Formal Letter Format | How To Write a Formal Letter? Template, Samples, Examples (2024)

February 9, 2024 by Prasanna

Formal Letter Format in English: A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc. But we do not use formal letters for personal use such as writing them to our family, relatives or friends.

Formal letter writing format requires some specific rules and conventions. Also, the language of the letters should be very professional. The format here will help in relaying the content of the letter in a formal way. An example of a formal letter is writing a resignation letter to the manager of the company, stating the reason for resignation in the same letter.

Usually, these formal letters are written in English in private companies. But, in India, many companies, especially government firms, accept formal letters written in the Hindi language. In fact, the formal letter formats are also taught to the students in schools so that they would be able to write the letters for any particular situation to their teachers and principals. Read on to find more about the formal letter example and formal letter writing samples, for example of a formal letter.

Get Other Types ofLetter Writinglike Formal, Informal and Different Types of Letter Writing Samples.

How to Write a Formal Letter?

To write a formal letter follow the below-given tips:

• Address or greet the concerned person properly like Dear Sir/Madam
• Always mention the subject of writing the letter
• Be concise in your letter. Write the reason for writing the letter in the first paragraph itself. Do not stretch the letter too much.
• The tone of the letter should be very polite and not harsh
• Write in a proper format and take care of the presentation of a letter
• Mention the address and date correctly.
• Mention the name and designation of the recipient correctly
• The closing of the letter should be with gratitude. Use “Thank you” for consideration of the letter and then at last mention “Yours sincerely or truly” along with your name and signature.

Formal Letter Writing Topics

There could be many reasons to write a formal letter meaning. They are:

• Sick Leave Application
• Leave Application for Marriage
• Leave application for maternity
• Resignation letter
• Appointment letter
• Job offer letter
• Complaint letter
• Business letter

Formal Letter Format

The general format of a formal letter structure is given below:

Formal Letter Format in CBSE

In CBSE (Central Board of Secondary Education), the board prescribes the format to write the letter. The same Official Letter format should be followed by all the students who are pursuing education under this board.

Formal Resignation Letter

A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason. Here is a format to write a resignation letter

Formal Letter Sample

A formal letter sample is provided here, which is written to the editor of a newspaper, mentioning the issue faced by them and which has to be highlighted in the newspaper to draw the attention of the concerned authorities.

Formal Invitation Letter

An invitation letter is written to invite anyone for a particular occasion. Some format letter examples are invitation by junior to their senior in college for a farewell, by a company to attend the office annual day, invitation to attend the meeting or a conference, etc. Here is format to write the formal invitation letter.

Difference Between Formal and Informal Letter Format

FAQ’s on Formal Letter

Question 1.
What is a formal letter?

Answer:
A formal letter is one written in an orderly and conventional language and follows a specific stipulated format. These letters are written for official purposes only, such as writing a letter to the manager, to the HR manager, to an employee, to the Principal of the college or school, to a teacher, etc.

Question 2.
What is the resignation letter?

Answer:
A resignation letter is a formal letter which an employee writes to his manager if he wants to quit his job for any particular reason.

Question 3.
What are the types of formal letters?

Answer:

• Business Letters
• Official Letters
• Appointment Letters
• Experience Letter
• Offer Letter
• Social letter
• Circular letter
• Leave Letter
• Resignation letter
• Invitation letter
• Complaint Letter