Writing a formal letter is an essential skill that can be useful in various situations, such as applying for a job, filing a complaint, making an official request or communicating professionally in business or academia. Whether you are addressing a company, a government official or a prospective employer, a well-structured formal letter helps to establish credibility and professionalism. A carefully written formal letter ensures that your message is taken seriously and receives the appropriate response.
In today’s world, where emails and digital communication are dominating, formal letter writing still holds great importance. Many organizations require physical or well-formatted digital letters for official purposes, legal documentation and professional interactions.
In this guide, we will explore how to write a formal letter, its types, format, samples and some useful tips.
What Is A Formal Letter?
A formal letter is a professionally written document used for official communication. Unlike informal letters, which are written to friends or family, formal letters are used in business, academic or government related work/contexts.
There is still a belief that formal letters are meant to be handwritten with stamps and a signature, however the scenario has changed with modern times. Now, formal letters are sent through emails but the goal still remains the same – to communicate messages clearly and professionally.
Types Of Formal Letters
Formal letters are classified into different types based on their purpose. Here are some common types:
1. Business Letters
A business letter is a formal way to communicate professionally between individuals or organizations. It can be about business deals, orders or any work-related discussion.
Example: A company writes to a supplier/merchant to order products.
2. Job Application Letters
A job application letter is written when someone wants to apply for a job. It has information about the person applying for the job role, their key skills and explanation to why they are a good fit for the job. This letter is sent along with a resume.
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Example: Job seeker writing to apply for a job opening.
3. Complaint Letters
A complaint letter is written to express dissatisfaction/unhappiness with product/service provided by any company. This letter is aimed to resolve the problem (If any) and in some cases seeking a refund or replacing the product.
Example: A customer writes to a shop about a broken phone they received.
4. Inquiry Letters
An inquiry letter is written to ask for information about a product/service/course. These letters are sent to businesses, schools or offices.
Example: A student writes to a college asking about admission fees and course details.
5. Resignation Letters
A resignation letter is a formal way for an employee to inform their organization about their decision to leave the job. It serves as an official record for both parties, outlining the notice period and remaining working days within the company.
6. Invitation Letters
An invitation letter is written to formally invite and request guests to be a part of an event, such as a meeting, seminar or wedding function. It includes the date, time and venue of the occasion.
Example: A company invites its employees to a yearly business meeting.
7. Official Request Letters
An official request letter is written to ask for permission or approval. It is usually sent to a school, office or government department.
Example: An employee requesting for work-from-home through a formal letter.
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Format Of A Formal Letter
A formal letter is written in a clear and proper format so it’s easy to read. Given below is a step-by-step guide to write a formal letter:
1. Sender’s Address
The start of a formal letter has the sender’s address written, at the top left corner. It ideally has the sender’s name, their address, city and pin code.
2. Date
Mention the date on the top left corner below the sender’s address. Use a proper format of DD/MM/YYYY i.e. 10/12/2025.
3. Recipient’s Address
Write the receiver’s name, designation, company/organization name and address right below the date.
4. Salutation
Use a formal greeting such as:
- Dear Sir/Madam, (if you don’t know the recipient’s name)
- Dear Mr. Rao (if you know the recipient’s name)
5. Subject Line
Mention the purpose of the letter after the salutation.
6. Body Of The Letter
Divide the letter into three main parts:
- Introduction – Inform about the reason for writing
- Main Content – Provide details, explanations or requests (If any)
- Conclusion – Summarize the purpose of your letter
7. Closing And Signature
Use a formal greeting, like:
- For professional/organisation: ‘Best Regards’
- For School/College: ‘Yours Faithfully’
In the end, sign your name and mention your designation.
How To Write A Formal Letter For A Job Application?
[Your Name]
[Your Address]
[City, State, Pin Code]
[Your Email Id]
[Your Contact Number]
[Date]
Hiring Manager
[Company Name]
[Company Address]
Subject: Application for [Job Position]
Dear Sir/Ma’am,
I am writing this to express my interest in the job opening for [Job Position] at your [Company Name]. With my background in [mention relevant skills], I am confident in my ability to contribute positively to the organisation.
I have [mention relevant experience] and a strong passion for [industry or related field]. My experience in [specific skill] makes me a suitable candidate for this role.
I have attached my resume for your reference. Looking forward to your revert. Thank you for your time and consideration.
Best Regards,
[Your Name]
Tips For Writing A Formal Letter
- Keep the letter short & crisp– Be direct and to the point.
- Proper Language – Maintain a formal/professional and polite tone throughout the letter.
- Follow the Format – Ensure that you follow the correct and detailed formal letter format with all important details.
- Check Grammar and Spelling – Proofread before sending.
- Use Professional Fonts – Stick to standard fonts like Arial or Times New Roman, size 12.
- Include Contact Information – Include contact details so the recipient can reach easily for further discussions/query.
Conclusion
Formal letters can be written in different languages. However, to know how to write a formal letter in English is an essential skill that can benefit you in many areas of life because this is a universally spoken language. Whether applying for a job, sending an official request or making a complaint, following the correct formal letter format is very necessary. By understanding the types of formal letters and practicing with formal letter samples, one can confidently draft well-structured letters for any formal level of communication.
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