formal correspondence. Be respectful and professional in your tone.
• Double-check that the recipient of your letter has the correct name and address. This will guarantee that your mail gets to the correct person.
• Keep your letter brief and crisp. Don't blather on or provide unnecessary details.
• Make sure your letter is understandable and clear. Avoid using technical phrases unless absolutely required and speak plainly.
• If you expect a response to your letter, make sure to follow up if you don't get one in a timely manner.
• You may write a formal letter that is both effective and professional by keeping these most common errors to a minimum.

FAQs - Formal Letter Writing Format

Q. What is a formal letter?

A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Q. What are the types of formal letters?

The types of formal letters are Recovery Letter, Resignation Letter, Order Letter, Promotion Letter, Job offer letter, Complaint letter, Business letter, Appointment letter, Leave application for Marriage/ Sick/ maternity, Letter of Enquiry, Sales Letter, etc.,

Q. What is the formal letter writing format?

The sender's address, the date, the recipient's address, the subject, the salutation, the content of the letter, a complimenting ending, and finally the signature with name (in block letters) and designation should all be included in a professional letter.

Q. How To Write A Formal Letter?

Make sure you are familiar with the format of a formal letter before you begin writing one. Include all the information required to understand the topic under discussion. Be sure to speak in plain, basic words. Make sure the recipient is aware of both your expectations and your needs. Always be truthful.

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10 Example Email/Letter Topics (Writing) (PDF) | B2 First (FCE)

How to write B2 First (FCE) Email/Letter?

B2 First (FCE) Email/Letter: Writing Topics

B2 first (fce) email/letter topic 1.

You have received this email from an English-speaking boy called Simon.

Hello, I would like to get to know someone from your country and a friend has told me that you would like to practise your English. Perhaps we could email each other: Could you tell me a bit about yourself and your family? Could you suggest how we might meet sometime in the future?

Thanks, Simon

Write your email in 140-190 words in an appropriate style.

B2 First (FCE) Email/Letter Topic 2

You have received this email from your English-speaking friend. Jean.

I hear you organised a surprise birthday party for your mother: I’d love to hear about it. What kind of party did you organise? Who did you invite? How did it go?

Do tell me. Love, Jean

Write your email in 140-190 words in an appropriate style.”

B2 First (FCE) Email/Letter Topic 3

You recently helped organise a college ski trip and you have received this email from a parent of one of the students who went.

I understand you were one of the organisers of our son’s ski trip. I have to say my husband and I were extremely dissatisfied with the arrangements. My son has informed us that the ski slopes were poor, the lessons were fewer than promised and the accommodation was inadequate.

Can you please give us a satisfactory explanation?

Yours sincerely, Nora White

B2 First (FCE) Email/Letter Topic 4

You see this advertisement in a student newspaper.

Lifeguard assistants wanted

We are looking for someone in August to assist our lifeguards, provide supervision during beach activities and observe swimmers.

Write to the Lifeguard Manager, saying what your experience and qualifications are and stating the reasons why you are suitable for the job.

B2 First (FCE) Email/Letter Topic 5

You see this announcement in an English-language college prospectus.

Scholarships

Every year, two scholarships are offered to candidates from overseas who can show how our one-year course in English and American studies would help their careers. Scholarships cover fees, accommodation and food, but not transport or personal spending money.

To apply, write a letter explaining why you think you deserve a scholarship.

Write your letter in 140-190 words in an appropriate style. .

Get Your (FCE) Email/Letter Checked!

B2 first (fce) email/letter topic 6.

Your Italian pen friend, Antonia, wrote and asked about your lifestyle in England.

Read part of Antonia’s letter and reply.

I think I have a very healthy lifestyle. I eat a lot of fruit and I get a lot of fresh air. My family lives near the mountains, so we ofien go walking. Last weekend, we went rock climbing. I saw a lot of wildlife and I took a lot of photos. What kind of lifestyle do you have? 

Write your letter in 140-190 words in an appropriate style.

B2 First (FCE) Email/Letter Topic 7

This is part of a letter you receive from an English friend.

In your last letter, you said you were organising a surprise party for a friend. Was it diffjcult to organise? What did your friend say? I love to hear how it went.

Write your letter , answering your friend’s questions and giving relevant details.

B2 First (FCE) Email/Letter Topic 8

You have seen the following advertisement in a newspaper:

VOLUNTEERS NEEDED!

We are the National Diabetes Organisation and we are organising a camp for diabetic children. We need volunteers to work with us during the camp.

Your responsibilities will include:

• Teaching children about diabetes
• Playing games with them

Also, you should speak several languages because it’s an international camp

Write a letter applying to become a volunteer.

B2 First (FCE) Email/Letter Topic 9

You have come across the following advertisement online:

FITNESS SUMMER CAMP

Do you need to get fit in a short period of time? Do you have the experience exercising but want to learn even more? Come and join our fitness summer camp. It will be a great experience and you will return home feeling better than ever and knowing much more about healthy lifestyles.

Write an email to find out more about the camp.

In your email, you should:

• explain why you would benefit from this camp
• ask for more information about the diet and accommodation

Write a letter.

B2 First (FCE) Email/Letter Topic 10

You have received this email from your English-speaking friend David.

From : David Subject : touring holiday Some college friends of mine are visiting your area soon for a week’s touring holiday.

They would like to travel around and learn about your local area and its history. Can you tell me about some of the places they could visit? What’s the best way to travel around – car, bike or coach?

Thanks, David

Write your email.

B2 First (FCE) Email/Letter: Writing Topics (PDF)

Download B2 First (FCE) Email/Letter: Writing Topics (PDF)

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Practice tests online, would you pass b2 first (fce).

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• School Education /

Letter Writing Topics for Students of Classes 6th–10th: Formal Letter, Informal Letter, and Format 

• Updated on  
• Jun 14, 2024

Letter writing is a great way of communicating and does require knowing the difference between the different letters. Students mainly get presented with letter-writing topics in their English exams. This blog brings you letter writing topics for students of Classes 6–10 across various sub-categories. You will also find the formats of formal and informal letters in this blog that will help you understand the difference between them and ace letter-writing. Let us explore this blog! 

Table of Contents

• 1.1 Congratulations Letter Writing Topics
• 1.2 Request Letters 
• 1.3 Complaint Letter Writing Topics
• 1.4 Permission Letters 
• 1.5 Apology Letter Writing Topics
• 1.6 Acceptance Letters 
• 1.7 Letter to Principal 
• 1.8 Resignation Letters 
• 1.9 Condolence Letter Writing Topics
• 1.10 Advising Letter Writing Topics
• 1.11 Inviting Letters 
• 2.1 Format of a Formal Letter 
• 3.1 Format of an Informal Letter 
• 4 FAQs 

Also Read : Write a Letter to Your Friend About a Musical Concert You Have Recently Attended: Check Samples and Format!  

Letter Writing Topics for School Students

Below, we are mentioning letter writing topics, dividing them across various sub-categories. 

Congratulations Letter Writing Topics

• Write a Letter To Your Brother Congratulating Him on His Success: Check Samples  
• Write a Letter to your Brother Congratulating Him on His New Job: Check Samples and Format
• Write a Letter to Your Friend Congratulating Him on His Success in the Examination: Check Samples
• Write a Letter to Your Sister Congratulating Her on Her Promotion: Check Samples and Format
• Write a Letter to Your Friend Congratulating Him on Securing the First Position in Class: Check Samples  

Request Letters 

• Write a Letter to Your Father Requesting Him to Increase Your Monthly Allowance: Check Samples  
• Write a Letter to Your Father Requesting Him to Send You Some Money to Buy Books: Check Samples  
• Write a Letter to Your Sister Requesting Her to Get Some Gifts from Abroad: Check Samples  
• Write a Letter to Your Friend Requesting Him to Lend You a Book  
• Write a Letter to the Principal Requesting for Fee Concession from Parents
• Write a Letter to Principal Requesting for Bonafide Certificate  

Complaint Letter Writing Topics

• Write a Letter to the Police Inspector Complaining About Theft in Your Area 
• Write a Letter to the Editor of a Newspaper Complaining Against Frequent Power Failure in Your Locality 
• Write a Letter to the Principal Complaining About the Misbehaviour of a Student 

Permission Letters 

• Write a Letter to Your Father Asking Permission for School Trip: Check Samples 
• Write a Letter to Your Father for Permission to Join the Army: Check Samples 
• Write a Letter to Your Principal Asking Him for Permission to Use the Library After School Hours: Check Samples and Format 

Apology Letter Writing Topics

• Write a Letter to Your Friend Apologizing for Your Bad Behaviour
• Write a Letter to Your Friend Apologizing for not Attending His Birthday Party 

Acceptance Letters 

• Write a Letter to Your Friend Accepting the Invitation of Their Parents Wedding Anniversary 
• Write a Letter to Your Friend Accepting the Invitation 

Letter to Principal 

• Write a Letter to Your Principal Asking for Leave for 7 Days 
• Write a Letter to Principal Requesting for Bonafide Certificate 
• How to Write a Resignation Letter to Principal as a Teacher: Check Samples 
• Write a Letter to the Principal Requesting for Fee Concession from Parents 

Resignation Letters 

Condolence letter writing topics.

• Write a Letter of Condolence to Your Friend Who has Lost His Father 
• Write a Letter to Your Friend Condoling with Him on the Death of His Mother 
• Write a Letter to Your Friend Condoling Her Mother’s Death 
• Write a Letter of Condolence to Your Friend on the Death of His Father 

Advising Letter Writing Topics

• Write a letter to your younger brother advising him to be kind to animals 
• Write a Letter to Your Younger Brother Advising Him not to Adopt unfair means in the Examination 
• Write a Letter to Your Friend Advising Him to Adjust to the New Place as His Father Just got Transferred 
• Write a letter to your younger brother advising him to avoid bad company 
• Write a Letter to Your Friend Advising Him Not to Use a Mobile Phone: Check Samples and Format 
• Write a letter to your friend advising him to visit public library: Check Samples 
• Write a Letter to Your Friend Advising Him to Study English, Maths, General Knowledge, and Reasoning for Upcoming NDA Exam 
• Write a letter to your friend advising him to take care of his health 
• Write a letter to your friend (within 100 words) advising her/him to visit the public library 

Inviting Letters 

• Write a letter to your friend inviting him to spend summer vacation with you 
• Write a letter to your friend inviting him to attend the marriage of your sister 
• Write a letter to your friend inviting to your village 
• Write a letter to your friend inviting on your birthday 
• Write a letter to your friend inviting him in your birthday party 
• Write a letter to your friend inviting for diwali vacation 
• Write a letter to your friend inviting him to dinner 
• Write a letter to your friend inviting him to spend vacation with you 
• Write a letter to your friend inviting him on the inauguration ceremony of your new house 
• Write a letter to your friend inviting him to the marriage ceremony of your elder sister 
• Write a letter to your friend inviting him to attend the marriage ceremony of your sister 
• Write a letter to your friend inviting him to visit a hill station 
• Write a letter to your friend inviting her on your sister’s marriage 
• Write a letter to your friend inviting him to attend your brother marriage in 80 words 
• Write a letter to your friend inviting him to spend the weekend with you 
• Write a letter to your friend inviting him to attend your college day 
• Write a letter to your friend inviting him for dussehra holidays in english 
• Write a letter to your friend inviting him to spend summer vacation in your village 
• Write a letter to your friend inviting him to your sister birthday party 
• Write a letter to your friend inviting him her on your birthday party 
• Write a letter to your friend inviting him to your elder sister marriage ceremony 
• Write a letter to your friend inviting him to celebrate festival with you 
• Write a letter to your friend inviting him to a picnic party 
• Write a letter to a friend inviting him to attend your brother’s marriage 
• Write a letter to your friend inviting him for a house warming ceremony 
• Write a letter to your friend inviting him to attend the marriage ceremony of your brother 
• Write a letter to your friend inviting him to your village 
• Write a letter to your friend inviting him to your uncle’s marriage 
• Write a letter to your friend inviting him to your school annual day function 
• Write a letter to your friend inviting him on saraswati puja 
• Write a Letter to Your Father Inviting Him to the Annual Function of Your School: Check Samples 
• Write a letter to your friend inviting him for Holi celebrations 
• Write a Letter to Your Friend How You Celebrate Holi Festival: Check Samples & Format

Formal Letter 

Formal letters are generally written for official, or, as the name suggests, formal purposes. This can include work-related letters, letters to the editor, letters to the manager, etc. Some of the things that need to be kept in mind while writing formal letters are mentioned below: 

• Use a formal tone. 
• Be clear about the person the letter is addressed. 
• Keep the letter short. 
• Use only official salutations. 
• Be professional while crafting a formal letter. 
• Clearly state the subject of the letter. 
• Respect the authority of the individual the letter is addressed. 
• Be respectful while writing the letter. 
• Keep the tone of the letter polite. 
• Conclude with “Regards”. 

Also Read : Write a Letter to Your Friend About Your Favourite Season: Check Samples and Format  

Format of a Formal Letter 

The format of a formal letter is mentioned below: 

Download the Format of Formal Letter from Here!!

Informal Letter 

Informal letters are written to relatives, friends, etc. The purpose behind them can be as basic as asking about health, telling about something, discussing a matter, inviting them to a birthday party, describing a recent favourite book, etc. Some of the things that need to be kept in mind while writing an informal letter are mentioned below: 

• Keep the tone of the letter conversational. 
• You can use nicknames in the case of friends. 
• Cover the purpose of the letter in its entirety. 
• You can use instances from personal experiences. 
• Use a warm tone in case of a letter to someone in the family. 

Also Read:- Write a Letter to Your Friend Telling Him About Your School: Download Samples  

Format of an Informal Letter 

The format of an informal letter is mentioned below: 

Download the Format of Informal Letter from Here!!

Also Read : Write a Letter to Your Friend About Your Favourite Subject: Check Samples and Format  

Ans: The 3 main types of letters are: -Formal  -Semi-Formal  -Informal 

Ans: Formal letters are generally written for official, or as the name suggests, formal purposes. This can include work-related letters, letters to the editor, letters to the manager, etc. Some of the things that need to be kept in mind while writing formal letters are mentioned below: -Be clear about the person the letter is addressed to.  -Use a formal tone.  -Keep the letter short and concise.  -Be professional while crafting a formal letter.  -Use only official salutations.  -Clearly state the subject of the letter.  -Be respectful while writing the letter.  -Respect the authority of the individual the letter is addressed.  -Keep the tone of the letter polite.  -Conclude with “Regards”. 

Ans: Mainly letters are written in a block format. 

Check out more letter-writing topics here:

We hope the above-listed sample letters will improve your letter-writing skills. For more such interesting topics, visit our Letter Writing page and follow Leverage Edu. 

Deepansh Gautam

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12 Recent IELTS Letter Topics

12 recent ielts letter topics from original ielts tests:, recent letter topic # 1 (formal letter):, you recently did a short cookery course. the cookery school has asked for your feedback on this course..

• describe what you enjoyed about the course
• say how much cooking you've done since the course
• suggest another cookery course you'd like the school to offer

Recent Letter Topic # 2 (Informal Letter):

A friend you made while you were studying abroad has written to ask you for help in finding a job in your country. you have heard about a job in a local company that might be suitable for him/her..

• tell your friend about the job and what sort of work it involves
• say why you think the job would be suitable for him/her
• explain how to apply for the job

Recent Letter Topic # 3 (Semi-formal Letter):

You work for an international company, and would like to spend six months working in its head office in another country..

• explain why you want to work in the company’s head office for six months
• say how your work could be done while you are away
• ask for his/her help in arranging it

Recent Letter Topic # 4 (Formal Letter):

You have seen an advertisement in an australian magazine for someone to live with a family for six months and look after their six-year-old child..

• explain why you would like the job
• give details of why you would be a suitable person to employ
• say how you would spend your free time while you are in Australia

Recent Letter Topic # 5 (Formal Letter):

You have just read an article in an international travel magazine which contained some information about your town that is incorrect..

• correct the information in the article
• explain why it is important for the magazine to give correct information
• suggest what the magazine should do about this situation

Recent Letter Topic # 6 (Semi-formal Letter):

You recently went to a concert and thought one of the singers was very good. you want to tell how you feel..

• say how you feel about his/her performance
• give details of your music-related activities
• explain how you would like him/her to help you with your music-related activities

Recent Letter Topic # 7 (Informal Letter):

You recently received a letter from a friend asking for advice about whether to go to college or to try to get a job. you think he/she should get a job..

• say why he/she would not enjoy going to college
• explain why getting a job is a good idea for him/her
• suggest types of job that would be suitable for him/her

Recent Letter Topic # 8 (Formal Letter):

A large company in your area has decided to spend a certain amount of money, either to sponsor a local children’s sports team for two years, or to pay for two open-air concerts. it has asked for feedback from the general public..

• describe the benefits of sponsoring the sports team
• summarise the benefits of paying for the concerts
• say how you think the company should spend the money

Recent Letter Topic # 9 (Semi-formal Letter):

During a recent plane journey, you sat next to a businessman who owns a chain of restaurants. you talked to him and he suggested that you should contact him about a possible job in one of his restaurants..

• remind him when and where you met
• tell him what kind of job you are interested in
• say why you think you would be suitable for the job

Recent Letter Topic # 10 (Informal Letter):

You have recently moved to a different house..

• explain why you have moved
• describe the new house
• invite your friend to come and visit

Recent Letter Topic # 11 (Formal Letter):

People in your area are having problems with their internet connection. write a letter to the company which provides the connection..

• describe the problems
• explain how it is affecting people
• say what the company should do to help

Recent Letter Topic # 12 (Informal Letter):

You have recently visited a museum. now write a letter to your friend about the museum you have visited..

• where you went
• what you saw there
• how you felt about it

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Formal Essays

Formal essay generator.

Within the activities that you have to deal with in your entire life, there are certain instances where you will be required to write an essay . This is the reason why you have to be knowledgeable on how to construct different kinds of essays so you can easily create a particular one when necessary. One type of essay that is usually asked by entities to be written is a formal essay. A formal essay is commonly associated with academic essay examples  and other educational writing activities. However, the usage of a formal essay is not limited to that as it can be used in professional researchers, business transactions, and other corporate undertakings.

It is essential for a formal essay to inform its audience about a particular matter. More so, it should be composed of details that can persuade the readers to believe what the writer is saying. Refer to the downloadable samples of formal essays that are available in this post so you can have references and guides if you have been tasked to create this specific essay and is unaware of what to do.

Formal Student Profile Essay Sample

Size: 65 KB

Formal Essay Sample Guide

Size: 209 KB

Components of a Formal Essay Introduction

Compared to how a  descriptive essay  can be deemed appealing, one of the things that you always have to give focus on when creating a formal essay is the introduction that you will use. First impressions play a vital role in how your target readers will create their perception of your writing. Just as how the physical appearance of people tend to be the factor that can affect your first impression about them, the introduction of your essay can also be the means on how your formal essay can be perceived and initially judged.

You need to create a formal essay introduction that is outstanding. It needs to get the attention of your readers in a way that is not overwhelming. You need to consider different factors when doing your introduction so you can ensure that your formal essay can have a good start. Here are some of the components of a formal essay introduction that you need to be aware of:

• Statistics or research results either coming from the government or reliable non-profit organizations
• Hard hitting questions that are relevant to your topic discussion
• Famous quotations from people whose life works are related to what you will be talking about
• Use another sentence to provide information about your topic.  Your readers need to have a basic background information about what they can expect with regards the content of your formal essay. This should contain details that can be helpful in providing your readers an idea of why it is relevant for them to continue reading your written output. One sentence is enough as your presentation only requires a few words to be done. Again, focus on the main information that you would like to talk about so that your readers will not be misled regarding the content of your formal essay.
• Lastly, incorporate your thesis statement in your introduction. It will be best if you will end your introduction with a thesis statement. This is for the reason that it can represent the main idea of your essay. If you will be able to present the major purpose of your essay and the actual point of discussion, then it will be easier for you to connect with your readers. The initial impact that your introduction can provide can say a lot about how you can direct the attention of your prospective audience. With a strong thesis statement, your formal essay is sure to be off to a good start.

Simple Formal Essay Sample

Size: 102 KB

Formal Presentation Essay Sample

Size: 106 KB

How to Create a Formal Essay

Since a formal essay should always be based on factual information, it tends to be more objective, precise and direct to the point compared to other essays. With this, formatting a formal essay requires in-depth knowledge about the topic as well as about the proper format or content flow that should be used to cohesively put together important information. Here is how you can easily format the information that you would like to present in a formal essay may it be a  college essay  or a professional/corporate requirement:

• Create an introduction which can provide the topic of your discussion. We have already given you an idea on how you can formulate an effective introduction. It all boils down to how you will incorporate these ideas to your actual writing. Your introduction may not give a lot of details when compared to the body of you essay but it certainly can convince your readers to continue reading which can make your work more usable and relevant.
• Each paragraph should contain a subtopic that is related to your discussion. This can make your discussion more organized.
• Ensure that your body will have factual details that can support your topic or subject. You have to make sure that the information that you will give to your readers are real so your essay will be deemed credible.
• Always create a body that conveys ideas related to the thesis statement that you have created. With each topic statement, the connection of both your resources and relevant opinions should be evident.
• Make a conclusion that can summarize the entire essay.  If you want to create an efficient essay conclusion, it is suggested for you to restate your thesis statement. This can remind your readers of the discussion that you just had in your essay’s body. Also, it will allow them to connect the purpose of the essay to what you have actually come up with. Your conclusion should also summarize all your main points so you can fully present your stand with regards the subject that you talked about.

Creating the format of your formal essay is easy. However, you have to make sure that your objective for writing the essay is realized. Think of the things that you need to discuss so you can put them in their proper places. Organization within the writing procedures can help you to be more focused on what to discuss first and what to give importance and focus on.

Sample Formal Essay Structure

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Formal Essay Example

Size: 61 KB

How to Make Your Formal Essay Outstanding Through Proper Language Selection

Writing an essay is not just about its thought, content, and format. Aside from these major factors of essay writing, you also have to be keen when selecting the language to use. May it be in the educational and professional field, using the appropriate language when writing your formal essay can affect the entirety of the document.

You need to make sure that the language that you will use is formal and business-like. This is not only used for writing a formal essay as it can also apply to comparative essay  creation and other writing activities. The language that you will incorporate into your essay can make your formal essay stand out if you will be aware of these items:

• Choose to use words that are formal in nature. Formal vocabulary can help your sentences, phrases, and paragraphs to be structured in a way that it will look more fitting as an academic document.
• As much as possible, veer away from using a first person standpoint. Always be reminded that your main task is to highlight and support your thesis statement. Both nouns and pronouns that are in the first person can actually make your essay less credible as it will sound like what you are stating are baseless or just your own opinion.
• Use words that can formally support your statements. It is essential for your language to have a precise interpretation of your essay and its tone. Being able to do this can help your formal essay to be more put together
• Use a language that is relevant to the needs of your target readers. Avoid slang, jargon, and colloquial terms which may not possibly be understood by your readers. You need to create a proper connection with your readers which is the reason why your language is very important to be considered.

Readers, though interested in the topic that you are writing about, can be offended or feel disinterested if they will find that your language is not appropriate for a particular discussion or written transaction. Hence, you need to be responsible enough as a writer when it comes to choosing your language.

Sample Formal Essay Format

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Extended Formal Essay Guide

Size: 170 KB

Guidelines in Writing a Formal Essay

Just like any other kinds of essays, there are no strict rules that are irreplaceable. The way that you create a formal essay will always vary from situation to situation. Within the entirety of your formal essay writing, it is for sure that you might commit  common essay mistakes . Listed below are some of the guidelines that you may incorporate into your writing so that your formal essay can look as professional as possible:

• Do not use redundant phrases. Repeating topics or content theme can make your formal essay boring. Repetitive statements can also irritate or bore your readers.
• Use samples of formal essays as your writing guides. If you have no idea on how to create a formal essay, it will be easier for you to create one if you are guided by downloadable samples. Having a reference when doing your own formal essay can help you become more efficient in the entire writing process.
• If samples are not enough to guide you, have the freedom to use templates. There are some templates that already contain a formal essay content. Make sure that you will remove these as all you need from the template is the guideline on how to format the document. More so, refer to the instructions that are given to you so you can incorporate it in the format that you will use.

Formal Essay Rubric Sample

Size: 98 KB

Formal Literary Essay Sample

Size: 211 KB

A standardized and comprehensive formal essay is very appealing to readers. Hence, always be consistent with your discussion and the presentation flow that you will follow. Your formal essay can represent your style as a writer which is the main reason why you always have to incorporate credible language, forms, and materials in your writing. Being able to immerse yourself in writing a formal essay in the most effective manner can help you grow as a writer. This will enable you to acquire new skills and develop new opportunities for academic or professional growth.

If you are already prepared to write a formal essay, make use of our samples as well as the tips that we have provided in this post. Review your formal essay before submitting it so you can correct grammatical errors and other mistakes. Writing a formal essay should not be a burden to you. Enjoy the process and learn from everything that you will go through. Once you already get the gist of writing this type of essay, it will be very easy for you to repeat the process for your next writing activities.

Text prompt

• Instructive
• Professional

Write a Formal Essay on the significance of Shakespeare's works in modern literature.

Discuss the ethical implications of genetic engineering in a Formal Essay.

Formal Letters

We live in a world of technology  backed communication. E-mails , texts, etc are most of our preferred  modes of communication . However, letters still have a major use and importance in our society . Especially formal letters written to authorities or professional contacts, because they generally stay on record. Let us learn the correct format and language of formal letters.

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A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family . A number of conventions must be adhered to while drafting formal letters. So let us take a look at a sample format of a formal letter .

Format of a Formal Letter

As we said earlier, a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way. It must be remembered that there are various such formats for formal letters that people follow. The one explained here is the one most commonly used for formal communication these days.

Browse more Topics under Writing

• Descriptive Essay
• Diary Entry
• Informal Letters
• Letter Writing
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• Story: Setting

Learn more about Paragraph Writing .

Sender’s Address

The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication .

The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.

Receiver’s Address

After leaving some space we print the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference . Make sure you write the official title/name/position etc of the receiver, as the first line of the address.

This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first name. It must be the full name or only their last name.

After the salutation/greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.

Body of the Letter

This is the main content of the letter. It is either divided into three paras or two paras if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language , no matter the subject of your letter.

Improve your Story Writing Skills from this Story Writing Guide .

Closing the Letter

At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.

Here finally you sign your name. And then write your name in block letters beneath the signature . This is how the recipient will know who is sending the letter.

Learn more about the different types of formal letter formats with samples .

Solved Question for You

Q: Write a letter to the editor of a daily newspaper complaining about the construction work on your road in the middle of monsoon season causing inconveniences to the people of your locality.

Ans: A sample of such a formal letter may be as follows,

D- 1801, Neptune Society,

DS Marg, Lower Parel,

Mumbai 400 008.

11th June 2018.

The Editor-in-Chief,

Hindustan Times,

Main Street,

Mumbai 400 001.

Subject: Construction work in our locality during monsoon season causing us difficulties.

Through the medium of your esteemed and respected daily, I wish to inform the municipal authorities of the difficulties the residents of my locality are facing due to the construction and repair work currently happening in our area. Monsoon season has started a few days ago and is compounding our problems.

The repair work has been ongoing for five weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent problems of water logging and flooding in our area. Another worry is about the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.

Therefore I wish to draw the attention of the concerned authorities with the help of your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.

Thanking You,

Your Sincerely,

**signature**

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5 responses to “Story: Characters”

great article

very clean post.

awesome work

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IELTS General Writing Task 1 formal Topics/Questions 2024

This section presents a list of common IELTS General Writing Task 1 formal topics. All these topics were added in 2024 by students who took the IELTS recently. Pick a random topic and start practicing and improving your writing skills.

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