Formal Letter Writing

Write professional letters with proper format and tone

In this chapter, you will learn

—Understand what makes a letter 'formal'
—Learn the standard format and structure of formal letters
—Master the essential components and their purposes
—Understand the formal tone and appropriate language
—Practice writing different types of formal letters
—Apply professional writing skills in real-world situations

What is a Formal Letter?

A formal letter is a professional mode of communication used to convey important messages to officials, institutions, or business organizations. It follows a specific structure and maintains a professional and respectful tone.

Formal letters are used for various purposes: making complaints, lodging applications, seeking information, placing orders, expressing gratitude, or conducting business matters.

When to Write Formal Letters:

• Applying for a job or admission
• Placing orders for goods or services
• Making official complaints or grievances
• Requesting information from organizations
• Expressing thanks or appreciation formally
• Writing to government or official bodies

Standard Format of Formal Letters

1. Sender's Address (Your Address)

Write your address at the top left corner

Rajesh Kumar 45, Park Street New Delhi - 110001

2. Date

Write the date on which the letter is written

15th January, 2024

3. Recipient's Address

The address of the person/organization you are writing to

The Principal DPS School 2, Institutional Area New Delhi - 110016

4. Salutation (Greeting)

A respectful greeting to the recipient

Dear Sir/Madam, or Dear Mr. Sharma,

5. Body of the Letter

The main content in 2-3 paragraphs Paragraph 1: State the purpose Paragraph 2: Provide details/explanation Paragraph 3: Conclude with action expected

I am writing to... The reason for this is... I would appreciate it if...

6. Closing/Sign-off

A respectful closing statement

Yours faithfully, or Yours sincerely,

7. Sender's Name and Signature

Your full name written below the sign-off

Rajesh Kumar (Your full name)

Important Guidelines for Formal Letters

Do's (What You Should Do)

✓Use formal and respectful language
✓Be clear and concise in your message
✓Use complete sentences and proper punctuation
✓Maintain a professional tone throughout
✓Write neatly (or type if possible)
✓Keep the letter brief and to the point
✓Use 'Dear Sir/Madam' if you don't know the person's name
✓Use 'Yours faithfully' if you use 'Dear Sir/Madam'

Don'ts (What You Should Avoid)

✓Avoid casual or slang language
✓Don't use abbreviations or short forms
✓Don't include irrelevant information
✓Avoid using emojis or informal symbols
✓Don't be rude or disrespectful
✓Avoid long, complicated sentences
✓Don't use 'Yours sincerely' with 'Dear Sir/Madam'
✓Don't forget to sign the letter

Sample Formal Letter: Book Order

Ravi Singh
23, Maple Avenue
Mumbai - 400001

10th March, 2024

The Manager
Bright Books Pvt. Ltd.
5, Business Park
Bangalore - 560001

Dear Sir/Madam,

I am writing to place an order for books. I am a Class 7 student and would like to order the following books for my academic studies:

• English Grammar Workbook - 5 copies
• Mathematics Practice Book - 3 copies
• Science Lab Manual - 2 copies

Please let me know the total cost of these books including delivery charges. I would prefer delivery at the address mentioned above. I can make the payment through online transfer or cheque.

I would appreciate it if you could process this order at your earliest convenience. Please confirm the delivery date.

Yours faithfully,

Ravi Singh

Key Points to Remember

→Seven Components: Address, date, recipient address, salutation, body, closing, signature
→Professional Tone: Always maintain formal and respectful language
→Clear Purpose: State your purpose in the first paragraph
→Proper Closing: Match your closing with your salutation
→Neatness Matters: Write neatly or type the letter for professional appearance

Formal Letter Writing — Class 7 English