Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter examples

Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter examples

Hello Learners!

Are you searching for Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter examples then you are on right place. Because today I am going to clear all your doubts related to Formal letters.

In this whole post I have covered all the common doubts that every person will get while writing a formal letter. In this post I will tell you about the Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter example. So learners keep your eyes and mind open to read this article.

Firstly let me tell you about a Formal letter because in this post I have used this word many times so you must know about it.

What is a Formal Letter

A formal letter is a letter which is written for some official purpose. It is a letter which we write to the officers of the Government bodies, officers of public bodies, letter to the editors, business man, and principal. Letters to the bank, letters to the doctor, letters for complaining and letters to the companies, landlords, and employees are also come in this category. Formal letters are totally different from informal letters in the way of tone and format.

The tone used in writing a letter changes from man to man. Generally the tone used for writing a formal letter is less conversational. In these types of letters we write in a clear and brief manner.


I hope you come to know now what is a formal letter. Now let us discuss step by step about…

Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter examples


(a) Format of Formal letter


(1)    Address of the addresser


(2)     DATE


(3)     Address of the addressee


(4)     Salutation


———————————————————————————————————————————————————————————————————————————————————————————-         (5)  BODY OF THE LETTER———————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————————–

                        —————————————————————————————————————————————————————–(6)  THE CLOSING PARAGRAPH—————————————————————————————————————————————————————–



(8)   Name of the sender

(b) How to write a formal letter

(1) Address of the Addresser

It is written at the top left corner of the page for e.g

22, Arya Nagar,


Always write your city name below the street address


(2) Date

The date is written below the address of the sender. There must be a space of one line between the sender’s address and date.

There are only three ways for writing the date i.e.

  • January 1, 2017.
  • 2 February, 2017
  • 3rd March 2017

Writing a date in any other format instead of these ways is wrong.


(3) Address of the Addressee

It is also written at the left hand side of the page and must be written below the date. There is a space of one line between the date and Address of the addressee. For e.g.

The Editor,
The Kashmir Times,



(4) Salutation

This comes a little below the address of the addressee. This is also written at the left hand side of the page. For e.g

Dear sir,

Dear madam,


(5) Body of the letter

This is the main part of the letter and is written below the salutation. There is a space of one line between fourth and fifth part.


(6) The Closing Paragraph

It is written just below the ending of the body of the letter. In this part of the letter there is a closing greeting or a request or a conclusion. for e.g

If I am selected for the post, I assure you, Sir, that i will try my best to justify my selection. (greeting)

Kindly instruct him to be careful and polite in performing his duty. (request)

(7) Subscription

It is written below the closing of the paragraph with a space of one line. for e.g

Yours faithfully,

Yours truly,

(8) Name of the sender

It includes the name of the sender who is sending the letter. It is written just below the subscription without any space of a line.

Mohinder Singh Kahlon,

(c) Formal letter example

letter to the Editor of a newspaper, giving your views about strikes, fasts and bandhs.


22, Arya Nagar,   



3rd March 2017


The Editor,

The Kashmir Times,





Kindly permit me to express my views on the burning topic of strikes, fasts and bandhs through the columns of your esteemed news paper.

Strikes, fasts and bandhs are becoming very common in the country. Every day the newspapers are full of such news. Students, teachers, clerks, officers, workers and even the Sadhus are resorting to strikes or hunger strikes. Call for the State Bandh is often given whenever some important politician or political leader is arrested even on a charge of murder.

There is hardly an element of spontaneity about these bandhs. Since government cannot provide security to all, people take these bandhs as a part of life in the state and do not open their business establishments. In fact democracy has become a farce in the hands of the riff-raff of society. There is so much lawlessness in the states that anybody can give a call for a state bandh and paralyze the administration. It is a reflection on the inefficiency of the administration. Such bandhs and strikes weaken the functioning of democracy and sag the public morale. People begin to lose faith in democracy.

Also check out: How to write letter-Letter Format with Sample Letters

It is undoubtedly true that there is an acute distress in the life of the common man because of ever increasing prices, wide-spread corruption in all departments of the government and terrorism. The government of the day should pay attention to these problems. While the government is supposed to be more sympathetic, the Opposition parties should be more responsible. Needless strikes and fasts are becoming very common and make a mockery of such things. Repetition of bandh calls does not have any effect. The government understands that most of the bandh calls are politically motivated. They are aimed at furthering a particular section’s cause. It is time that we cried a halt to such harmful agitations.


Yours faithfully,

Mohinder Singh Kahlon,



Also Check out some more sample Formal letters


1.  letter to secretary of sports authority for sports scholarship.

2.  Letter to Superintendent of Railway asking for concession in rates.

3.  Letter to Principal Suggesting for Improvements in Library.

4.  Letter to the health officer requesting him to set up Dispensary.

5.  Letter to Inspector of Police telling about theft took place in your House.


So learners I hope your doubts are cleared now about the Formal letter format ⁄ How to write a Formal letter ⁄ Formal letter examples.

You can comment below about your more doubts related to Formal letter and you can also share this post with your buddies.

Thank you


SharinG iS cariNG

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