How to write a Formal letter?
What is a formal letter?
Structure of Formal letter
Example of formal letter.
A letter which we write
for official purpose is known to be a formal letter. An official letter is a
form of written communication that is addressed to people in authority. The language
used is official and courteous.
How to write a letter?
Given below is a format or
structure of formal letter.
1. Sender’s address – this consists of the writer’s address. It mainly
contain 2 -3 lines only. It should be written on left hand corner of the
letter.
For example,
Jayhind colony
1250- sector-05
Baroda
2. The date – after heading just give some gap and write date. Students
can write date on which day they are
writing exam or which is mentioned in the question.
For example,
28 march, 2021 or march 28,
2021 or 28th march, 2021.
3. Receivers address-
Write receivers
designation and address.
For example,
i. School principal - The Principal,,
ii. Editor Of newspaper… means write The
Editor
iii. Sales manager of
company – The sales Manager
iv. Municipal commissioner-
The Municipal Commissioner
Note: be careful about the
capital letter as shown above
3. Greetings or Salutation-
The salutation should be
written below the address and date write after leaving some space of line.
As we are talking about formal letter, salutation will be formal that is, Respected sir/ mam or you write only 'Sir/madam'.
4. Subject:
you should mention the purpose of writing letter in one sentence.
For Example,
1. Subject – Request for
leave
2. Subject- Issuance of
Transfer Certificate
3. Subject- Illegal
occupation of Public Park.
4. Subject – Order for
items of furniture.
5. Subject – Inquiry about
the charges and facilities for a tour to Simla…etc.
This subject should be write exactly after
salutation and left side of the page [don’t write in the middle of the page]
5. Body of the letter-
Main content of the
letter.It includes attention of receiver. Your introduction and purpose of
writing letter in details. Also includes conclusion in second para.
6. Subscription – that is complementary closing.
Thanking you
Yours sincerely
NOTE: no apostrophe is
used in ‘yours’. Either before or after ‘s’.
7. Name and signature of the sender:
Write name of sender which
is mentioned in the exam or question. Students should not write their own name
and address. Use fictitious name.
NOTE: Letter should be written only left side of the page. Very near to the margin.
Given below is the example of formal letter for your guidance.
Write a letter to the Principal asking him to grant leave for 3 days as you are going to attend your cousin's marriage
Dr.No. 3-101
Peda Veedhi
Ganpawaram
11August,2021
The Principal
St. Thomas School
Delhi
Respected sir,
Subject: Request for leave
I Radha of V-B is here do request you to grant me leave for three days. That is from 12/08/2020 to 14/08/2020 as I am going to attend my cousin's marriage. It is going to be held in Vishakhapattanam on 13/08/2020. As a family member my presence over there means a lot . Please grant me leave for the respective days.
Thanking you sir
Yours obediently
Radha