A formal letter is an official communication written in a professional tone for purposes like applications, complaints, enquiries or resignations. The format includes the sender’s address, date, receiver’s address, subject, salutation, body, closing and signature. Examples include leave applications, complaint letters and job applications. Unlike informal letters, formal ones require a polite, concise, and structured approach. Practicing formal letter writing improves communication skills and is especially important for students, employees and professionals. In 2025, with digital and handwritten formats both in use, learning the correct formal letter structure remains highly relevant.
Formal letters are still an essential part of communication in schools, businesses, and official institutions. Unlike informal letters, which are personal and casual, a formal letter follows a strict structure and uses professional language. These letters are often written for purposes like applying for jobs, requesting leave, filing complaints, or communicating with higher authorities.
A well-written formal letter makes a strong impression, as it conveys clarity, respect, and professionalism. In this blog, we’ll explore the formal letter format in English, step-by-step guidelines, and provide examples and topics to help you practice formal writing in 2025.
What is a Formal Letter?
A formal letter is an official communication sent to authorities, organisations, or professionals. It follows a fixed format, polite tone, and professional vocabulary.
- Written for official purposes like applications, complaints or requests
- Follows a strict format (sender’s address, date, subject, salutation, body, closing)
- Uses respectful, concise and clear language
- Intended for teachers, principals, managers, employers, government officials, etc.
Formal Letter Format in English [2025]
When writing a formal letter, follow this structure:
- Sender’s Address – Mentioned at the top left.
- Date – The date of writing.
- Receiver’s Address – Address of the person/organisation the letter is sent to.
- Subject – One line stating the purpose of the letter.
- Salutation – Polite greeting such as “Dear Sir/Madam.”
- Body of the Letter
- Introduction: State purpose clearly.
- Main Content: Provide details, facts, or request.
- Conclusion: Summarize politely, request action, or thank.
- Closing – Formal endings like “Yours sincerely” or “Yours faithfully.”
- Signature – Name and designation (if required).
Example of a Formal Letter
Sample: Leave Application Letter
45 – Green Park,
New Delhi
24th February 2025
To,
The Principal,
ABC Public School,
New Delhi
Subject: Application for Leave
Dear Sir,
I am writing to request a leave of three days, from 26th to 28th February 2025, due to a family function. I will ensure that I complete all pending assignments before resuming classes.
I kindly request you to grant me leave for the mentioned dates.
Thank you.
Yours sincerely,
Rahul Sharma
Types of Formal Letters with Examples
1. Application Letters
Used for jobs, internships, admissions, or leave.
Example Topics
- Job application for a teacher post
- Application for admission in a university
- Leave application for personal reasons
2. Complaint Letters
Used to report issues like faulty products, poor services, or misconduct.
Example Topics
- Complaint about delay in delivery
- Complaint to the electricity board about power cuts
- Complaint to the municipal office about poor sanitation
3. Enquiry Letters
Written to ask for information about services, courses, or products.
Example Topics
- Enquiry about MBA course admission process
- Enquiry about hostel accommodation facilities
- Enquiry about product pricing and availability
4. Order Letters
Placed by businesses or individuals to request goods or services.
Example Topics
- Order letter for new textbooks for school library
- Order for office furniture from a supplier
- Order for laboratory equipment for college
5. Resignation Letters
Written to formally leave a job position.
Example Topics
- Resignation due to higher studies
- Resignation because of relocation
- Resignation due to personal reasons
Tips to Write a Formal Letter
- Keep it concise and direct.
- Use formal vocabulary and avoid contractions.
- Always include a clear subject line.
- Maintain a respectful tone.
- Proofread for grammar and spelling errors.
Conclusion
A formal letter is a structured way of communicating professionally in education, employment or official settings. By following the correct format, tone and language, you can ensure your letter looks polished and effective. Whether you are applying for a job, filing a complaint or requesting information, formal letter writing is a vital skill in 2025. Practicing different types of formal letters will help you master this essential form of communication.
Frequently Asked Questions
1. What is a formal letter?
A formal letter is an official written communication with a fixed format, used for professional or academic purposes.
2. What is the correct format of a formal letter?
The format includes sender’s address, date, receiver’s address, subject, salutation, body, closing, and signature.
3. What type of language is used in formal letters?
Polite, respectful, and professional language with no slang or abbreviations.
4. What are examples of formal letters?
Job applications, leave requests, complaints, enquiries, and resignation letters.
5. How do you start a formal letter?
Begin with the sender’s address and date, followed by the recipient’s address and subject line.
6. How do you end a formal letter?
End with a formal closing like “Yours sincerely” or “Yours faithfully.”
7. Is subject compulsory in a formal letter?
Yes, a subject line is mandatory to state the purpose clearly.
8. What is the tone of a formal letter?
The tone is professional, respectful, and concise.
9. Can students write formal letters in exams?
Yes, formal letter writing is often part of school and college English exams.
10. How long should a formal letter be?
It should be short and precise, ideally one page.