Formal Letter Format | How To Write A Formal Letter [ Writers Guide ]

Formal Letter Format: writing a formal application letter is one of the biggest needs of our official relationship. In this article, I am going to share valuable information about how to write a professional formal letter with the format, example, and PDF Sample, the template in English.

In addition, you will find here important tips and pointers about how to start, address, and how to end a application letter.

Format for formal letter

What Is A Formal Letter And Why To Write?

Formal letter meaning and definition: It is a kind of letter, written to maintain an official relationship only. In other words, you can define it as ” the way of communication of official written messages”.

How To Write A Formal Letter

Sometimes we need to see the structure of a formal letter for a little help while writing a required letter. But, in this post on my site, I wan tot to present brief step-by-step information about writing a good formal letter application. I hope it will enough for your requirement.

The most necessary thing for writing a formal letter is the layout of the letter. Check the format of a formal letter before starting your letter. The recommended size of the letter is A4 size paper.

The most performed communication for sending a formal letter is by email. Sending by postal you will require the correct organization address to send one.

Students of class 3,4,5,6,7,8 may require to write a formal letter application to the Principal for leave or learning purposes and to complete assignments for classes 9, 10th, 11, 12.

The most popular education institutes provided e a format for students to write according to rules such as a formal letter format for CBSE and O level students.

Writing a formal letter in English you can easily find several Samples from the internet but you required a formal letter format in Hindi, Marathi, Tamil, Telugu or Bengali, and Kannada. For writing a formal different language you need to learn how to make a letter. I highly recommend see any format of the letter before writing it.

Let’s know how to write a formal letter by knowing the following easy methods. A specific format is not needed for writing an informal one.

1. How to start a formal letter?

Every letter formal or informal written for a purpose. Check formal letter writing rules before writing one.

A. Heading Of Formal Letter:

Make a heading on the upper and central of the paper. It will help the recipient to quickly understand the purpose of your letter.

B. Address:

Salutation is the basic requirement of every type of formal letter. It generally contains three things

  • Recipient Name
  • Institute existing place
  • Current date of the Written letter

C. Provide Sender Address:

A formal letter can’t be anonymous
You must need to put the sender’s address in the letter.

Mr. Nathan
Supervisor of an established branch

D. Subject Of A Formal Letter

The subject is the purpose of your letter it will let your recipient clearly understand the reason for writing your formal letter application.

Subject: Request for the issuance of a driving license.

Subj: Request request for regular difficulties of the community due to the under-construction road.

2. Body Of Formal Letter

Starting an formal letter is a hard nut and bolt, mostly  confusion for starting a formal letter. Here you will see a list of the most useful starting sentences for writing a formal letter as you required.

Think again before start writing the letter you keep three things in your mind to mention in the letter

  • The tone and manner
  • Purpose of Writing
  • Request for recommendations

The first thing is how to make starting paragraph to request for the aim of writing the letter.

See the following example,

Generally, most of the formal applications start with greetings,

Dear Sir / Madam

Dear Mr. Dravid

Note: Student should write “Respected Sir” as greeting.

A. 1st Paragraph:

The rule of composing a formal letter is with a polite tone whether it’s s is complaint, order, open a request letter.


I am writing this to let you know that,

I want to inform you by this formal letter that,

I am writing this letter to complain,

I want to inform you about the poor service,

Note: students should start the formal letter with “Respectfully Or Most Respectfully”.

B. 2nd Paragraph

The reason is your aim of writing a letter to your recipient. I highly recommend you to put your reason uniquely and understandably to quickly fulfill your requirement. A simple and purposeful reason for writing a request formal letter can’t be denied.

For example,

I want to submit my request in you kinds that, the construction of the road (add place name or location) is stopped. The recent rainfall has caused several difficulties for our commune specially for motorcyclists also for old and children even.

C. 3rd paragraph

If you are writing a letter for request to your senior you will need to add a request for letter approval.

In case you need to write a letter for a complaint you should write a solution to your faced problem in the third paragraph.

For Example,

I hereby request in your high rank that you kindly, continue the construction process in our area.

3. Closing The formal letter application

Close the letter with an attractive thanks note is a most believed trick of request approval. See given below closing formal letter example,

A. Thanking Note:

I will be obliged for your kind and support

I am highly thankful for your understanding and waiting for your quick response.

B. Complimentary Closing Letter:

Obediently Yours!

Mr. Sender Name

Sender Signature

2+ Most Useful Formal Letter Format, Writing Example And Sample

Before writing a formal letter you should be aware of the formal letter writing standard procedure. On the other hand, you can get perfect Information by viewing a specific format.

1. Formal Letter format for Employee

Sender Name


Postal Address


Institute Address

Current Date

Subject: An advance two notification of my resignation

Dear Mr / Mrs (Name)

I would like to bring to your notice that finally have decided to resign from my position (your current job position). Effective on (date). My last at day the workplace will be (date).

I am so thankful for all the cooperative team of the office and also I am obliged for all of the support and motivation that I have entertained during my position. I will pay full of my attention to completing the ongoing project and duties. Kindly promote any other employee so that i can handover the charge of work.

Sincerely Yours!



2. Formal Letter Format For Student


(Student Name)

(Roll No & Class)



(School Name)

(School Address)

(School Place)

Subject: Request letter for leave of absence.

Respected Sir,

It is respectfully stated that I did remain absent from school from (date) to (date) due to an emergency in my family. My father had a car accident that left him in hospital for a couple of days.

I, therefore, Request in your kind to excuse my absence day and let me have e a chance to study.

Your Sincerely Student

Student Name

Leave a Comment