Formal Letter Format, Types of Formal Letters with Samples

Formal Letter Format

A formal letter is a letter that is sent to the officials regarding expressing your thankfulness or complaining against a person or situation. So, the format of a formal letter needs to be short and crisp and free of grammatical errors. Avoid making silly mistakes or spelling mistakes in a formal letter. Formal letters can be sent to schools, colleges, offices, and to government places. Writing a formal letter is an art and there are various websites offering services like writing a formal letter for money.

Types of Formal Letters

  • Sick leave application
  • Resignation Letter
  • Job offer letter
  • Complaint letter
  • Business letter
  • Appointment letter
  • Leave application for Marriage/ maternity

 

Points to Remember while writing a Formal Letter 

  1. Always keep it short and crisp. Mention only the important details regarding the subject matter. Do not write not so important things as it has to be to the point. So, neither your time is wasted nor the readers.
  2. Use a formal tone only and not a friendly one. Remember that the person going to read it is not your friend.
  3. Use proper salutations as that is the first thing a person is going to read so it has to be good and not over-friendly
  4. Do not forget to mention the date in any formal letter either at the beginning or the end. Preferable at the beginning.
  5. Always mention your name or on the behalf of whom you are writing the letter for. If it is on behalf of an organisation do not forget to add a seal or stamp of that particular company.
  6. Always express your thankfulness at the end of the letter and do not just end it casually.
  7. Keep all the things like address, subject matter, date or salutations on the same side preferably at the left side.
  8. Do leave a space on the left so that if the letter is stapled the content does not get erased or hidden on the extreme margins.

Format of a Formal Letter (Point wise)

  1. Sender’s Address
  2. Date
  3. Name of the Receiver
  4. Address of the Receiver
  5. Salutation
  6. Subject
  7. Introduction
  8. Body Conclusion
  9. Closing
  10. Name of the Sender with signature or seal

Format of a Formal Letter with Example

Below we have mentioned the format of a formal letter in English that anyone can follow for any type of formal letter.

 

Sender’s Address in 2-3 lines

To,

<concerned person>

<address>

<Location of the office>

Date: 

Subject: 

Salutation: Dear sir/ ma,am,

<Subject matter in maximum 3 paragraphs if possible>

 2-3 lines of self-introduction mentioning the reference number if any.

Always thank the concerned authority in the last few lines of the subject matter.

 

Thanking You

Yours Obediently/ Yours Thankfully

<Your Name>

<Signature>

<Seal of the company (if any)>

 

Formal Letters replaced by E-Mails

As technological advancements are taking place the formal letters are disappearing and e-mails have become the new channel for sending formal letters. It is suggested to keep in mind that the same format of a formal letter for both e-mails as well as a formal letter can be used. As only the medium has changed but the purpose is the same so be careful while writing a formal letter. Only a few things are different in email and a formal letter. They are as follows:

  • Do not mention the sender’s address in an e-mail as here the identity becomes the e-mail address through which the sender is sending the mail
  • Instead of a company seal use the company’s logo that is registered in the name of the company.
  • One can add links and URLs in an Email for the purpose of referencing in an email.
  • Do not write the subject again in the mail body as there is a separate space for writing the subject.
  • No as such a need for signatures as our mail ID is enough.

 

Format of a Formal E-mail

 

Dear<name/ sir/ ma’am>,

<Body>

<Expressing thankfulness or expressing needfulness, as the case may be>

We are looking forward to hearing back from you.

 

With Regards

<Your Name>

<Logo of the company if any>

 

Some of the Examples and suggestions for writing a Formal Email

1. Initial Greeting for beginning the Email body

Anyone can use these statements while initiating the E-mail body as per the subject and requirement.

  • I am writing with regard to
  • I am writing in connection with
  • I am writing in reference to
  • This is to bring your attention at
  • This is to inform you
  • I regret to inform you

 

2. Winding up statements

Given below are some of the statements that are necessary to use while writing a Formal E-mail as it makes the sender sound professional.

  • Looking forward to hearing from you soon
  • Thank you in advance (must be used rarely, as it might sound like you are forcing someone to perform an action which is considered unprofessional)
  • Thanks for your attention
  • For further information, please do not hesitate to contact me
  • Please let me know if you have any questions.

 

3. Conclusion

These are some of those concluding words that need to be added while ending up with the E-mail before mentioning the name of the sender or on whose behalf the mail is being sent.

  • Best Regards
  • Kind Regards
  • Yours Faithfully (When you don’t know the name of the concerned person)
  • Yours Sincerely (when the salutation is personalized like dear sir/ma’am or surname)
  • Warm Regards
  •  

Check Informal Letter Format & Samples

Formal Letter Format- FAQs

Q. What should be the length of a formal letter?

Ans. A formal letter should be short and crisp. Only the important things should be mentioned in a Formal Letter and details are to be written only is asked for.

Q. What is the difference between Formal and informal letter?

Ans. The major difference id Formal letter must have a subject. Informal letter does not have a subject. For more differences go through the article above.