Definition of a Formal Letter
Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a
strict and specific format. Formal letters are naturally much more formal in style than
informal/friendly letters. Formal letters can be written for a number of reasons such as,
to express your concerns while working in a professional setup
to provide official information across your workspace
to order goods, to apply for employment, etc.
to the Editor of a newspaper addressing the problems faced by various groups of people in
different areas, etc.
Structure of a Formal Letter
In order to be able to write a formal letter, you have to first understand the reason behind the
letter. As far as formal letters are concerned, the structure of the letter changes depending on the
type of letter. There are certain rules to be followed to be able to draft a formal letter. Every
sentence should be well thought out and laid down in such a way that the message you want to
convey should be precise and clear to the reader.
Types of Formal Letters
There are different types of formal letters, as discussed, and they can generally be labelled under
the following terms:
Business Letters
Letters of Application
Letters to Newspapers
Business Letters
Business letters should be terse, clear and to the point. There is no room for any kind of stories in
a business letter. Before you start to write a business letter, there are a few things you should
keep in mind.
Use simple, everyday language to convey the message clearly instead of using flamboyant
and overemphatic vocabulary.
Never use jargon that is commonly used in business when you write a business letter.
Avoid using abbreviations as much as possible.
The modes of address vary according to the type of letter and the receiver.
Clear and exact descriptions of the articles necessary with the expected quality and
quantity should be listed with utmost care when you write a letter to order goods.
When replying to a business letter, always quote the date of the letter you are responding to
and its reference numbers (if any).
Formal/Business letters include letters from an employer to the employees and vice versa, letters
to order and replace goods, letters of serious concern to an officer of higher rank, letters of
complaint, etc.
Letters of Application
Letters of Application usually consist of letters applying for employment. Before and after you write
a letter of application, make sure you check for the following:
Always start with a short introduction stating whether the applicant is writing in response to
a reference from an advertisement found online or in the newspaper.
State the age, education and experience of the applicant.
Provide the employer with a genuine expression of the applicant’s earnestness in taking up
the job in the respective company.
Also, furnish references so that the employer can gather an idea of the kind of employee
you would be.
Letters of Application should follow the format of formal/business letters.
Letters to Newspapers
Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are
letters that express concerns that should be addressed to the higher authorities. These letters
should be professional and authentic. No newspaper would publish anonymous letters, so make
sure you are writing the letter for a cause and provide your name and address correctly.
Writing a Formal Letter – Parts of a Formal Letter
When writing a formal letter, always be respectful and conscious of your language, no matter what
the subject of the letter might be. To write a formal letter, there are some points to be
remembered.
1. Always start with the sender’s address
2. This is followed by the date.
3. The receiver’s address comes next. The receiver can be the name of the firm or the one who
represents the firm.
4. The subject of the letter is very important. It is a statement of the purpose of the letter. It should be
written in a single line.
5. The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by
their name, ‘Dear Shrinath’.
6. The body of the letter can be written in 3 paragraphs.
The first paragraph should be aimed at introducing yourself and stating the purpose of your
letter.
The second paragraph should furnish all the information about the matter.
The third paragraph can be a concluding paragraph where you lay out your expectations
regarding the matter.
7. To close the letter, you can use a complimentary closing like ‘Yours faithfully’, ‘Yours sincerely’ etc.
8. Unlike informal letters, the signature should include your name (in block letters) and designation
below your signature.
Formal Letter Writing Samples
Formal Letter Sample 1 – Letter to the publisher ordering books for your store
Javed
Read More Book Store
24, Crosby Lane
Bangalore 600045
20th August, 2019
The Manager
Zack Publishing House
Mumbai 400012
Subject: Requirement of new books for the store
Dear Sir,
I have received the books that you sent last week. The books are in perfect condition, and they
were delivered on time. Owing to the great service rendered, I would like to order more books that
would be a great addition to the wide range of books available at my store. Given below is a list of
books that I would like to purchase:
Title of the Book Author No. of Copies
Wuthering Heights Emily Bronte 3
Treasure Island R L Stevenson 2
A Brief History of Time Stephen Hawking 4
Surely You’re Joking, Mr. Feynman! Richard Feynman 2
I shall be grateful if you could send me copies of these books as mentioned by VPP as early as
possible to the address given.
Thank you in advance.
Yours faithfully,
Signature
JAVED
Manager, Read More Book Store
Formal Letter Sample 2 – Letter to the Editor about a road that needs repair
Ganesh
25, SS Street
Cheran Nagar
Coimbatore 641023
8th September, 2019
The Editor
The Hindu
Coimbatore
Subject: Repair of the road in Cheran Nagar
Sir,
I would like to bring to your notice that the people in and around Cheran Nagar have been facing
difficulties in travelling back and forth because of the bad condition of the roads there. We have
appealed to the Municipality, but there has not been any response on the issue so far.
As our appeals to their office have had no effect, we believe that perhaps a mention in the media
would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have
been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it
is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on
both sides of the road, which leave very little room in the middle. The residents of the area have
been inconvenienced in this way for weeks.
The situation is becoming worse. There have been multiple accidents happening due to this
condition. I request you to highlight the seriousness of the matter in your newspaper so that the
road may be properly repaired without further delay.
Thanking You
Yours sincerely,
Signature
GANESH
Resident
Sample Letter Requesting a Character Certificate from College for Higher Studies
Rudhra Viswananth
6/45, Green Palace Lane
Whitefield
Bangalore – 560012
January 7, 2022
The Principal
PSGR Krishnammal College of Arts and Science
Sitra, Avinashi Road
Coimbatore – 641025
Subject: Request for a Character Certificate
Dear Sir,
I am a final year student of B A Economics in your esteemed institution. I am writing this letter to
request you to provide me with a character certificate as I have to submit it to confirm my
admission for postgraduate studies at Jawaharlal Nehru University, Delhi.
The admission process at Jawaharlal Nehru University is held a lot earlier than the other
institutions since they consider February as the beginning of the academic year. I have cleared the
entrance examination and the interview that was conducted last month. I have been shortlisted,
and so I have been asked to submit my mark sheets and conduct certificate by the end of this
week. My admission would stand cancelled in the event of me not submitting the said documents.
So I request you to consider my request and kindly issue me a character certificate at the earliest.
Thank you very much for your time and consideration.
Yours faithfully,
Signature of the sender
RUDRA VISWANATH
B A Economics Final Year Student
Sample Letter for New ATM Card Issue Application
Door No. 91, Thekkel House
N G G O Colony, Thangavel Street
Tambaram West
Chennai – 600022
January 12, 2022
The Bank Manager
State Bank of India
Tambaram Branch
Chennai – 600022
Subject: Issue of new ATM card
Dear Sir/Ma’am,
I am Baskar Swaminathan, and I recently applied for a savings bank account with the account
number (mention your account number) at your branch. I am writing to bring to your kind attention
that my account has been verified and activated. I was informed that I would be receiving the ATM
card last week, but I have not received it yet. It might be some issue with the delivery agency.
Whatever be the reason, it would be really helpful if you could check the current status of my ATM
card. I would like to receive it before this weekend as I will be shifting to Bangalore.
I request you to kindly understand my situation and do the needful so that I can receive my ATM
card at the earliest.
Thank you.
Yours sincerely,
Signature of the sender
BASKAR SWAMINATHAN
Sample Application Letter for Transfer Certificate from School – Due to Relocation
5/98, Srinivasa Nagar 2nd Street
Anna Nagar West
Chennai – 600026
03/01/2022
The Principal
Carmel Garden Matriculation Higher Secondary School
Race Course Road
Tambaram
Chennai – 600014
Subject: Request for a Transfer Certificate
Respected Sir,
I am Senthil Kumaran, father of Aaryan Senthil, a student of Class VII B in this school. I would like
to inform you that we are relocating to Bangalore and so Aaryan has to shift schools. It has been
difficult to get an admission as it is almost the end of this academic year. He has been shortlisted
for admission, and it would be highly appreciated if you could issue a Transfer Certificate as soon
as possible.
I would like to let you know that all his fees have been paid, and there are no pending dues. I
request you to kindly consider my request and do the needful.
Thanking you.
Yours sincerely,
Signature of the student
SENTHIL KUMARAN
Father of Aaryan Senthil
Class VII B
Roll No. 02