Formal Letter – How To Write a Formal Letter? Template, Samples, Examples

Formal Letter: Before we begin, we’d want to show you how to draught an official letter and offer you a sample of one. Let’s start with the fundamentals.

Formal Letter

A formal letter is a written communication between an organization and an individual, or between individuals and organizations, such as contractors, consumers, clients, or other outside parties. In contrast to informal correspondence, formal correspondence has a more formal tone, writing style, and emphasis on conciseness and substance. This is why they are referred to as “formal business letters,” as well. However, depending on the type of business letter, the tone can vary greatly. For the most part, a business letter is prepared for the purpose of making deals, resolving disputes, and establishing and strengthening relationships.

Additionally, the tone may vary depending on the audience, which can range from informational to persuasive to inspirational. It has a definite goal and purpose because it concentrates on specific meetings or individuals on a regular basis. It’s become increasingly important for firms to have a professional letter format for use on a regular basis. To learn more about formal letter samples and examples, continue reading the rest of this article.


Purpose of the formal letter:

The prescribed format and formal style of this letter are used for a variety of purposes, including as professional platform letters. It’s possible to employ the formal letters for a variety of objectives if we need to use them in the corporate, official, or school realms.

  1. Informing others about your concerns and difficulties in a formal setting
  2. To share some formal information about your working domain with the world.
  3. As a means of transmitting information from one office to another within the same department
  4. Used for commercial purposes as part of an agreement between traders and merchants.
  5. To the newspaper’s editorial board in order to raise awareness of various concerns experienced by individuals in certain regions.

How to Write a Formal Letter – Framing out a formal letter

There will always be a need for a letter of recommendation, no matter how far technology has progressed. The right message is conveyed from one group to another through a professional business letter. The following is a sample formal letter:

  • The first step is to gather all of the necessary information about your business (such as your name, contact information, and physical address).
  • Address or welcome the individual in question in a professional manner. Dear Sir or Madam
  • Make sure to include the subject of the letter in the subject line
  • Make your letter to the point. In the very first paragraph, explain why you’re writing the letter. The letter should not be stretched too far.
  • There should be no harsh language in the letter.
  • Make sure your letter is well-presented by using a standard structure.
  • Make sure to include the correct location and date.
  • Be sure to include the correct recipient’s name and job title in your message.
  • The letter should end with a sincere expression of gratitude. “Yours really or truly” should be included at the end of the letter, along with your name and signature.
  • The next step is to refer to a certain time.
  • After that, it’s time to include the recipient’s information.
  • Decide on a proper greeting.
  • Pronouns, a correct tone, an active voice, and a generous technique should be used in the real content and body.
  • Finally, the letter should be completed by signing it and putting a suitable close on it.
  • After signing, if necessary, include any relevant attachments.
  • Finally, mail the letter to the correct location.
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Type of formal letter:

It’s common for formal letters to be used for this reason;

  1. For the sake of application
    • Application for sick leave
    • Applying for a marriage licence
    • Leave a death certificate application.
    • Request for maternity leave
  2. Letters of recommendation.
    • It’s the hiring of a new employee
    • An employee’s appointment to a certain position.
    • Worker/teacher/professor appointment in the educational sector.
  3. A letter of intent to hire.
  4. a letter of resignation
  5. Letter of intent for commercial transactions
  6. Inquiry or Complaint

Parts of a Formal Letter

  1. Your initials are here.
  2. In order to get in touch with you, please include
  3. Date, Name, and Address of Recipients
  4. Salutation is the subject of the letter
  5. Body\sConclusion
  6. Thank you for your time.
  7. Your name is (in block letters)
  8. The title you’ve been given
  9. Your signature is the only way to identify you.

Formal letter Template:

Here is a rough outline of how to structure your formal letter:

Your initials are here.

Your address

Date the letter was written


Who will get what?

Choice of the recipient

Organisation name

Location of the business

Subject or mission statement:

Salutation (Honored Sir or Madam),

Getting started (stating yourself and highlighting the subject)

Body (stating concerns about your issue and details related to that problem)

Conclusion(positive notation along with your expectation)

Closing salutation

Your name(in block letters)

Your designation

Your signature

Sample 1-  Job application letter template and Sample 

A letter of application for a job is a formal letter that the applicant writes to HR or the person in charge about being chosen for the job. This application can be used to apply for a certain job at a certain company.

(email address of HR or recruitment Authority)

[email protected]

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(Subject/statement of purpose)

Subject: A coffee shop is accepting resumes for the position of accounts manager.


Respected Sir,

(Introduction describing yourself and your areas of interest, followed by a purpose statement)

I’d like to let you know that I recently came across your company’s open position for an accounts manager. I’ve seen the requirements and am interested in working with you.

(Second paragraph describing your professional experience, educational background, skills, and accomplishments) and as an IIM MBA graduate, I’ve worked with numerous organizations and studied a wide range of accounting-related fields. In the past, I’ve worked in the accounts department at a waffle cafe. Product launches, client feedback analysis, and collaborating with the sales department are just a few of the areas in which I work.

As an added convenience, I’ve included a copy of my resume and curriculum vitae with this letter. My resume and samples of my work are attached, and I eagerly await your consideration of mine.

(Concluding salutation)

Thanking you,

yours sincerely,

XYZ XYZ (your name)

[email protected]

Formal letter writing sample 2- Resignation letter format Along with the template

For those who have decided to leave a given employer, resignation letters are the appropriate means of doing so. It’s a letter addressed to the person in charge of hiring new employees or the organization’s top manager, informing them of your intention to leave. You can see a sample resignation letter and its structure here.

Your name

Your address

Date of writing the letter


Receiver’s name


Organisation name

Organisation address

Subject: Resignation letter

Respected Sir/ma’am,

(Name of the position) for (Organization name) from which I am willing to resign, with the utmost respect and humble submission (date you are willing to resign).
Working with you and your organisation has taught me a lot and given me a variety of experiences (Company name). Please know that I am deeply grateful for your help, and I am humbled by the possibilities that you have given me. While working on this project, I’ve gained confidence in myself and the abilities I’ll need to succeed in my future endeavours.
My successor’s transition should go as smoothly as possible if I’m eligible. Thank you so much if I may be of any service!

Yours sincerely,

Your name,


Formal letter sample 3— letter to the editor-in-chief about Water Supply

11, old survey Road,

Bhagirathi Apartment,


10 June 2021


The editor-in-chief,

Times of India,


Subject: Problems stemming from erratic water delivery in the area.

Respected Sir,

I’d want to let you know that the water supply in our region is erratic, which is making it difficult for residents to stay in the area.

It’s a hot summer, and water scarcity is becoming more of a concern.
Water is only delivered to a neighborhood for two hours a day, which has resulted in a number of issues and inconveniences for the area’s residents. It’s becoming increasingly difficult to get enough water each day to meet our basic needs. There’s no way to get any home tasks done, and the water that does arrive appears to be unclean. We’ve filed numerous complaints, but no action has been taken by the appropriate authorities.

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People should come up with solutions for our situation and raise awareness by reading about it in this post, so I ask that you exhibit it prominently. I’m crossing my fingers that you’ll be able to get their attention and assist us in getting this issue resolved as quickly as possible.

Thanking you,

Yours sincerely,

Your name and signature

Difference between formal and informal letters:

Formal letter Informal letter
Written in a specific format, Written in a creative format
Used for official purposes Used Non-official event purposes
Written in the company, organisations Written to relatives, friends, family
Has salutation Has no salutation
Used for official decision making Used in casual forms


Define a formal letter?

This type of letter is written in a precise structure, with a very formal language, and with a specific and strategised organisation of writing style that is not utilised for personal purposes. Consequently, these letters are not sent to family members, friends, or cousins. Letters to the school principal, to the higher delegates in the office, letters to managers and HR, and an employee’s appointment letter are all examples of official correspondence.

What is a classification of formal letters?

  1. Application letter
  2. Appointment letter 
  3. Experience letter
  4. Circular letter 
  5. Leave letter
  6. Resignation letter
  7. Complaint letter

Formal letters in India and international forums:

In most cases, these formal letters are utilised in the workplace to convey information to a specific individual. Private companies and corporate offices both use the formal letter as a means of communication. English is the only language allowed inside. In India, where Hindi is the official language, all official letters are written in Hindi, and formal letters are used in both private and public offices. Many schools have also incorporated formal letter writing in the English language syllabus for students, who are taught how to write them on campus. These letters are not only useful for communicating with professors and administrators, but students can also put their newly acquired writing skills to work in other contexts. Here, you’ll learn everything you need to know about how to write a formal letter.


As a result, official outlets rely on formal letters to disseminate information. Everything you need to know about how to write a formal letter has been laid out in this post. In addition, you’ll find an attachment with examples of types of formal letters.


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