Best Formal Letter Format - 6 Tips, Examples

Formal letters are letters used mainly for impersonal discourses. They are used while communicating with officials or associates with whom the writer does not share a personal relationship.

These letters can be recognized by their tone which is often a combination of politeness and formality and their short length.

In this post, we present you the latest formal letter format and supporting examples.

Tips for Writing a Formal Letter

The subject should address the main purpose of the letter.
The letter should begin by discussing the topic outlined in the subject line.
The letter should be short and to the point avoiding unnecessary details.
Complex professional jargon should be avoided where simple language is sufficient.
It is important to maintain a polite yet professional tone throughout the letter.
Cross-checking for spelling or grammatical errors is always helpful

Formal Letter Format

Sender’s Address ……………….

Date: (DD/MM/YYYY)

Recipient’s Name,……………..
Designation & ………………….
Address……………………………

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Subject: (One short sentence stating the purpose of the letter.)

Salutation, (E.g.: Dear …,)

Introduction: (Begin by introducing yourself and the purpose of writing the letter.) …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Body Paragraph: (Explain the situation in detail listing factual information needed to validate your point.) ……………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Conclusion: (End the letter by restating your request or an assurance, whichever is the case.) …………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………………..

Thanking you.
Complimentary Ending:
(E.g.: Yours sincerely/faithfully,)
Sender’s Signature
Sender’s Name
Sender’s Designation

Examples using Formal Letter Format

Example #1

Letter for a subject change

Sender’s Address ……………….

Date: (DD/MM/YYYY)

Recipient’s Name,……………..
Designation & ………………….
Address……………………………

Subject: Application for Subject Change

Dear Sir,

I am a student of your school currently studying Standard VI. Kindly grant me permission to switch one of my subjects. I wish to take up French instead of Hindi.

Since I do not have a background in Hindi, I find it very difficult to grasp it. I have been trying my level best to catch up with the teacher’s explanations for the past year but am unable to excel in it. This has also resulted in a decline in my overall percentage. I understand that I will have to work hard as French is a new subject, but I am ready to take up the challenge. My language teachers have already explained to me the pros and cons of this decision, and I have discussed the same with my parents too. We all feel that taking up French is the best option for me at this juncture.

I, therefore, request you to consider my application and grant me your permission to give up Hindi and study French instead.

Thanking you.
Complimentary Ending:
(E.g.: Yours sincerely/faithfully,)
Sender’s Signature
Sender’s Name
Sender’s Designation

Example #2

Letter requesting extra classes

Sender’s Address ……………….

Date: (DD/MM/YYYY)

Recipient’s Name,……………..
Designation & ………………….
Address……………………………

Subject: Extra classes to complete portion

Copyright Notice:📚 Teachers and students are granted permission to use, reproduce, and distribute this content solely for educational and non-commercial purposes. 🚫 Unauthorized copying, distribution, or reproduction for commercial purposes is strictly prohibited. Any infringement may result in legal action.

Dear Ma’am,

I am the class leader of Std. IX Div D and would like to bring to your notice a serious matter.

Since the sudden illness of Miss Kamat, our class has been lagging in the completion of the History portion. You may be aware that we did not have history periods for a long time after Miss Kamat left. The new teacher who is appointed to substitute for her has begun by going back to all the topics which we were already taught. Therefore, in all probability, we will not finish the entire portion before the exams. Since the dates of the final exams were declared, all of us are under a lot of pressure.

I request you to look into the matter and make the necessary arrangements. If need be, all of us are even willing to attend extra classes after school.

In anticipation of your response, I remain,

Thanking you.
Complimentary Ending:
(E.g.: Yours sincerely/faithfully,)
Sender’s Signature
Sender’s Name
Sender’s Designation

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