Today with the advancement of technology we usually send emails, invitations, application letters and a lot more through Gmail, Yahoo, Rediffmail or messages through WhatsApp.
Have you ever wondered how people used to communicate earlier when no internet facilities were available?
Yes, you are right.
In those days, people communicated by writing letters, which was the only medium of communication among themselves.
There was a fixed format for writing letters as informal letters were usually written to relations and friends. In contrast, formal letters were crafted for businesses, and professionals, sending applications for schools, colleges, jobs and a lot more.
Today, in this article, let us learn more in detail about the formal letter, formal letter format, types of formal letter along with samples and a lot more.
The formal letters are mainly written for official or professional use. The technique of writing this letter is clear, formal, and to the point. Any professional letter either for placing orders or inquiries, editorial letter, job application, leave letter, or claiming a complaint. All these letters are categorised under the formal letter.
There are different types of formal letters and are generally classified based on their purpose. The different types of formal letters include:
Order letters, Sales letters, Cover letters, Circular letters, Enquiry letters, Business letters, Apology letters, Invitation letters, Promotion letters, Complaint letters, Resignation letters, Acceptance letters, Employment letters, Appreciation letters, Condolence letters, Recommendation letters, Reply to a letter of complaint and more.
Writing a formal letter does not need to be a challenging task. There are simple six-step formats which need to be followed for crafting an adequate formal letter
[Your Name]
[Your Address]
[Your email address]
[Your phone number]
[Date]
[Recipient’s Name]
[Recipient’s Title and Position if applicable]
[Recipient’s Company if applicable]
[Recipient’s Address]
Subject: [The subject of the letter]
Dear [Recipient’s Name],
[Opening paragraph]
Introduce yourself and state the purpose of your letter. Provide any relevant background information or necessary context.
[Body paragraphs]
Use topic sentences to introduce the main ideas of your letter. Elaborate on additional details relevant to your purpose for writing.
[Closing paragraph]
Summarise the key points, express appreciation or interest, and directly state any desired follow-up actions.
Sincerely,
[Your Name]
[Your Typed Signature].
Here is a simple example of a formal complaint letter written to the editor of a newspaper regarding the inconveniences caused by the construction work.
No-1278, 3rd Cross, 5th Main
Jain Society, Jain Marg,
Jayanagar 4th block,
Bangalore, Karnataka 560041.
22nd Nov 2024.
To,
The Editor-in-Chief,
Deccan Herald,
NO-75, 2nd phase, 2nd main
MG Road
Bangalore, Karnataka 560001.
Subject: [Construction work in our locality (Jayanagar) during monsoon season causing us difficulties.]
Respected Sir,
Through the medium of your esteemed and respected daily, I like to bring to your attention the difficulties the residents of my locality (Jayanagar, Bangalore) are facing due to the construction and repair work currently happening in our area. Monsoon season started a few days ago and is compounding our problems.
The repair work has been ongoing for six weeks now and is falling way behind schedule. And now with the current weather conditions, we are having persistent waterlogging and flooding in our area. Another worry is the accidents that may occur due to the debris lying around the road. Diseases caused due to waterlogging are another one of our concerns.
Therefore I wish to draw the attention of the concerned authorities via your newspaper. Hopefully, you will be able to help us in drawing their attention and resolving this matter at the earliest.
Thanking You,
Yours Sincerely,
[Signature]
[Your Name]
Here is a simple example of a formal application letter written to the Spanish Learning Institute regarding the enquiry about course fees, duration and other details.
No-123, Defence Colony,
Bangalore
Karnataka- 560038
22 November 2024
To,
The Manager
Spanish Learning Language Centre
Brigade Road, Bangalore,
Karnataka 560 001.
Subject- [Enquiring about Spanish learning course]
Respected Sir,
I wish to enquire about the Spanish learning course offered by your institute. Since I have basic knowledge of the Spanish language priorly, I wish to learn the language at an advanced level.
I request you to provide the following details relating to the advanced-level Spanish learning course-
Kindly attach all the above details along with the institute's brochure and admission form.
Looking forward to your quick and early reply.
Thanking You,
Yours Sincerely,
[Signature]
[Your Name]
Here is a simple example of a formal Business Proposal Letter written to the other company’s CEO for the collaboration.
[Your Name]
[Your Position]
[Your Company]
[Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
Subject: Proposal for [Project/Service]
Respected Sir,
I am writing to propose a [describe the project or service] that I believe will greatly benefit [Recipient’s Company]. Our company, [Company name], has extensive experience in [relevant field], and we are confident that our [product/service] can [explain the value or benefit].
Our proposal includes [briefly describe key components of the proposal, such as objectives, methodology, and expected outcomes].
We are eager to discuss this opportunity in more detail and explore how we can work together to achieve mutual success. Please find the full proposal attached for your review.
Looking forward to the possibility of collaborating with you.
Sincerely,
[Your Name]
[Your Position]
Here is a simple example of a formal letter written to the village Panchayat office about a road that needs to be repaired.
[Your Name]
[Your Address]
[Your email address]
[Your phone number]
[Date]
[Recipient’s Name]
[Recipient’s Title and Position if applicable]
[Village Panchayat office address]
Subject: [Repair of the road in our village]
Respected Sir,
I would like to bring to your notice that the people in and around [place in the village] have been facing difficulties in travelling back and forth because of the bad condition of the roads there.
Since the beginning of the last month, the roads in[village name] have been almost impassable. The surface is badly broken up by the heavy rains, and during the dark, it is dangerous for vehicles to pass.
The situation is becoming worse. There have been multiple accidents happening due to this condition. Hereby I am requesting you to look into this matter more seriously and repair the road without further delay.
Sincerely,
[Your Name]
[Your Position]
A formal letter can be more than one page and is likely to contain eight parts:
| Sender’s DetailsAddress with contact details. |
| Date.DD/MM/YYYY |
| Receiver’s DetailsAddress with contact details. |
| The subject of the letterIt is very important and should be written in a single line. |
| The salutation This can be Dear Sir/Madam or Respected Sir/Madam. |
| BodyThe body of the letter can be written in 3 paragraphs.The first paragraph: Introducing yourself and stating the purpose of your letter.The second paragraph: Should furnish all the information about the matter.The third paragraph: A concluding paragraph |
| To close the letterHere, we can use a complimentary closing like ‘Yours faithfully’, ‘Yours sincerely’ etc. |
| [Signature][Your Name]Unlike informal letters, the signature should include your name (in block letters) and designation below your signature. |
Important tips for writing a Formal Letter:
A formal letter is an essential mode of communication in professional and academic settings. The structured format ensures clarity and professionalism, making it an effective tool for conveying important information, requests, or decisions.
Mastering the art of writing a formal letter requires attention to detail, adherence to established conventions, and a focus on the purpose and audience.
Whether in the digital age or traditional pen-and-paper contexts, a well-crafted formal letter speaks volumes about the sender’s competence and respect for communication etiquette. By understanding and applying the principles discussed, anyone can confidently engage in formal correspondence with precision and impact.
Stay tuned to our website at JAIN College, one of the Best PU Colleges in Bangalore and explore more in detail about the Formal Letters, different types of Formal letters, their format, samples and more.
A formal letter has a specific layout which includes the sender’s details, date, recipient's address, subject, salutation, body of the letter, complimentary closing and signature
There are simple steps and an effective structured format which need to be followed while writing a formal letter:
Letter of Enquiry, Letter of Complaint, Order Letter, Sales Letter, Promotion Letter, and Recovery Letter are some different types of formal letters.
A formal letter is usually written for official purposes, which emphasise clarity, accuracy, and professionalism, while informal letters are written for personal or social purposes which prioritise emotional expression and emotional tone.
Both formal and informal letters are written forms of communication and both letters require proper salutations or greetings to address the recipient.
Yours truly, Yours sincerely, With sincere appreciation and with sincere thanks can be used as a complementary closure in the formal letters.
An effective ending to a formal letter should be in a polite and professional tone. While concluding or closing any formal letter, always be respectful and avoid slang, informal expressions, or being too casual.
A business letter is a type of formal letter that is written to convey confidential information and messages by an organisation or company to communicate professionally with clients, shareholders, investors, customers, other companies, etc.
The end of the formal letter may include specific requests, instructions, or action items.
An effective ending to a formal letter does matter because it is a closing or conclusion of the message in your letter which leaves the overall impression. The conclusion or the ending of a formal letter sets the tone for future communications, builds rapport with the recipient, or strengthens an existing relationship and a well-crafted ending can help guide your recipient on what to do next.
JAIN PU College, a part of the renowned JGI Group, is committed to empowering students with quality education. Beyond academics, the college ensures its online content reflects the same standard of excellence. Every blog and article is meticulously vetted and proofread by subject matter experts to ensure accuracy, relevance, and clarity. From insightful educational topics to engaging discussions, JAIN PU College's content is crafted to inform, inspire, and add value to its readers, reflecting the institution's commitment to intellectual growth and innovation.
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