A formal letter is an official communication written in a professional tone for purposes like applicationscomplaintsenquiries or resignations. The format includes the sender’s addressdatereceiver’s addresssubjectsalutationbodyclosing and signature. Examples include leave applicationscomplaint letters and job applications. Unlike informal lettersformal ones require a politeconciseand structured approach. Practicing formal letter writing improves communication skills and is especially important for studentsemployees and professionals. In 2025with digital and handwritten formats both in uselearning the correct formal letter structure remains highly relevant.
Formal letters are still an essential part of communication in schoolsbusinessesand official institutions. Unlike informal letterswhich are personal and casuala formal letter follows a strict structure and uses professional language. These letters are often written for purposes like applying for jobsrequesting leavefiling complaintsor communicating with higher authorities.
A well-written formal letter makes a strong impressionas it conveys clarityrespectand professionalism. In this blogwe’ll explore the formal letter format in Englishstep-by-step guidelinesand provide examples and topics to help you practice formal writing in 2025.
What is a Formal Letter?
A formal letter is an official communication sent to authoritiesorganisationsor professionals. It follows a fixed formatpolite toneand professional vocabulary.
- Written for official purposes like applicationscomplaints or requests
- Follows a strict format (sender’s addressdatesubjectsalutationbodyclosing)
- Uses respectfulconcise and clear language
- Intended for teachersprincipalsmanagersemployersgovernment officialsetc.
Formal Letter Format in English [2025]
When writing a formal letterfollow this structure:
- Sender’s Address – Mentioned at the top left.
- Date – The date of writing.
- Receiver’s Address – Address of the person/organisation the letter is sent to.
- Subject – One line stating the purpose of the letter.
- Salutation – Polite greeting such as “Dear Sir/Madam.”
- Body of the Letter
- Introduction: State purpose clearly.
- Main Content: Provide detailsfactsor request.
- Conclusion: Summarize politelyrequest actionor thank.
- Closing – Formal endings like “Yours sincerely” or “Yours faithfully.”
- Signature – Name and designation (if required).
Example of a Formal Letter
Sample: Leave Application Letter
45 – Green Park,
New Delhi
24th February 2025
To,
The Principal,
ABC Public School,
New Delhi
Subject: Application for Leave
Dear Sir,
I am writing to request a leave of three daysfrom 26th to 28th February 2025due to a family function. I will ensure that I complete all pending assignments before resuming classes.
I kindly request you to grant me leave for the mentioned dates.
Thank you.
Yours sincerely,
Rahul Sharma
Types of Formal Letters with Examples
1. Application Letters
Used for jobsinternshipsadmissionsor leave.
Example Topics
- Job application for a teacher post
- Application for admission in a university
- Leave application for personal reasons
2. Complaint Letters
Used to report issues like faulty productspoor servicesor misconduct.
Example Topics
- Complaint about delay in delivery
- Complaint to the electricity board about power cuts
- Complaint to the municipal office about poor sanitation
3. Enquiry Letters
Written to ask for information about servicescoursesor products.
Example Topics
- Enquiry about MBA course admission process
- Enquiry about hostel accommodation facilities
- Enquiry about product pricing and availability
4. Order Letters
Placed by businesses or individuals to request goods or services.
Example Topics
- Order letter for new textbooks for school library
- Order for office furniture from a supplier
- Order for laboratory equipment for college
5. Resignation Letters
Written to formally leave a job position.
Example Topics
- Resignation due to higher studies
- Resignation because of relocation
- Resignation due to personal reasons
Tips to Write a Formal Letter
- Keep it concise and direct.
- Use formal vocabulary and avoid contractions.
- Always include a clear subject line.
- Maintain a respectful tone.
- Proofread for grammar and spelling errors.
Conclusion
A formal letter is a structured way of communicating professionally in educationemployment or official settings. By following the correct formattone and languageyou can ensure your letter looks polished and effective. Whether you are applying for a jobfiling a complaint or requesting informationformal letter writing is a vital skill in 2025. Practicing different types of formal letters will help you master this essential form of communication.
Frequently Asked Questions
1. What is a formal letter?
A formal letter is an official written communication with a fixed formatused for professional or academic purposes.
2. What is the correct format of a formal letter?
The format includes sender’s addressdatereceiver’s addresssubjectsalutationbodyclosingand signature.
3. What type of language is used in formal letters?
Politerespectfuland professional language with no slang or abbreviations.
4. What are examples of formal letters?
Job applicationsleave requestscomplaintsenquiriesand resignation letters.
5. How do you start a formal letter?
Begin with the sender’s address and datefollowed by the recipient’s address and subject line.
6. How do you end a formal letter?
End with a formal closing like “Yours sincerely” or “Yours faithfully.”
7. Is subject compulsory in a formal letter?
Yesa subject line is mandatory to state the purpose clearly.
8. What is the tone of a formal letter?
The tone is professionalrespectfuland concise.
9. Can students write formal letters in exams?
Yesformal letter writing is often part of school and college English exams.
10. How long should a formal letter be?
It should be short and preciseideally one page.