Formal Letter Writing: Format, Types and 10 Examples
Updated
Formal letter writing explained part by part, with 7 common letter types, 10 solved examples and tips to score full marks in board exams.
Formal letter writing is the skill of writing an official letter to a person or office you do not know personally, such as a principal, an editor, a company or a government official. A formal letter follows a fixed layout: sender’s address, date, receiver’s address, subject, salutation, body, complimentary close and signature. The tone stays polite, clear and to the point.
This guide explains each part, the seven types you will meet most often, and 10 solved examples. It also covers board exam rules, so you can use it for school tests and real-life letters alike.
Key Takeaways
- A formal letter has eight parts: sender’s address, date, receiver’s address, subject, salutation, body, closing and signature.
- State the purpose in the first two lines of the body; officials read the opening first.
- CBSE Class 10 English asks for a formal letter of 100–120 words; Class 12 letters run to 120–150 words.
- Use “Yours faithfully” with “Sir/Madam” and “Yours sincerely” when you address a person by name.
- Keep three short paragraphs: purpose, details, and the action you want.
What Is Formal Letter Writing?
Formal letter writing covers every letter written for an official purpose. You might complain about a faulty product, order books for a library, ask for information, or raise a civic issue with a newspaper editor. In each case, the reader needs clear facts quickly. Therefore, the layout and tone matter as much as the content.
Schools test this skill every year. For instance, CBSE Class 10 English includes one formal letter of 100–120 words, with a choice between two questions, and the CBSE Class 12 English Core syllabus includes letters of 120–150 words, such as a job application with a resume and a letter to the editor.
Good formal letter writing also helps outside school. Banks, offices and companies judge a request partly by how clearly it is written. Consequently, a student who learns formal letter writing early finds job applications, complaints and official requests much easier later.
Formal Letter Writing Format: The Eight Parts
| Part | What to write | Example |
|---|---|---|
| 1. Sender’s address | Your address (in exams, “Examination Hall” is common) | Examination Hall, ABC City |
| 2. Date | Full date below the address | 4 October 2026 |
| 3. Receiver’s address | Designation, organisation and city | The Editor, The Hindu, Chennai |
| 4. Subject | One line naming the purpose | Subject: Stray dog menace in Anna Nagar |
| 5. Salutation | Formal greeting | Sir/Madam, |
| 6. Body | Three paragraphs: purpose, details, request | Through your esteemed newspaper… |
| 7. Complimentary close | Formal sign-off | Yours faithfully, |
| 8. Signature and name | Signature, name, sometimes designation | Arjun, Secretary, RWA |
How to write the body of a formal letter
- Paragraph 1 – Purpose. Introduce yourself briefly and state why you are writing.
- Paragraph 2 – Details. Give facts: dates, quantities, the problem, its effects.
- Paragraph 3 – Action. Say what you want the reader to do and thank them.
7 Common Types of Formal Letters
| Type | Written to | Purpose |
|---|---|---|
| Letter of complaint | Company, municipal body, authority | Report a problem and ask for action |
| Letter to the editor | Newspaper editor | Raise a public issue |
| Letter placing an order | Supplier or bookseller | Order goods with quantities |
| Letter of enquiry | Institute, company, office | Ask for information |
| Application to the principal | School principal | Request leave, TC, concession |
| Job application | Employer or HR | Apply for a post with a resume |
| Letter to an official | Police, SDM, bank manager | Request a service or report an issue |
Write a Formal Letter in 60 Seconds
Fill in the details below to create a formal letter of complaint. The letter updates as you type, and you can copy, print or save it as a PDF.
Examination Hall
[City]
To,
[The Commissioner, Municipal Corporation]
Subject: [Complaint about irregular garbage collection]
Sir/Madam,
I am [your name], a resident of [your locality]. I wish to draw your attention to [the irregular collection of garbage in our area, which has left heaps of waste on the roads for over a week].
This problem is causing a foul smell and a risk of disease. Therefore, I request you to take prompt action.
Yours faithfully,
[your name]
10 Formal Letter Writing Examples
Example 1: Letter of complaint about a faulty product
24, Rajendra Nagar
Patna
4 October 2026
To,
The Customer Service Manager,
Brightline Electronics Pvt. Ltd.,
Kolkata
Subject: Complaint about a defective mixer grinder
Sir/Madam,
I purchased a Brightline mixer grinder (Model MG-500) from your Patna showroom on 20 September 2026 (Invoice No. 4471). Within a week, the motor started overheating and stopped working.
The product is under warranty. Therefore, I request you to replace it or arrange a repair at the earliest.
Yours faithfully,
Sunita Prasad
Example 2: Letter to the editor about traffic congestion
Examination Hall
ABC City
5 October 2026
To,
The Editor,
The Times of India,
New Delhi
Subject: Traffic congestion near school zones
Sir,
Through the columns of your esteemed newspaper, I wish to highlight the daily traffic jams near schools in our city during morning hours.
Parked vehicles and the lack of traffic police cause long delays and endanger children. The authorities should deploy traffic wardens and mark no-parking zones. I hope this letter draws their attention.
Yours faithfully,
Rohan Khanna
Example 3: Letter placing an order for library books
Delhi Public School
Sector 30, Gurugram
6 October 2026
To,
The Sales Manager,
National Book Depot,
Daryaganj, New Delhi
Subject: Order for library books
Sir/Madam,
I am the librarian of Delhi Public School, Gurugram. Kindly supply the following books at the earliest: Wings of Fire by A.P.J. Abdul Kalam (10 copies), The Story of My Experiments with Truth by M.K. Gandhi (5 copies) and Malgudi Days by R.K. Narayan (10 copies).
Please send the books with the bill. We will pay on delivery.
Yours faithfully,
Meena Arora
Librarian
Example 4: Letter of enquiry about a summer course
45, Civil Lines
Jaipur
7 October 2026
To,
The Director,
CodeCraft Institute,
Jaipur
Subject: Enquiry about the summer coding course
Sir/Madam,
I saw your advertisement for a summer coding course for school students. I would like to know the course duration, fees, timings and the minimum age for admission.
Kindly send me the details and a brochure at the above address.
Yours faithfully,
Aditi Sharma
Example 5: Letter to the Municipal Commissioner about waterlogging
12, Gandhi Colony
Indore
8 October 2026
To,
The Municipal Commissioner,
Indore Municipal Corporation,
Indore
Subject: Waterlogging in Gandhi Colony
Sir,
Our colony faces severe waterlogging after every rain because the drains are blocked. As a result, residents cannot walk safely, and mosquitoes are breeding.
I request you to clean the drains and repair the road at the earliest.
Yours faithfully,
Vikas Jain
Secretary, Gandhi Colony RWA
Example 6: Job application letter
34, Model Town
Ludhiana
9 October 2026
To,
The Principal,
Guru Nanak Public School,
Ludhiana
Subject: Application for the post of Primary Teacher
Sir/Madam,
In response to your advertisement in The Tribune dated 5 October 2026, I wish to apply for the post of Primary Teacher. I hold a B.Ed. degree and have two years of teaching experience.
I have enclosed my resume for your consideration. I would be grateful for an opportunity to attend an interview.
Yours faithfully,
Harleen Kaur
Enclosure: Resume
Example 7: Letter to the police about a lost phone
7, Park Road
Lucknow
10 October 2026
To,
The Station House Officer,
Hazratganj Police Station,
Lucknow
Subject: Report of a lost mobile phone
Sir,
I lost my mobile phone (Samsung Galaxy A35, IMEI ending 4412) in Hazratganj market on 9 October 2026 at about 6 pm.
Kindly register my complaint and issue an acknowledgement so that I can block the SIM and apply for a duplicate.
Yours faithfully,
Nikhil Srivastava
Example 8: Letter to a bank manager
56, Sector 21
Chandigarh
11 October 2026
To,
The Branch Manager,
State Bank of India,
Sector 17, Chandigarh
Subject: Request for account statement
Sir/Madam,
I hold a savings account in your branch (A/c No. XXXXXXXX2231). Kindly issue my account statement from April to September 2026 for income tax purposes.
Yours faithfully,
Gurpreet Singh
Example 9: Letter to the electricity department about power cuts
18, Shastri Nagar
Meerut
12 October 2026
To,
The Sub-Divisional Officer,
Electricity Department,
Meerut
Subject: Frequent power cuts in Shastri Nagar
Sir,
For the past two weeks, our area has faced power cuts of four to five hours daily without notice. Consequently, students cannot study and small shops are losing business.
I request you to look into the matter and restore regular supply.
Yours faithfully,
Pankaj Tyagi
Example 10: Letter to a tour operator
9, Lake Road
Bhopal
13 October 2026
To,
The Manager,
Himalayan Holidays,
Manali
Subject: Enquiry about a school tour package
Sir/Madam,
Our school is planning a five-day trip to Manali for 40 students and 4 teachers in December 2026. Kindly share your package details, including stay, food, transport and total cost.
Yours faithfully,
Rekha Dubey
Activity Coordinator
Formal vs Informal Letter
| Feature | Formal letter | Informal letter |
|---|---|---|
| Receiver’s address | Included | Not included |
| Subject line | Included | Not included |
| Tone | Polite and impersonal | Friendly and personal |
| Closing | Yours faithfully / sincerely | Your loving friend |
For personal letters, see our informal letter format guide with 10 examples. For short announcements, the notice writing format works better than a letter.
Common Mistakes in Formal Letter Writing
- Missing subject line. Every formal letter needs one.
- Emotional language. State facts and the action you want instead.
- Wrong closing. Use “Yours faithfully” after “Sir/Madam”.
- Long paragraphs. Keep each paragraph to three or four lines.
- Crossing the word limit. Boards expect 100–120 words in Class 10.
Writing to your own school? Our application for TC and leave application for school samples follow the same formal layout. Browse all school and college letters for more.
Frequently Asked Questions
What is formal letter writing?
It is writing an official letter to a person or office you do not know personally, such as an editor, principal, company or official, using a fixed format and a polite, factual tone.
What is the format of a formal letter?
Sender’s address, date, receiver’s address, subject, salutation, body, complimentary close, and signature with name.
What is the word limit for a formal letter in CBSE Class 10?
CBSE Class 10 English asks for a formal letter of 100–120 words, with a choice between two questions.
Which closing should I use in a formal letter?
Use “Yours faithfully” when you begin with “Sir/Madam”, and “Yours sincerely” when you address the reader by name.
How many paragraphs should a formal letter have?
Three short paragraphs work best: the purpose, the details, and the action you request.
Can I write “Respected Sir” in a formal letter?
Yes. “Respected Sir/Madam” is common in India, especially in letters to principals and officials. “Sir/Madam” is equally correct.
What should I write as the sender’s address in an exam?
Most boards accept “Examination Hall, ABC City” so that you do not reveal your identity. Follow your teacher’s instructions.
Practise Formal Letter Writing the Right Way
Formal letter writing becomes easy once the layout is automatic. Learn the eight parts, keep three short paragraphs, and match the closing to the greeting. Then practise one example from this page every week before exams. For more formats, visit the Local Letter homepage or create a letter with the Letter Generator.
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