Formal Letter Format, Templates, Examples – How to Write Guide

Every individual must know how to write a formal letter. A formal letter format is used for official and business purposes. As a student, you must know how to write a formal letter, what to include in a formal letter, a different type of formal letters, and what's the difference between a formal and informal letter. There is a standard format that must be followed while writing a formal letter. Writing a formal letter can be hectic but don't worry here you will get to know the tips & tricks to writing a perfect formal letter.

A formal letter is written for official or business purposes in a formal language, written in prescribed format only. The main objective of the formal letter is to carry out the professional communications. All business letters are not formal, a formal business letter is written for formal purposes only.

A formal letter is an official way of formal communication between an individual and a company. The way formal letters are written is completely different from how we write a personal letter/informal letter. One should keep various things into consideration while writing a formal letter such as,

  • Make sure to use formal tone only,
  • Writing style should be formal,
  • Be concise and concrete,

It's very crucial to understand the format of a formal business letter before proceeding to write one.

Example of Formal Letter

Formal Letter Templates

Sample Business Letter

Formal Business Letter, Formal Letter Format, Formal Letter Example, Formal Letter Sample, Formal Letter Template, Formal Letter Writing

Formal Cover Letter

Formal Business Letter, Formal Letter Format, Formal Letter Example, Formal Letter Sample, Formal Letter Template, Formal Letter Writing

Types of Formal Letter

Following are the types of formal letter. All formal letters are a business letter, there is a huge list of formal letters, but the following are popular and most commonly used.

  • Recommendation Letter
  • Complaint Letter
  • Apology Letter
  • Cover Letter
  • Invitation Letter
  • Sales Letter
  • Acceptance Letter
  • Employment Letter
  • Thank You Letter
  • Resignation Letter
  • Job Offer Letter
  • Complaint Letter
  • Donation Letter

Formal Letter Format - What to Include in a Formal Letter

  1. Sender's address: A sender's address should be on the top left side along with Date.
  2. Recipient Address: Put recipient address below the sender's address on the left side.
  3. Greeting: Address the person with Dear, Miss, Mrs, Mr. If you know the name of person then write it or else use sir/mam.
  4. Body: Write your message within the body.
  5. Closing: Use your's faithfully or Your's sincerely, Respectfully Your's.
  6. Signature: Put signature.

Formal Letter Format Example

Professional Resignation Letter

Formal Business Letter, Formal Letter Format, Formal Letter Example, Formal Letter Sample, Formal Letter Template, Formal Letter Writing

Business Complaint Letter

Formal Business Letter, Formal Letter Format, Formal Letter Example, Formal Letter Sample, Formal Letter Template, Formal Letter Writing

5 Secrets to Write a Perfect Formal Letter?

Following are the tips that one should always consider in order to write an impactful formal letter.

1) Be Concise & Correct

Before writing any formal business letter, you need to make sure to be correct. Use the correct form of language. Make sure to use correct punctuation, grammar, and spelling. The letter should be written in sync.

The most important tip is to be Concise. Make sure to write concise, specific and meaningful sentences only. No business official have time to read those long letters which are not making any sense. A letter should contain only relevant facts and figures. Avoid and ignore unnecessary wordy expressions and repetition.

2) Use Formal Tone & Proper Format

All the formal letters are written in formal tone only. If you're not into writing formal letters then there are high chances you will use informal words. So, it is advised to approach someone who is habitual of writing a formal letter or else cross check your letter properly to ensure it's written in formal tone only.

The format of a Formal Letter

Heading: A heading consist of your address and date.

Inside Address: Put the name and address of the receiving person here i.e. a person to whom you are writing.

Salutation: Write a salutation.

Body: Here comes the main part of the letter where you are going to write all the stuff that you want to convey through this letter. Make sure to be concise, concrete, and correct. A body of a letter should be written properly with logical paragraphs.

Closing & Signature: Write the closing and then type your signature.

3) Be Confident

Show some confidence in yourself while writing a formal letter. Your confidence will reflect on your writing style. Lack of confidence may lead to a poorly written formal letter. Show your reader that you are positive, straightforward and confident, instead of dubious and diffident.

4) Completeness & Clarity

Here the clarity means that a formal letter should be properly written with the business message being very clear, concise, correct, and concrete. Use graphs, tables, and visuals whenever necessary.

Ensure the completeness, a letter should be able to clear all the questions. All the five W's must be answered properly along with other important information. The five W's are What, Why, Where, When, and Who.

5) Proof Reading

This is the most important tip. Always read your letter once before actually sending it. You don't want to ruin your perfectly written with a single mistake. So make sure to cross check the letter once to ensure everything is written properly.

Difference between Formal & Informal Letter

A formal letter is completely different from an informal letter. The writing style is completely different and the purpose is also entirely different. Check out the table below to know the differences between a formal and informal letter.

 Formal LetterInformal Letter
DefinitionA formal letter is a letter, written in formal language, in the stipulated format, for official purpose.A letter written in a friendly manner, to someone you are familiar with, is called informal letter.
PurposeProfessional CommunicationPersonal Communication
FormatWritten in prescribed format only.No prescribed format.
Written inFirst person - Business letters, third person - others.First, second or third person.
Written toBusiness, college/institute, employer, organizations, etc.Friends, family, acquaintances etc.
SizeConciseLarge or concise


Now you know what is a formal letter, types of formal letter, how to write a formal letter, and what's the difference between formal and informal letters. Use the information shared above to write a proper formal letter. Refer to the samples, examples, and templates to know the correct format and formal tone.

Keep visiting this site for more samples, examples, and templates. Share with other people as well on social media platforms.

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