A formal letter is a letter written in formal language for official or professional purposes. Students learn to write formal letters for purposes like:
- Writing to the principal/teacher
- Writing to officials about civic issues
- Making enquiries about services or products
- Placing orders for goods
Here’s the standard format and key elements:
Sender’s Address
– Write your complete address at the top left corner
– Don’t write your name here
– Write each part of the address on a new line
Date
– Write below the sender’s address
– Standard format: [Day] [Month] [Year] (e.g., 7 January 2025)
Receiver’s Address
– Write the complete address of the person you’re writing to
– Include their designation
– Write below the date
Subject
– A brief, clear title for your letter
– Underline the subject
Salutation
– “Dear Sir/Madam” for unknown recipients
– “Dear Mr./Mrs./Ms. [Surname]” if you know the name
Body of the Letter
– First paragraph: Introduction and purpose
– Second paragraph: Main content/details
– Third paragraph: Conclusion with expected action
Complimentary Close
– “Yours faithfully” if started with Dear Sir/Madam
– “Yours sincerely” if started with the person’s name
Sender’s Details
– Your name
– Your class and section (for school letters)
Let me show you a sample format:
[Your Address]
[City, PIN Code]
7 January 2025
The Principal
[School Name]
[School Address]
[City, PIN Code]
Subject: Request for One-Day Leave
Dear Sir/Madam,
I am [Your Name], a student of Class 6-A. I am writing to request one-day leave on 8 January 2025 as I have to attend my cousin’s wedding.
I will ensure to complete all assignments and catch up with the work done in class during my absence. I request you to kindly grant me leave for one day.
Thank you for your consideration.
Yours faithfully,
[Your Name]
Class 6-A
Important Tips:
– Use simple, clear language
– Be polite and respectful
– Keep paragraphs short and focused
– Check spelling and grammar
– Maintain proper spacing between sections
– Write neatly and legibly
– State your purpose clearly
– End with a proper closing note
