What Is a Formal Letter?

A formal letter is a letter written in a proper format, usually for official or professional reasons. These letters are also called business or professional letters. Unlike casual or friendly letters, formal letters have a clear structure and follow specific rules. You may write formal letters to:

• Express concerns in a work environment
• Share official information at the workplace
• Request items, apply for jobs, or order goods
• Address issues to a newspaper editor or authorities

Structure of a Formal Letter

To write a formal letter, it is important to know the reason for writing it. The structure of the letter may change based on the type of formal letter you are writing. However, certain basic rules always apply. For example:

• Write clear and meaningful sentences.
• Avoid unnecessary words to make the message direct and easy to understand.

Types of Formal Letters

Formal letters can be grouped into different categories based on their purpose. Here are the main types:

1. Business Letters

Business letters are direct and to the point. They focus on the main topic without adding unnecessary details. Keep the following tips in mind while writing a business letter:

• Use simple language. Avoid using complex or difficult words.
• Do not use business-related jargon or abbreviations that may confuse the reader.
• Clearly mention the details, such as the quantity, quality, or type of goods required, when placing an order.
• When replying to a business letter, include the date and reference number of the original letter.

Examples of business letters include:

• Letters from employers to employees and vice versa
• Letters to place or replace orders
• Complaint letters regarding serious issues

2. Letters of Application

Letters of application are used when applying for a job. Before writing such letters, remember the following:

• Start with a short introduction mentioning how you heard about the job (e.g., from an advertisement or a reference).
• Mention your age, education, and experience.
• Clearly express your interest in the job and why you are the right candidate.
• Provide references to help the employer understand your background better.

These letters should also follow the format of formal or business letters.

3. Letters to Newspapers

Letters to the editor address issues that need the attention of authorities or the public. Follow these steps while writing such letters:

• Address the letter to “The Editor.”
• End the letter with “Yours faithfully.”
• State your concern clearly and professionally.
• Include your name and address, as anonymous letters are not accepted.

Steps to Write a Formal Letter

When writing a formal letter, use polite language, no matter what the subject is. Follow these steps to draft a formal letter:

• Start with the sender’s address: Write your address at the top left corner of the letter.
• Write the date: Include the date right below your address.
• Add the receiver’s address: Write the name and address of the person or organization receiving the letter.
• Include the subject: Write a single-line statement that explains the purpose of the letter.
• Use a polite salutation: Address the recipient with “Dear Sir/Madam” or, if you know the person, use their name (e.g., “Dear Mr. Sharma”).
• Write the body in three paragraphs:
  Introduction: Start by introducing yourself and stating the purpose of the letter.
  Main content: Provide all the necessary details about the matter.
  Conclusion: End the letter by summarizing your request or concern and mentioning what you expect next.
• Close the letter politely: Use phrases like “Yours faithfully” or “Yours sincerely.”
• Sign the letter: Sign your name and write your designation (if any) below your signature.

Examples of Formal Letters

Example 1: Letter to Order Books

Sender’s Address
Martin
Read More Book Store
24, Crosby Lane
Bangalore 600XXX

Date
20th August, 2025

Receiver’s Address
The Manager
Zack Publishing House
Mumbai 400XXX

Subject: Ordering New Books for the Store

Dear Sir,

I received the books you sent last week. They arrived on time and in perfect condition. I am very happy with your service, so I would like to order more books for my store. Below is the list of books I need:

Please send the books by VPP as soon as possible to the above address. Thank you.

Yours faithfully,
Martin
Manager, Read More Book Store

Example 2: Letter to the Editor About a Road Issue

Sender’s Address
Ganesha
25, SS Street
Sarthi Nagar
Chennai 641XXX

Date
6th October, 2025

Receiver’s Address
The Editor
The Hindu
Chennai

Subject: Request to Repair the Road in Sarthi Nagar

Dear Sir,

I want to bring your attention to the poor condition of the roads in Sarthi Nagar. The residents here have been struggling to commute because the roads are in terrible shape. Despite multiple complaints to the Municipality, no action has been taken.

The heavy rains last month have made the roads almost unusable. There are broken patches and lots of trash on both sides, leaving very little space for vehicles. This has led to several accidents.

I request you to publish this issue in your newspaper so that the concerned authorities take immediate action to repair the road.

Thank you.

Yours sincerely,
Ganesha
Resident

Example 3: Letter of Complaint

Sender’s Address
Masuri Road, Dehradun- 26

Date
November 12, 20XX

Receiver’s Address
The Manager
Epitome Furniture
Dehradun– 25

Subject: Complaint About Order No. KT012345

Dear Sir,

This is regarding Order No. ET098654 placed on October 4, 20XX. The order included office stationery and business cards. We expected delivery by October 8, 20XX, as agreed. However, the order arrived late, and the quality of the materials is poor. Moreover, the business cards do not match the selected design.

We request you to replace the order by October 20, 20XX. If the issue is not resolved by then, we may cancel the order or withhold payment. Kindly take action immediately.

Yours truly,
XYZ
General Manager