What is the best way to format a formal letter?

Use a standard font and font size, such as Times New Roman, 12pt. Left-align your text and single-space your letter. Include a header with your name, address, and contact information. Include a date below the header. Include the recipient's name, title, and address below the date. Use a formal salutation, such as "Dear Mr. Smith" or "Dear Dr. Jones." Write the body of your letter in clear and concise language. Use a professional tone and avoid using slang or contractions. Proofread your letter carefully before sending it.

What are the etiquettes to follow for writing formal letters?

Be polite and respectful. Use proper grammar and spelling. Avoid using humor or sarcasm. Avoid using abbreviations. Avoid using all caps or bold text. Avoid using emojis or other informal symbols. Be mindful of the recipient's cultural norms.

What are some common mistakes to avoid when writing a formal letter?

Some common mistakes to avoid when writing a formal letter include: Using a casual tone. Making grammatical or spelling errors. Failing to proofread your letter before sending it. Not including all of the necessary information. Not following the correct letter format.

What is the difference between a formal letter and an informal letter?

Formal letters are written in a professional and respectful tone. They are typically used for business or academic purposes. Informal letters are written in a more relaxed and casual tone. They are typically used to communicate with friends.

Formal Letter Format, Examples, and Writing Guide

Formal letter writing is one of the first skills taught in schools because it is the most important form of professional communication. You will need it at different stages of life and for different purposes, like:

· Applying for college or jobs

· Writing to government offices

· Filing a complaint

· Communicating with clients

In all these cases, the right formal letter format makes your message clear and respectful. That’s why in this guide, we will show you how to write a formal letter in 5 simple steps. We are also sharing formal letter format and examples to make the process easier for you.

What Is a Formal Letter?

Before we look at the structure and samples, let’s first understand the basics such as the definition, uses, and types of formal letters.

Definition of a Formal Letter

A formal letter is a document used for official or professional communication. It follows a fixed format with parts like address, date, subject, greeting, body, and closing. The tone is polite and respectful. The goal of a formal letter is to present your message clearly and professionally so the reader understands and takes it seriously.

Formal Letter Example

Here is a formal letter example to show you how a properly written letter looks.

When to Write or Use a Formal Letter?

A formal letter is used when the situation calls for professionalism. You cannot use casual words or informal tone here. Here are some common situations where you need a formal letter:

· College applications

· Applying for a job

· Writing a resignation letter

· Submitting a complaint

· Making a formal request to a company

· Communicating with government offices

· Handling business deals or transactions

· Writing to someone you do not know personally

In short, you write a formal letter whenever you need to communicate officially with someone you do not have a personal relationship with.

Types of Formal Letters

Formal letters are written for many different reasons. Each type has its own purpose. Here are the most common types of formal letters:

Type of Letter	Purpose	Who Writes It
Job Application Letter	To apply for a job and highlight skills	Job seeker
Cover Letter	To introduce yourself along with a resume	Job seeker
Offer Acceptance Letter	To formally accept a job offer or invitation	Candidate or employee
Resignation Letter	To leave a job politely and professionally	Employee
Complaint Letter	To raise an issue with a product or authority	Customer or citizen
Request Letter	To ask for permission or information	Student or employee
Business Letter	To communicate officially with companies	Business owners or employees
Sales Letter	To promote a product or service	Sales or marketing professional
Termination Letter	To end employment or a contract	Employer or manager
Formal Thank You Letter	To say gratitude for help or opportunity	Employee or professional
Letter of Recommendation	To recommend someone for a job or opportunity	Teacher, manager, or colleague
Apology Letter	To admit mistake and express regret	Student or professional

Formal Letter Format – Parts of a Formal Letter

The structure of a formal letter always follows a fixed order, and each part has its own role. Below is the standard format of formal letter that you can follow.

1. Header

The header is written at the top of the letter and usually includes three things:

Sender’s Address: Your address so the recipient knows where to reply.
Date: The day the letter is written. Place it just below your address.
Recipient’s Address - The full name, designation, and address of the person or office you are writing to.

2. Subject Line

A short one line statement that clearly depicts the purpose of the letter. Here is an illustration: Subject - Request for Bonafide Certificate.

3. Salutation

The greeting that opens the letter. Use polite forms such as Respected Sir/Madam or Dear Mr. Singh.

4. Body of the Letter

This is the main text and is mostly segregated into three parts:

Opening - State why are you writing.
Details - Offer explanation or requests.
Closing - End politely - often with thanks or a call to action.

5. Closing Line

A polite sign-off such as Yours sincerely or Yours faithfully.

6. Signature and Name

Your full name comes last, with a signature above it if it is a printed copy. Add designation or class if required.

7. Enclosures (if any)

Mention any documents attached with the letter. Example: Enclosure: Resume.

Here is an example of a formal letter format.

Format of formal letter

How to Write a Formal Letter?

Writing a formal letter is easier when you break it into clear segregations. Do not stress about style or length. Pay attention on the basics that make your letter professional. Here are 5 easy steps you can follow:

1. Plan before you write

Think about why you are writing and who will read it. Having a clear purpose makes it easier to stay on track and avoid unnecessary details.

2. Write a strong opening

Start with a sentence that quickly explains the reason for your letter. For example - "I am writing to request…" or "This letter is regarding…". A direct start saves the reader's time.

3. Build the main content

Use the middle section to provide supporting information. Keep your points clear and short. If needed - use examples or references to make your request stronger.

4. End with an understandable action

Close by mentioning what you expect next, like a reply, approval, or confirmation. Always conclude with polite language.

5. Proofread carefully

Before sending, check spelling, grammar and names. Even a small mistake can weaken the impression.

Formal Letter Template

You can use the following template as a ready reference when drafting your own formal letter.

[Your Name]

[Your Address]

[City, State – PIN Code]

[Date]

[Recipient’s Name]

[Recipient’s Designation]

[Company/Organization Name]

[Recipient’s Address]

Subject: [State the purpose of the letter in one line]

Respected Sir/Madam,

[Introduction: State the reason for writing the letter in a clear and direct way.]

[Details: Provide additional information, explanation, or context supporting your purpose.]

[Closing: End politely with thanks, and mention any expected action or response.]

Yours faithfully/sincerely,

[Your Signature if hard copy]

[Your Full Name]

[Your Designation/Details if required]

Enclosure: [List documents if any]

Formal Letter Samples

Here are some ready-made samples to show how the formal letter format looks in real situations.

Formal Letter Sample 1: Job Application Letter

Rohit Sharma

C-221, Green Park

New Delhi – 110016

+91-9876543210

rohit.sharma@email.com

15 September 2025

The Hiring Manager

Infosys Technologies Ltd.

Electronics City Phase 1

Bengaluru – 560100

Dear Sir/Madam,

I am writing to express my interest in the position of Software Engineer at Infosys Technologies. I have been following your company's work in digital transformation and artificial intelligence. And I am highly impressed with the innovative projects delivered by your teams. I believe my skills and background would allow me to contribute meaningfully to your organization.

I hold a Master of Technology degree in Computer Science from the Indian Institute of Technology (IIT), Delhi, with a specialization in artificial intelligence and machine learning.

During my academic and professional journey, I have completed internships at Tata Consultancy Services (TCS) and Wipro, where I worked on developing scalable software solutions. In my most recent role at HCL Technologies, I was responsible for building and optimizing machine learning models and also gained hands-on experience with cloud platforms such as AWS and Microsoft Azure.

I am a motivated, detail-oriented professional with a strong interest in AI-based solutions. Along with technical expertise - I also bring adaptability, teamwork and a keen desire to learn and grow.

I have attached my resume for your reference. I would be grateful for the opportunity to discuss how my skills can align with the Software Engineer role at Infosys.

Sincerely,

Rohit Sharma

Formal Letter Sample 2: Sales Letter

Amit Khanna

Sales Manager

FreshBlend Appliances Pvt. Ltd.

Plot No. 24, Okhla Industrial Area

New Delhi – 110020

amit.khanna@freshblend.com

+91-9876543210

Date: 15 September 2025

Ms. Priya Kapoor

B-56, Greater Kailash

New Delhi – 110048

priya.kapoor@email.com

Dear Ms. Kapoor,

Do you spend too much time in the kitchen preparing meals instead of enjoying them with your family? With our latest product – the FreshBlend Smart Mixer Grinder – you can now cook faster, healthier, and smarter.

The FreshBlend Smart Mixer Grinder is designed especially for modern Indian households and offers features such as:

Pre-programmed settings for dosa batter, chutney, smoothies, and spice grinding.
Powerful 1000W motor that handles both light and heavy ingredients with ease.
Touch control panel with LED display for simple, quick use.
Overload protection to ensure long life and safe operation.

Here's what one of our customers had to say -

The FreshBlend Smart Mixer Grinder has made cooking stress-free. Grinding masalas takes just a minute, and the results are perfect every time. – Neha S., Satisfied Customer

Now is the right time to upgrade your kitchen. Order your FreshBlend Smart Mixer Grinder today and make cooking a joy again.

To place your order or know more about our festive offers, visit www.freshblend.in or call us at 1800-222-789.

Thank you for choosing FreshBlend Appliances as your kitchen partner. We look forward to serving you.

Sincerely,

Amit Khanna

Sales Manager, FreshBlend Appliances Pvt. Ltd.

Tips for Writing a Good Formal Letter

Here are few extra details that can improve your formal letter:

Follow proper formal letter format
Always use a professional email ID for correspondence
Keep sentences and paragraphs short
Print on clean A4 paper if submitting offline
Use a legible font like Times New Roman or Calibri
Keep margins neat and consistent
Align all text to the left for a clean look

Common Mistakes to Avoid

Here are common mistakes you can avoid when writing formal letter:

Using an informal tone or casual greetings
Forgetting to include a subject line
Writing long paragraphs that are hard to read
Addressing the wrong person or spelling their name incorrectly
Leaving out important details like dates or references
Sending the letter without reviewing it once

FAQs

What is the format of a formal letter?

A formal letter format is nothing but the overall structure of the letter. It starts with a header and a subject line. Then comes the salutation, body, and closing.

What are the parts of a formal letter?

The main components of formal letter are:

· Header

· Subject

· Salutation

· Body

· Closing

· Signature

· Enclosures

Each part plays a role in keeping the letter professional and clear.

Formal letter writing vs informal letter writing – What’s the difference?

The main difference lies in the purpose, tone, and structure of the letter.

Aspect	Formal Letter	Informal Letter
Purpose	Used for official or professional matters	Used for personal communication
Tone	Polite and professional	Casual and friendly
Structure	Fixed format	Flexible/
Greeting	Respected Sir/Madam	Dear Riya, Hi Rahul
Ending	Yours faithfully, Yours sincerely	Yours lovingly, Best regards

What should I include in the subject line of a formal letter?

The subject line is a one-line summary that tells the reader exactly why you are writing the letter. Here are a few examples of formal letter subject lines:

Application for Internship in Marketing Department
Request for Three Days’ Leave
Complaint Regarding Electricity Bill Overcharge

Can a formal letter be sent by email?

Yes, you can send a formal letter by email. The format remains the same, but you don’t need to include postal addresses if everything is handled online.

Should I handwrite or type a formal letter?

Typed letters are preferred in most professional and official settings because they look cleaner. Handwritten letters are used only in specific cases, like school exams.

How long should a formal letter be?

Keep it one page if possible. Only include details necessary for the purpose of your letter.

Do I need to sign a formal letter sent by email?

Yes, add your full name at the end. You can also use a digital signature if available.

Formal Letter Format and Examples: Step-by-Step Writing Guide