Formal Letter Writing in English, Definition, Format, Types, Examples And Topics

Formal Letter Writing: Formal letter writing is a structured and official mode of written communication used for various professional, business, and official purposes.

Check: Informal Letter In English

Formal Letter Writing Definition 

Formal Letter Writing Format

Sender's Address: This is where you write your own address. It's like telling the recipient where you are. Include your house or street address, city, state, and postal code.

Date: Just below your address, put the date. This is when you write the letter.

Recipient's Address: Skip a few lines and then write the recipient's address. It's like saying where the letter is going. Include their name, their title (if you know it), the name of their organization, their street address, city, state, and postal code.

Salutation: This is like saying hello. Start with "Dear" followed by the person's name (e.g., "Dear Mr. Smith") or use "To Whom It May Concern" if you don't know their name.

Body of the Letter: This is where you write your message. Think of it like telling a story with different parts. Each part or paragraph should talk about a different thing.

Complimentary Close: At the end of the letter, you say goodbye nicely. Common closings are "Sincerely," "Yours faithfully," or "Best regards." It's like a polite way to finish your letter.

Your Signature: After you write the closing, leave some space to sign your name. It's like saying, "This is really from me."

Typed Name: Right below your signature, type your name again. This is for the recipient to know who wrote the letter.

Types of Formal Letters

1. Business Letters: These letters are used for professional communication within an organization or between different businesses. They may include letters of inquiry, complaint letters, order letters, and more.

2. Cover Letters: Cover letters are typically sent along with a resume when applying for a job. They introduce the applicant and explain their qualifications and interest in the position.

3. Application Letters: These are used when applying for various opportunities, such as scholarships, college admission, or job openings. They outline the applicant's qualifications and express their interest.

4. Recommendation Letters: These letters are written by someone (e.g., a teacher, employer, or colleague) to endorse another person's abilities, character, or qualifications.

5. Official Letters: Official letters are used for government and legal purposes, including letters to government authorities, formal requests, or notifications to government agencies.

6. Complaint Letters: These letters are written to express dissatisfaction or lodge a complaint about a product, service, or issue. They aim to address and resolve concerns.

7. Resignation Letters: When an individual wishes to leave their job, they write a resignation letter to formally inform their employer of their decision and provide notice.

8. Invitation Letters: These are sent to invite someone to an event, such as a wedding, conference, or seminar. They provide details about the event and request the recipient's presence.

9. Condolence Letters: Condolence letters are written to express sympathy and offer condolences to someone who has experienced a loss or bereavement.

10. Thank-You Letters: These letters express gratitude and appreciation for a gift, favor, or support. They are often sent after special occasions, interviews, or significant help received.

11. Apology Letters: Apology letters are used to express regret and offer an apology for a mistake or offense. They aim to mend relationships or rectify a situation.

12. Inquiry Letters: These letters are written to seek information, request clarification, or make an inquiry about a particular subject or product.

13. Permission Letters: Permission letters are used to formally request authorization to do something, such as seeking permission to use a facility, reproduce copyrighted material, or conduct research.

Formal Letter Writing Examples

Example 1: Write a Letter to the publisher ordering books for your store

Example 2:

Formal Letter Writing Questions

1. Write a letter to the Principal of your school requesting additional library facilities.
2. Write a letter to the Municipal Commissioner, highlighting the issue of improper waste disposal in your locality and suggesting solutions.
3. Write a letter to the Editor of a local newspaper expressing your concern about the rise in air pollution in your city and suggesting measures to combat it.
4. Write a letter to the Manager of a local bank requesting information about educational loans for higher studies.
5. Write a letter to the Chairman of your school board, expressing your opinion about the need for introducing new subjects or courses in the school curriculum.
6. Write a letter to the Deputy Commissioner of Police, reporting an increase in thefts and burglaries in your area and suggesting ways to improve security.
7. Write a letter to the CEO of a major tech company, requesting support for a technology workshop in your school.
8. Write a letter to the Director of your school, requesting permission to organize a cultural fest in the school premises.
9. Write a letter to the Minister of Education, highlighting the need for better infrastructure and resources in government schools.
10. Write a letter to the President of your country, expressing your views on an important social or environmental issue and suggesting possible solutions.

Practice Formal Letter Writing