Formal Letter

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

Formal Letter


Formal Letter Format


Sender’s Address ……………….

Date: (DD/MM/YYYY)

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

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

Points to be noted

  • The date when the letter is written is extremely important as these letters are often saved for further reference.
  • Use of modal auxiliaries implies the forcefulness of your request even while maintaining the polite tone.
  • Contact details could also include email address and phone numbers, especially where a reply is requested.

Types of Formal Letters


Formal letters can be broadly classified into three wide categories:

  • Business letters
  • Letters to officials
  • Letters to newspapers

Tips for Writing a Formal Letter


  • The subject should address the prime purpose of the letter.
  • The letter should begin by discussing the matter at hand stated in the subject.
  • The letter should be concise and to the point by 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.

Samples of Formal Letter


Sample of Formal Letter #1


Letter for exemption from payment of donation

Sender’s Address ……………….

Date: (DD/MM/YYYY)

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

Subject: Request for exemption from payment of a donation

Dear Sir,

I am writing this letter to request you to exempt me from paying the donation fee. I am studying in Class 8 and scored 95% in Semester I. I also scored 90% in Class 7.

My father works as an attendant in the local post office and his salary is the only means of income for my family which contains seven members. Moreover, we live in a rented house. After paying the rent and the medical bills of my mother, there is hardly any money left for food. Therefore, it is impossible for me to pay the donation of Rs 30,000/- demanded by the institution.

I assure you that I will pay the amount after I complete my education and find a job. Kindly take my request into consideration and do the needful.

In anticipation of your reply, I remain,
Yours faithfully,

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


Sample of Formal Letter #2


Letter for duplicate school leaving certificate

Sender’s Address ……………….

Date: (DD/MM/YYYY)

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

Subject: Application for duplicate school leaving certificate

Dear Ma’am,

I, the undersigned ex-student of your reputed school, request you to grant me a duplicate copy of my school leaving certificate. I misplaced my original certificate a while ago, and I am in urgent need of it for my further education.

I was a student of the 2006–2007 batch. My school roll number then was 52, and I was in Division B. My hall ticket number was A400152. I am enclosing a photocopy of my mark sheet for your convenience.

Kindly give me the document as soon as possible as its absence is causing a hindrance in my admission process. I am ready to pay any charges applicable for the same.

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


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