Format of Formal Letter
Hello friends. How are you all? Today we are going to discuss about an important topic. It is related to the letter. Yes, we are going to see how to write a letter.
Many of us learn how to write the letter in the school life. But after that we do not remember how to write it. It is very common problem.
Students who are in school, can also read this article in order to solve all doubts. So without wasting more time lets start it.
There are two types of letters. One is formal letter and other is informal letter. Lets see what is the difference between these two letters.
Examples of Formal Letters
What is formal letter?
This is a type of letter usually write for the official purpose. It is also known as business letter. You can write this letter to any organisations, departments, banks, in short to any person, you do not know personally.
It has a format, where to write the name, address, subject, and all. Also the language of the letter should be formal and with full of respect.
What is informal letter?
This type of letter is written to our friends, relatives, family friends, and to all of them, we know personally. The language of this letter is casual.
Now you know the difference between the two letters. Our today’s article is about how to write the formal letters. I will give some formats which can be helpful to you.
Layout/Format of the formal letter:
- Always begin your letter with your address on the right or the left corner of the letter.
- Mention the date of writing letter below your address.
- Write the name and the address of the receiver. If you put your address on the right corner of letter then receiver’s address should be in the left side and vice versa.
- Use proper salutation/greetings:(Dear Sir/Madam, Respected, Mr. Mrs, Miss etc.)
- Subject or the agenda of the letter writing. Keep it brief. Try to write it in one line.
- Body: It should be written in paragraphs. The reason behind it to keep reader interested in letter. The first paragraph should be introductory. Write the purpose of letter in it so the reader can get idea about it.
- In second para, give more details about your intention behind the letter.
- Ending: Before ending letter, do not forget to show your gratitude. You can use words like ‘thank you’ or ‘thanking you’.
- Sign: Before sign, write ‘write yours faithfully/sincerely’etc. Then sign with your name.
- One thing you must keep in mind throughout the letter that your language should be very polite and with respect.
Examples of some formal letters:
1. leave application letter
Mr. XYZ
(Address)
(Date)
Mr. ABC
(Address)
Dear Sir/Madam,
Subject: Application for the leave of 1 day.
I am writing this letter to inform you that I need one day leave. From last night I am not feeling well. And hence I will not able to come to the office tomorrow.
I will join the office from the day after tomorrow. Please consider my leave application.
Thanking you.
Yours sincerely
(Sign)
(your name)
2. Appointment Letter
Date:
Name:
Address:
Dear, (Name of selected candidate)
Appointed as: (name of post)
We are pleased to inform you that, according to your interview for the above mentioned post you are selected. We are offering you the above position in our company.
You have to occupy the post from (Date), under following terms and conditions.
Terms and conditions:
(Name of the candidate) ( Manager/HR head )
( Sign ) (sign)
3. Letter for joining on Duty – Joining letter format in word
Mr.(Your name)
Address:
Date:
To,
(…………….)
Address:
Sub: Letter to join as a(post name) in your company.
Ref: Your appointment letter no.(………….) on dated(………).
Resp. Sir/Madam,
With the reference mentioned above, I have been selected for the post of (post name). As per the instructions given in the appointment letter, I have obtained a medical certificate from the (name of hospital) hospital.
Here, now I wish to join my duty on date(…………) as a (post name). My joining may kindly be accepted.
Yours faithfully,
(sign and name)
4. Complaint Letter complaint letter format
Mr. XYZ
Address:
Date:
To,
The Head of Road Department.
Municipality,
Respected Sir/Madam,
Subject: Complaint about the road of our colony.
Sir,
I am writing this letter, to bring your kind attention towards the very bad condition of the roads of our colony. We are suffering since the last 4 months from this conditions.
Few days ago there happen an accident due to poor conditions of road. An old age man get seriously injured. We have written several complaint letters before but no action has been taken yet.
Kindly look into the matter and do the needful. Thank you.
Your sincerely
( Sign and name )
5. Complaint letter against non-working of telephone
Mr. (your name)
Address: (your address)
Date:
To,
The area manager,
(Name of Telephone company)
Sir,
Subject: Non-working of telephone.
I am writing this letter to bring your kind attention towards the non-working of telephone of my house. Its been a 10 days now.
I try to complaint online, a lineman came but he do not repair it successfully. Also he was asking for a money for repair. As your company policy, you provide a free service to customers. We are facing many problems due to condition of telephone.
Please repair it as soon as possible. Thank you.
Yours faithfully
(sign and name)
6. Complaint letter for frequent electric power failure
So, here is complaint letter format and how to write a complaint letter to electricity board.
Mr. (your name)]
Address: (your address)
Date:
To,
The Chief Engineer,
Electricity board,
(place name)
Subject: Complaining of a frequent power cut.
Sir,
Reason behind writing this letter is the frequent power failure in our area (area name). We are facing this situation since the last months. Some times we supplied with the low voltage electricity also.
As you know, this is the time of exams of students, they can not do their study due to this problem. Also now a days atmosphere is also so hot. It is difficult to walk on the roads in the evening. And such a lots of problem we are facing.
I filed many complains before this. Still no action is taken. Please solve this problem as early as possible. I hope you solve our problem soon.
Thank you.
Yours sincerely
(sign and name)
7. Complaint letter to the bookseller regarding the supply of wrong books parcel.
Here is complaint letter for wrong delivery of books.
Mr. (your name)
Address:
Date:
To,
(name of book store)
Address:
Subject: Delivery of wrong books.
Sir,
I have ordered some book from your store about a month ago. My order number is (order or reference no.). But I feel bad to tell you that you have send wrong books to me.
Yesterday when the parcel reached me, I found that the books are completely different from that I have ordered. And hence I am returning the parcel with the photocopy of my original order.
Now you are requested to replace the books at your own postal charges.
Thanking you.
Yours faithfully
(sign and name)
8. Invitation letter
Here is Invitation letter format.
Principal,
(School/college name)
Address:
Date:
To,
(Recipient’s name)
Address:
Subject: Invitation letter.
Resp. Sir/madam,,
On behalf of school/college staff and our students, I am pleased to invite you as a chief guest to our Annual day program. It will going to happen on (Date of event and time), in our campus.
At the event, cultural programs, dance, singing and drama will be performed by our students. We decided to distribute the prizes by you. A lunch/dinner has arranged in between the event to make it more enjoyable.
We hope you will be able give your precious time for us. Your attendance means a lot to all of us. Please confirm your attendance at the event before two days, by contacting us.
Thank you.
Yours sincerely,
(sign and name)
(your designation)
9. Resignation Letter
Here is sample of short resignation letter.
Your name:
Your address:
Date:
To,
Recipient’s post,
Company/institute name
Address:
Subject: Resignation letter.
Respected sir,
I am writing this letter to inform you that I am resigning from my post as a (Post name) at (company/institute name).
As per my contract, I am giving you one month’s notice and my last day of work with the company will be (Date). I would like to say thanks for all the opportunities for professional and personal development that you have offered during last …… years with you.
I assure you that I will be there if the company/institute needs me in the future. Kindly take my resignation under consideration.
Thanking you.
Yours faithfully
(sign and name)
(your post in company)
10. Request letter
Here is sample of short Request letter format.
Your name:
Your address:
Date:
To,
The principal,
(School/college name)
Address:
Subject: Request for an experience certificate.
Hon. Sir/Madam,
I am teaching in your institution since the last … years as a (post name), to the classes………… I got selected in an institution which provides me better opportunities for my better future.
There, I asked to bring an experience certificate. So I am writing this letter to request you to give me experience certificate as soon as possible.
Kindly think about my letter and make me available with the certificate. Thank you.
Yours sincerely
(sign and name)
I hope now you all understand how to write the formal letters. You can take the help of the above given letter samples. Try to write the letters in your own words and for own reasons.
FAQs of Examples of Formal Letters
1. What is main difference between formal and informal letter?
Ans: Formal letter is written to the person, we know personally. Informal letter is written to the person, we do not know.
2. How should be the language of formal letter?
Ans: The language should be simple and respectful.
3. Who can write the formal letters?
Ans: As this letter is also known as business letter, an employee, job seeker can write it to the company and vice-versa.
4. How to end formal letter?
Ans : You can end formal letter by writing ‘Yours faithfully, Yours sincerely, Yours respectfully’ and your sign.
5. To whom we can write formal letter?
Ans : To any person or institution which we do not know personally.
6. What can you write instead of sincerely?
Ans : Yours respectfully, With Appreciation, In appreciation, Cordially etc. can be written in place of Sincerely.
Conclusion:
There are lot of reasons when you can write formal letter. We have given some mostly used examples of this letter. You can change the subject as your need.