Formal Letter - Orchids The International School
Job Alert : To view our Careers Page Click Here X
info@orchids.edu.in (+91) 8-888-888-999
ORCHIDS The International School

Letter Writing

Concept: Formal Letter

Definition

  • Formal letters are usually written or used for business or official purposes and they are known for their strict format.
  • Formal letters are naturally much more formal in style than informal or friendly letters.
  • Formal letters can be written for a number of reasons such as,
  1. To raise/ address an issue
  2. To share official information
  3. To apply for a job position
  4. To order products
  5. To the Newspaper editor.

Example:

Boy

Structure and Parts of a Formal Letter

Address of sender

  • The top right corner of the page is kept for this section.
  • There should be the complete address along with the pin code of the sender in this section.

Date

  • Date on which the letter is written is placed just below the sender’s address, on the right side.
  • It helps to keep track of the communication for future reference.

Address of receiver

  • Leave some gaps and write the address of the receiver on the left side.
  • Sometimes a ‘To’ is written on top of the name and address depending on the choice of the writer.
  • The designation/ position of the receiver is mentioned before the address.
Boy

Subject

  • Just below the address of the receiver section, the subject is kept.
  • This subject is a one-line summary of the purpose of the letter that helps the reader/receiver to quickly grab the context of the letter.
  • The subject of the letter is written following the word subject with a colon.

Greeting or Salutation

  • Greeting in the formal letter should also be formal.
  • ‘Sir’ or ‘Madame’ is used or the title (Mr./Mrs.) followed by the full name or last name.

Body

  • It may consist of two or three paragraphs where the first paragraph should state the motive of the letter properly.
  • The tone should be formal and the language should be brief.

Closing

  • Closing is but the phrases often used like ‘yours sincerely’ or ‘yours faithfully’.
  • This is written on the left side of the letter.

Signature

Just below the closing, a signature is used which should be the full name of the sender.

Types of Formal Letters

There are three major types of formal letters namely-

  • Business letters
  • Applications
  • Letters to newspapers
Boy

Features of a Formal Letter

Some of the features of formal letters are as follows:

  1. Formal letters must be written in brief.
  2. The language should be formal and courteous.
  3. The tone should be polite yet firm.
  4. All the parts of the letter should be aligned properly.
  5. The first paragraph should narrate the purpose or the problem.

Common Mistake

  • The ‘subject’ in a formal letter is a very important part.
  • Don’t miss out to write the subject in your letter.
  • Also, subject should always be in a single line and should start with a verb or noun.

Example:

  1. Requesting for a sick leave.
  2. Application for a spelling correction in the certificate
Boy
  • -

    Admission Enquiry

    A Journey To A Better Future Begins With Us