Bring out the format of formal letter writing

Bring out the format of formal letter writing

letter writing examples

Format of Formal letter writing in detail

Here you will find the format of formal letter writing along with detailed description of the fields in the letter. You will also find few examples showing how to write formal letter in a proper way.

From Address
Date
To Address
Subject
Salutation
Matter or body of the letter
Closing of letter
Signature, Sender’s Name, Sender’s Signature

From Address : This field specifies address of the sender or the one who is writing letter. ‘From Address’ field is essential for replying to the letter. In this field you need to mention sender’s address along with contact details.

Date : After mentioning the ‘From Address’ next field that needs to be mentioned is ‘Date’ field. Date field indicates the date on which the letter was written. Date is essential to keep track of the letter.

To Address :  ‘To Address’ field specifies receivers address. Here you need to mention person’s post, department, pin code and complete address.

Subject : This field specifies the purpose of the letter. Subject of the formal letter must be concise and the word ‘Subject’ needs to be mentioned. Subject must be written such that readers should be able to understand the purpose of the letter easily.

Salutation : This is a traditional greeting to the one to whom letter is being written. If the name of the person to whom the letter needs to be written is known then you can start with the word ‘Dear’ then the prefixes such as Mr, Mrs or Ms needs to used.  If the person is unknown and you do not know the gender of the person to whom you are addressing then you can use ‘Dear Sir’ or ‘Dear Madam’.

Body of the letter : Body of the letter is main part of any letter. The main purpose of the letter can be found here. Precise and clear paragraphs need to be used to describe the matter in formal letters.

Body of the formal letter contains 3 parts

  • Introduction : Introduction of main matter needs to be described here.
  • Middle Part : In middle part you need to describe the purpose of writing the letter along with the points describing the importance of the letter. Make sure you using the right words here in a proper way.
  • Conclusion : Conclusion part indicates request to take the necessary action or what exactly you are expecting from the letter.

Closing of the letter : This field specifies ending of the letter in a disciplinary way by using the words like ‘Yours Faithful’, ‘Your Obedient’.

Signature : This field contains the name and signature of the person who is writing the letter.


Examples of formal letter writing

Here you will see some examples of formal letter writing. These examples given you an idea about how to write formal letter in a simple way.

Write a formal letter to the editor of the newspaper for publishing an article on preventions and precautions to be taken for COVID infections also request the editor to convince the people to take the vaccine of covid-19.

From,
Ramesh
Krishna Colony
Mumbai
Maharashtra – 400015

Date: 24 June 2021

To,
Editors
Hitavada Newspaper
Nagpur
Maharashtra – 440016

Subject : About creating awareness regarding corona.

Dear Sir,

Over the past few days, corona cases have been on the rise. This is the result of negligence among the people about the disease and lack of knowledge about the rules and regulations that needs to be followed. In spite of government giving free vaccination against the corona disease people have not taken the vaccine yet. Recently corona cases have increased in our district as well as state as the people have failed to follow the rules and instructions. I am writing this request letter to you in hope that you can help in creating awareness about the rules and regulations that needs to be followed along with the importance of taking corona vaccination by publishing an article in your newspaper.

Hope you will publish an article describing the importance of vaccination, wearing mask, maintaining social distance and other rules that needs to be followed by the people to stop the spreading of corona virus. I sincerely thank you for doing this great job.

Thank you
Yours faithfully
Kumar


How to write a formal letter to the principal regarding Saying thank for receiving salary

Write a formal letter to your principal saying thank you for crediting your salary on time.

From,
Ramesh
Krishna Colony
Mumbai
Maharashtra – 400015

Date: 24 April 2021

To,
Principal
MV College
Nagpur
Maharashtra – 440016

Subject : Thank you letter for crediting my salary.

Dear Sir,

This is kumar. I worked in your prestigious organization from January 2019 till February 2021 in administration department as a data entry operator. I resigned from my post in the month of February 2021 due to personal reasons as I could not continue my work. I received all month’s salary till January 2019 but the last month salary was not credited. I requested for my salary several times but every time I was getting the reply from finance team that your salary will be credited once all the verification process will be completed.

I am very happy to say that with your intervention I received my salary immediately as I needed money urgently for some personal reasons.  I am very much thankful for you for crediting my salary on time and I am also thankful for giving me an opportunity to work in your reputed organization.

Thank you
Yours Obedient
Kumar