Introduction to Formal Letters
A formal letter is a type of letter which is used to convey thankfulness or complaining against a person or situation who is generally an official. This letter has a particular format and has several forms too. Formal letters can be used in a wide range. The places include schools, colleges, offices and government places.
The message in a letter should be precise, unambiguous, concise, intriguing, and easily understandable. This article deals with the study of different types of formal letters. We shall discuss in detail formal letter formats, letter templates, and layout.
Formal Letter Format
The details of the formal letter format are given below.
Sender’s Address
Date
Name/Designation of Addressee
Address of the Addressee
Salutation
SubjectBody – Introduction, Content, Conclusion
Complimentary Close
Signature / Name of the Sender
Designation of the Sender
Types of Formal Letters & Formal Letter Format
A. Letter of Inquiry
Just like the name implies, these letters are the means of collecting any information. Usually, the letter of inquiry is chosen by people as a Business letter or a formal letter. People use this letter to gain information or knowledge regarding some academic or professional course or job inquiry, charges of various services, cost of goods, terms, and conditions or working agreements, etc. One must keep the following points in mind while writing a letter of inquiry.
Give a brief introduction about yourself.
Include the name of the organization (if possible).
The area of inquiry should be present in a clear and precise form.
Be clear and concise while writing down your queries and doubts.
Clearly mention the deadlines.
B. Order Letter
An order letter is broadly used to place an order for buying products. This letter is drafted by the customer and the three major parts of the order letter are as follows.
The features and specifications of the ordered items or the products must be stated clearly.
Proper details about the quantity or number of specific products to be ordered, model number, and other such relevant information must be mentioned.
The details related to the shipping of the products must be given precisely and clearly. For example, the information regarding the mode of transportation, shipping location, and the desired date for the goods to be delivered must be distinctly mentioned in the order letter.
All the inquiries related to the payment, including the date, mode and terms & conditions regarding the payment must be mentioned.
Let us suppose you placed an order for a few things and the quality of the actual items received differs from that as assured by the seller. What can be the solution to this sort of problem? In such a case, it is so obvious to either ask for the replacement of goods or a payment refund. To do so, you need to write a letter of complaint to the organization at which you placed the order.
The Below-Given Points Will Help You to Write An Order Letter
One must give all the details of the issue.
State the actions that you want to be taken.
Provide information like the date of shipment/delivery of the items, order number, or the details of the previous complaint (if any).
A deadline for the response as expected by the customer filing the complaint must be mentioned.
A specimen or a copy of the invoice must be attached.
One must be respectful in the writing tone but using assertive words is necessary so that the issue is taken seriously by the seller.
Any fake allegations against the seller should not be made in the order letter.
C. Reply to a Letter of Complaint
Suppose you received a letter of complaint and you want to respond to it. It is most necessary to look into such allegations minutely, as they may cost you your organization’s purposes, and reputation. To provide better customer services, it is essential for you to:
Address the problem and its effect on the customer.
Express your genuine concern and regrets about the issue.
Assert the course of actions you will take for the issue.
Mention a tentative deadline by which you can provide the services.
Assure the customer of no more similar complaints and troubles in the future.
Be very precise about every detail regarding the products.
D. Promotion Letter
The type of letters used for promoting new developments and up-gradations are known as promotion letters. The below-given points will help you to write a promotional letter.
Use clear, definite terms.
Use proper punctuation and correct spelling.
Avoid the use of any slang or fancy terminologies of jargon.
Discuss the promotion precisely.
Avoid the use of abbreviations.
E. Sales Letters
These letters are written to give information about a product to the customers for selling purposes. The facts and figures must be easily understandable, to strengthen the partnership relations and joint ventures. The basic yet extremely important points to be kept in mind while drafting a sales letter are as follows.
Use of formal language that is clear and easily understandable.
Do not use any abusive or informal words or phrases.
Avoid using abbreviations. Make clear and concise content.
Do not add unnecessary details that make the letter long.
Provide adequate details and features clearly that are to be conveyed to the reader.
F. Recovery Letters
The objective of writing a recovery letter is to recover the money from a consumer without bothering or annoying him. This type of letter should cover specifications and information regarding the following aspects.
Amount of due payment.
Last date of payment submission.
Details regarding legal action when payment will be overdue.
G. Sick leave application
H. Resignation letter
I. Job offer letter
J. Complaint letter
K. Business letter
L. Appointment letter
M. Leave application (marriage /maternity)
The Points to be kept in mind while writing the Recovery Letter are as Follows
It is a polite reminder.
The information and details must be provided in an easy language that is understandable by the customer.
Use of formal language while drafting the email.
Nothing about the necessary details should be skipped in the letter. The letter should not contain unnecessary details. Try to be to the point and never write out of the topic.
Only note down the things that are important and the subject matter. So, neither your time is wasted nor the readers.
A formal letter should be written in a formal tone but try to avoid a friendly tone because the person to whom you are sending this letter is not your friend.
The first thing a person is going to notice is your salutation. Make it appropriate so that it would sound proper and decent and not over-friendly.
Do not forget to mention the date in the formal letter. It should be mentioned properly either at the top of the letter or at the end of the letter. Most preferably, it is present at the beginning.
Do not forget to mention your name or the name of the person you are writing on the behalf of. It can be for a firm or any organization you are writing for. If not you can also use a stamp or seal for the particular organization on whose behalf you are writing it.
Express your gratitude at the end of the formal letter and do not end it casually. It should be formal, professional and appropriate.
The rest of the things which should be taken care of are the address, subject matter, date and salutations on the same side.
In addition, it is better to keep some space left if a letter needs to be stapled for some reason.
Formal Letter Format
FAQs on Formal Letters: Types and Formats
1. What is the standard format of a formal letter as per the CBSE 2025-26 curriculum?
A formal letter follows a specific structure to ensure clarity and professionalism. The correct format includes the following components in order:
- Sender’s Address: Your address, placed at the top left.
- Date: The date on which the letter is written, just below the sender's address.
- Receiver’s Address: The name, designation, and address of the recipient.
- Subject: A concise line that summarises the purpose of the letter.
- Salutation: A respectful greeting, such as 'Dear Sir/Madam' or 'Respected Sir/Madam'.
- Body: The main content, typically divided into three paragraphs (Introduction, Main Content, Conclusion).
- Complimentary Close: A polite closing, like 'Yours sincerely' or 'Yours faithfully'.
- Signature/Name: Your handwritten signature, followed by your typed full name.
2. What is the main difference between a formal and an informal letter?
The primary difference lies in their purpose, tone, and format. A formal letter is used for official or professional communication, such as job applications, business correspondence, or letters to officials. It follows a strict format and maintains a professional, objective tone. In contrast, an informal letter is written to friends, family, or relatives for personal communication. It has a flexible format and uses a casual, friendly, and emotional tone.
3. What are the major types of formal letters students might need to write?
Students often encounter several types of formal letters in their academic and practical lives. The most common types include:
- Letter of Inquiry: Written to request information about a course, service, or product.
- Letter of Complaint: Drafted to address an issue with a product or service, seeking a resolution.
- Order Letter: Used to place an order for goods.
- Job Application Letter: Sent along with a resume when applying for a job.
- Letter to the Editor: Written to a newspaper or magazine to express an opinion on a public issue.
- Leave Application: A formal request for absence from school or work.
4. Why is the 'Subject' line considered a crucial element in a formal letter?
The 'Subject' line is crucial because it immediately informs the recipient about the purpose of the letter. For busy officials or in large organisations, it helps in quickly sorting and directing the mail to the relevant person or department. A clear and concise subject line, like 'Subject: Inquiry Regarding Admission Process', sets a professional tone and ensures the letter receives prompt attention by providing essential context at a glance.
5. How should the tone of a 'Letter of Complaint' differ from that of a 'Letter of Inquiry'?
While both letters must be formal, their tones differ based on their objectives. A Letter of Inquiry should have a polite, curious, and respectful tone, as its goal is to request information. In contrast, a Letter of Complaint should be firm and assertive, yet still respectful. The tone must clearly state the problem and the desired resolution without being rude or aggressive, conveying the seriousness of the issue to prompt a response.
6. What are some common phrases for the complimentary close in a formal letter?
The choice of complimentary close depends on your relationship with the recipient. For most formal letters, you can use:
- Yours faithfully, when you do not know the recipient's name and have used a salutation like 'Dear Sir/Madam'.
- Yours sincerely, when you know the recipient's name and have addressed them directly, for example, 'Dear Mr. Sharma'.
- Yours truly, is another common and safe option for general business correspondence.
7. What common mistakes should be avoided to maintain a professional tone in a formal letter?
To ensure your letter is professional, avoid these common errors:
- Using contractions and slang: Always write the full form (e.g., 'cannot' instead of 'can't', 'yes' instead of 'yeah').
- Informal language: Refrain from using a conversational or overly friendly tone.
- Grammar and spelling mistakes: These errors can make you seem unprofessional. Always proofread your letter carefully.
- Vague details: Be precise and to the point. Provide all necessary information, such as order numbers or dates, clearly.
- Forgetting the signature: A letter without a signature is incomplete and looks unprofessional.
8. What information should be included in the body of a formal letter?
The body of a formal letter is typically structured into three parts for maximum clarity:
- First Paragraph (Introduction): Start by stating the main purpose of your letter directly and concisely.
- Middle Paragraph(s) (Details): Elaborate on the subject. Provide all necessary information, details, evidence, or arguments in a logical sequence to support your purpose.
- Final Paragraph (Conclusion): Conclude by summarising your point and stating the desired outcome, action, or suggestion. For example, you might request a meeting, expect a refund, or hope for a prompt reply.
