In this post, we can learn the article “Writing Formal Letter Format” in an easy way.
Table of Contents
Writing Formal Letter Format
Kinds of letters
Letters are mainly of two kinds:
1. Informal Letters – These letters are written to friends and relatives.
2. Formal Letters – These letters are written to administrative officers, eminent persons, business firms, etc. These Include complaint letters, letters to editors, enquiry letters, and applications. etc.
Formal Letters are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters.
Format of Formal Letters
To write a formal letter, there are some points to be remembered.
1. Sender’s Address – Always start with the sender’s address
2. Date –This is followed by the date.
3. Name / Designation of Addressee – The receiver’s address comes next. The receiver can be the one who represents the firm.
4. Address of the Addressee – The receiver’s address comes next.
5. Salutation – The salutation can be Dear Sir/Ma’am. If you know them well, you can address them by their name, ‘Dear Shrinath’.
6. Subject – The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
7. Body [Introduction, Content, Conclusion] – The body of the letter can be written in 3 paragraphs.
(i) The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
(ii) The second paragraph should furnish all the information about the matter.
(iii) The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
8. Complimentary Closing Line – To close the letter, you can use a complimentary closing like ‘Yours faithfully’, ‘Yours sincerely’ etc.
9. Signature (Name of the Sender)/ Designation of the Sender – Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.
Formal Letter Writing Samples
1. Letter about Suggestion Child Labour
Imagine that you are Aditya from Adarsh Nagar, Jaipur. Write a letter to the Editor of ‘The Times of India’ expressing your suggestion on child labour in India.
Ans.
37-Adarsh Nagar
Jaipur
25 November 20….
The Editor
The Times of India
New Delhi
Subject: Ban on Child Labour.
Dear Sir
It will be very kind of you if you publish my views about child labour in our country in your esteemed newspaper.
Child labour is banned in India by the government but still, we can see a lot of children working in many places. They are compelled to do even dangerous work. We should do something in this matter seriously.
Yours truly
Aditya
2. Complain Letter about the Breakdown of Power
Write a letter to the Editor of the Rajasthan Patrika, Banswara regarding the frequent breakdown of power.
Ans.
154 Hari Om Nagar
Banswara
20 June ’20……
The Editor
The Rajasthan Patrika
Banswara
Subject: Frequent Power Breakdown. Sir
Through the esteemed column of your newspaper, I wish to draw the attention of the authorities concerned the Aimer Vidut Vitran Nigam Ltd.
The supply of power is cut now and then without any notice. Even the big festivals like Diwali or Christmas have to be celebrated in darkness. During Board examinations, our study suffers due to a power breakdown.
Will the authorities of Ajmer Vidyut Vitran Nigam Ltd. do something to remove our difficulties?
Yours faithfully
Mohan Lal
3. Complaint about the Irregular Delivery of Letters
Write a letter to the Postmaster complaining about the irregular delivery of the letters by the postman in your area.
Ans.
Ram Nagar Colony
Churu
January 20……
The Postmaster
Head Post Office
Churu
Subject: A complaint about the irregular delivery of the letters.
Sir
I want to bring to your kind notice that the postman of Ram Nagar Colony is very careless in delivering the letters.
Instead of feeling apologetic for the negligence of his duty, he starts arguing with the people. Everyone is dissatisfied with his behaviour.
I, therefore, request you to instruct him to do his duty sincerely.
Thanking you
Yours faithfully
Satish Gupta
4. A Complaint about the Delivery of a Defective Article (Watch)
Write a letter to the watch company about the defective watch received from them.
Ans.
18 Katra Mahesh Das
Deeg
September 10, 20……
The Niren Watch Company
149, Banerjee Road, Kolkata
Dear Sir
I am sorry to state that the watch sent by you by V.P.P. and Bill no. 294 dated 8 August 20…… is not working properly. The parcel was received intact. Hence, I think there is some mechanical defect in the watch. I am sending the watch back to you and request you replace it with another thoroughly checked watch.
Yours faithfully
Prakash Gupta
5. Requesting the Eminent Scientist to Inaugurate the Function
You are the Secretary of the science club of your school. Write a letter to Mr L.N. Sharma, an eminent scientist in your town. Request him to inaugurate the annual function of the science club.
Ans.
Govt. Secondary School
Bandikui
20 February, 20……
Mr L.N. Sharma
Scientist, Bandikui
Subject: Invitation to inaugurate the function.
Dear Sir
You will be pleased to know that our Science Club wants to increase the knowledge of students. We are celebrating the annual function of our Science Club. You are requested to inaugurate the function and speak on the value of computers in our daily life. Hope you will kindly accept our invitation.
Thanking you
Yours faithfully
Man Mohan
Secretary