Crafting a formal letter is an indispensable skill for students. It forms an integral part of the school curriculum and serves as a vital tool for professional and formal communication. To convey professionalism, all formal letters necessitate a specific structure, tone, and clarity. Individuals find themselves writing formal letters to banks, principals, municipalities, and various such bodies at various junctures of their lives.
This article aims to guide students in grasping the format and essential tips for composing an effective formal letter.
Guidelines for writing a formal letter
- The sender’s address is positioned at the top left-hand side of the page, encompassing the address, city, and postal code.
- The date is inscribed below the sender’s address.
- The recipient’s address is placed on the left-hand side below the date. It includes the designation, school or organisation’s name, and complete address, followed by the salutation.
- Although a subject line is optional, including it is recommended.
- The purpose of the letter must be clearly stated in the first paragraph, and the main body must include details supporting the request, complaint, or information.
- A formal and polite tone must be maintained throughout.
- The conclusion should summarise the main points, offer gratitude, and mention the expected outcome. Always end on a positive note, express appreciation, and maintain a courteous approach.
- You must always close the letter with a formal closing phrase.
- The spelling, grammar, and sentence structure must be checked and proofread before submission.
- It is recommended to use a formal vocabulary and avoid contractions.
Format of a formal letter
Sender’s address
Write your address at the top-left corner of the page.
Example:
12th Floor
Crest
Jaipur
Date
Mention the date on which the letter is being written. It is positioned under your address.
Example: 18 August 2025
Address of the receiver
Mention the receiver’s designation and the address of the organisation to which the receiver belongs.
Example:
The Principal
St Marks School
Jaipur
Greeting
This is the formal greeting that you send to the receiver.
Example: Dear Sir, Dear Madam, etc.
Subject
The subject line is optional, but it is recommended that it be included.
Example:
Subject: Requesting a sick leave
Body
The body comprises the main content of the letter. The first paragraph mentions why you’re writing the letter. The second paragraph mentions why your appeal/recommendations should be considered. The last paragraph comprises the conclusion.
Signing off
The phrase to sign off is mentioned in the bottom left corner.
Example: Yours faithfully, Yours sincerely, etc.
Sample of Formal Letter
Let us now write a letter to the municipal corporation requesting that they clean the drainage system in your colony.
D- 42
Saket
Delhi – 110017
Date: 20 March 2025
The Municipal Commissioner
Municipal Corporation of Delhi
Delhi – 110002
Subject: Request for cleaning the drainage system
Dear Sir,
I am writing to bring your attention to the urgent need to clean the drainage system in D Block, Saket. The drainage has been clogged due to debris accumulation during heavy rainfall.
Due to the clogging, the streets have become waterlogged, making it difficult for residents to access the roads. Moreover, the stagnant water poses a health risk as it has become a breeding ground for mosquitoes.
I urge you to take prompt action to clean the drainage system and ensure regular maintenance to prevent such issues in the future. I hope for a speedy resolution of the matter.
Yours sincerely,
Priya Singh
Writing a formal letter is a valuable skill that benefits students in both academic and professional contexts. By adhering to the correct structure, maintaining a respectful tone, and ensuring clarity, students can effectively communicate their message in a formal manner.
We hope that the blog was informative. You can check out our blog on writing applications to the principal.
By
Dr. Vasudha Neel Mani
