formal and informal letters 2bac كتابة رسالة رسمية
formal and informal letters
The letter is a means of communication that has started for a long time. Nowadays, people are still communicating with each other using letters. In this lesson, we are going to learn the elements of both formal and informal letters, and the difference between them.
Format of a Formal letter.
The formal letter is the kind of letters that is sent to administrations, organizations, chair holders etc., here are the elements that should be taken into consideration while you are writing a formal letter:, . sender’s address., . contact info. ( e-mail, telephone, or fax ), . date. ( monday, january 1 st , 2021 ), . receiver’s address., . dear., . the purpose of the letter. . the topic. . ending the letter. . signature/name.
These expressions can help.
Dear Mr. William
Dear Mrs. Jones
The purpose of the letter:
I am writing this letter to inquire about ………………
I am writing this letter to apologize for ………………………………
I am writing with regard to ………………………………………..
I am writing regarding to …………………………………….
I am writing this letter to complain about………………..
first, …………. Second,……………….thirt,…………………………finally.
for this reason; in order to so as to, in addition to………….
Ending the letter
I look forward to hearing from you soon.
I await your replay with interest.
I appreciate your input on this matter.
Avenue, Kalaat mgouna
I am writing this letter to request some information about the rose festival. The first thing I would like to know is when the rose festival takes place. In addition to this, how many days does the event last. No doubt, the rose festival is a very big national event in Morocco. If you please, I would like to know more information about the activities and the artists that will be participating in this event.
I look forward to hearing from you soon
informal letter ( personal letter)
format of informal letter
. Sender's adress .Date .Dear .Greeting .The purpose of the letter .The topic of the letter .Closing the letter .Signature/Name
Salam, Streets Hassan 2, Agadir city
Saturday, January 23rd, 2021
I hope this message finds you good. Thanks for your last
letter with regard to your wedding. It is so great we keep in
touch. You seem to be having a great time there with your
I just want to tell you about my daughter’s birthday. My daughter’s birthday will be on Monday, 1 st February. It would be great to see you here with your family.
Fadwa, my daughter will be very happy to see you in her birthday. I always tell her about your kindness.
your friend Ali
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Writing Examples for National Exam
Writing examples for the national exam are templates/examples that are meant to help students in their writing tasks during the national exam. They include:
- Writing a report.
- Book / Film review.
- Personal (informal) letter.
- Official (formal) letter.
- Argumentative / opinion essay.
- Cause and effect essay.
- Advantages and disadvantages essay.
- Descriptive essay (object/place/person).
A report must at least contain these elements:
- Place of the event.
- Time of the event.
- The number of attendants.
- What happened?
- Your evaluation/opinion
Normally the topic is as follows : Write a report about………..
Last……….(write the date)……… I attended / there was a……..(name the activity)……. . It took place in ………(country, city, place)……….. . The ….(event)…. was about ………………. . Several people attended it, approximately ……(number of the attendants)……….. were present. The activity continued for …………….. (say, for example, 4 hours, half a day, 2 days, 1 week, etc.) ……………………….. . There were different activities during the event, such as …………………(say what happened throughout the event)…………………….. . Finally, I …………………. (give your opinion/evaluation of the event)…………………because it was time for me to (give some reasons to justify your evaluation)
2. Film/Book review
Imagine you have seen a movie or you have read a book that you really liked. And you loved that much to the extent you want to tell everyone about it. What will you tell them about the film/the book you have watched/read?
You will tell them:
- The title of the film/book.
- The writer/producer
- Date of publication (book) or production (film)
- The genre of film/book
- Director and actors (film)
- Characters (book if it is a novel or play)
- Duration (film)
- The story of the film/book
- Your evaluation/opinion.
Normally the topic is as follows : Write a review of a film or a book that you have seen or read.
2.1 Film review
….. (Title of the Film) ….. is a ….. (genre like action, adventure, comedy, etc.) ….. movie that I really ….. (liked or didn’t like) …..It was made by ….. (name of producer or production company) …..in ….. (date of production) ….. The movie is ….. (length of the film) …..long. The movie stars ….. (names of actors) …..It’s about ….. (a short, simple summary of the film) …… I ….. (liked/didn’t like) …..it because ….. (why you liked or didn’t like it) …..I ….. (would/wouldn’t) …..recommend it to my friends because ….. (why you would or wouldn’t recommend it) ……
2.2 Book review
…….. (Title of the book) ……. grabbed my interest among other books. It’s written by …… (name of the writer) …….back in ……. (date of production) ……. This book falls into the …….. genre (e.g., an action/detective/story/drama/humour/thriller/sci-fi/comedy/adventure etc.) ……… category. The main figures of the book are ……. (names of characters) ……… Title of the book is around …….. (summary of the book) ………. In conclusion, I genuinely (your opinion/evaluation) ………. because it ……. ( justify your opinion) ………
3. Informal (Personal) letter
A personal letter (also called informal) is a letter that you write to someone of your age. S/he can be your friend or your sibling, etc. The layout must be respected.
3.1 Informal (Personal) letter layout
Sender’s Address: 123 Elm Street Cityville, Morocco
Date: August 16, 2023
Salutation: Dear Sarah,
Body of the Letter: I hope this letter finds you well. It’s been a while since we last met, and I wanted to catch up and share some exciting news.
Last weekend, I visited the new café that opened in our neighborhood, and I couldn’t wait to tell you all about it. The atmosphere is cozy, and they serve the most delicious pastries I’ve ever tasted. You simply have to try their croissants!
By the way, remember that book we were talking about? Well, I finally got my hands on a copy, and it’s even better than I expected. I’m sure you’ll love it too.
I’m looking forward to hearing your thoughts and catching up soon. Let’s plan a coffee date sometime next week!
Closing: Take care and talk to you soon,
4. Formal letter
An official letter (also called formal ) is a letter that you write to someone whom you look up to. It can be the headmaster of your school, your teacher, a manager, etc. The layout must be respected .
4.1 Formal letter layout
Your Name: John Smith
Your Title: English Teacher
Your Address: 123 Elm Street Cityville, Morocco Postal Code: 12345
Recipient’s Name: Ms. Emily Johnson
Recipient’s Title: Principal
Recipient’s School/Organization: Townsville High School
Recipient’s Address: 456 Oak Avenue Townsville, Morocco Postal Code: 67890
Salutation: Dear Ms. Johnson,
Subject: Application for Professional Development Workshop
Body of the Letter: I hope this letter finds you well. I am writing to formally request permission to attend the upcoming professional development workshop on innovative teaching strategies, scheduled to take place from September 10th to 12th.
As an English teacher at Cityville High School, I believe that attending this workshop will greatly enhance my teaching skills and enable me to bring new and effective techniques to my classroom. The topics being covered align perfectly with our school’s commitment to providing high-quality education to our students.
I have reviewed the workshop details and cost, and I assure you that I will comply with all necessary procedures and paperwork. I am committed to ensuring minimal disruption to my teaching responsibilities during the workshop period.
I kindly request your approval to attend this workshop and seek any guidance you may have regarding the necessary formalities. Your support in this matter would greatly contribute to the professional development of our teaching staff.
Thank you for considering my request. I look forward to your positive response.
Closing: Yours sincerely,
Your Full Name: John Smith
5. Argumentative / opinion essay
An Argumentative / opinion essay is an essay in which you agree or disagree with an issue. It is in this kind of essay that you are whether For or Against an idea or matter. You need to convince the reader that your idea is right. Of course, this is done by providing reasons to support our opinion. It is one of the most common essays in TOEFL, IELTS, and TOEIC tests.
The outline would be like that:
I . Introduction
Explanation of the issue
II . Body
- Paragraph one:
A. Your first argument.
B. Your second argument.
C. Your Third argument.
- Paragraph two
D. First opposite argument.
E. Second opposite argument.
F. Third opposite argument.
State a summary of your point of view.
Usually, the questions are like that: What is your opinion / give your opinion / what do you think of / do you think that …..?
- Introduction (explanation of the issue)
Nowadays the issue of …………(name the subject matter you want to discuss)…………………….. is a serious matter, because (give a general reason, don’t rush into details now)…………………………….. . Yet, a lot of people don’t think so. The reason for this is …………………………………….(give a general reason, don’t rush into details now).
- Paragraph 1 (your arguments)
There are several reasons behind the importance of ……………………(name the subject)……. . To begin with, ……………….(The 1st reason)………………………………………… . secondly, ….. ……………….(The 2nd reason)……………………….. . Also , ………………….(the 3rd reason)…… ………………(note here, you can use as much as you can of reasons).
2. Paragraph 2 (the opposite arguments)
On the other hand, some people don’t stand on the same ground on this matter. They think so because of different arguments. First of all, ……………….(The 1st reason)………………….. Moreover, ……………….(The 2nd reason)…………………………………. In addition to this, ……………….(The 3rd reason)………………………… (note here, you can use as much as you can of reasons too).
- Conclusion (Stating your point of view)
To sum up / in my opinion / as I see it / I think / I believe that the issue of……………………. is of paramount importance because of (state some of the reasons you provided before in another way).
6. Cause and effect essay
It is another common type of essay in The Baccalaureate Exam. In a cause/effect essay, you discuss the causes (reasons) for something, effects (results), or both causes and effects.
- Paragraph one: Causes
A. 1st cause.
B. 2nd cause.
C. 3rd cause.
- Paragraph two: effects
D. First effect.
E. Second effect.
F. Third effect.
Cause and effect essay example
…………………………. is a serious matter/issue/phenomenon that ……………. threatens/affects…………….negatively/positively. It is the outcome of different reasons and of course, it has several………. effects too. I am going to shed light on both causes and consequences of ……………….. .
There are several/numerous/plenty of reasons behind ……………………….. (the subject you are discussing) ……………….. . To begin with , ………………………… (1st cause) …………………….. . Next , ……………… (2nd cause)……………………. . In addition to this, …………(3rd cause) ……….. . ………..(your subject matter)………….leads to different consequences/results/effects. Firstly…………(1st effect)………………………… . Secondly, ……………..(2nd effect)……….. Thirdly, ………………………….(3rd effect)…………. .
As mentioned before, ……………….. (your subject matter) ………. has many effects on ………………………… . Hence , there are several measures to be taken urgently. First ………………second……………………………………finally……………………..
7. Advantages and disadvantages essay
It has the same structure as the Cause/Effect essay. Just change the word causes to advantages and the word effects to disadvantages.
- Paragraph one: Advantages
A. 1st advantage.
B. 2nd advantage.
C. 3rd advantage.
- Paragraph two: disadvantages
D. First disadvantage.
E. Second disadvantage.
F. Third disadvantage.
Advantages and disadvantages essay
……………….. is a great invention that has numerous advantages. Yet there are many disadvantages too. So what are the positive and negative sides of ……………….
There is no doubt that ……………. (the subject you are discussing) ……………. has many advantages…. . To begin with , ………………………… (1st advantage) ………………. . Next , ………………….. (2nd advantage) ……………………. . In addition to this, ………….. (3rd advantage)……….. . On the other hand, it has disadvantages too . ……….. (1st disadvantages)……………….. .Secondly, ……………..(2nd disadvantage)……….. Thirdly, ………………………….(3rd disadvantage)…………………………… .
As mentioned before, ……………….. (your subject matter) ………. has many disadvantages on ……………. . Hence , there are number of measures to be taken urgently. First………….second………………finally……………………. .
8. Descriptive essay (describing an object, a place, or a person)
7.1 descriptive essay (describing an object).
A descriptive essay is generally characterized by the use of adjectives. it tells how something looks, feels, smells, tastes, and/or sounds
7.2 Descriptive essay (describing a place)
A descriptive essay is generally characterized by the use of adjectives. it tells how something looks, feels, smells, tastes, and/or sounds 7.
7.3 Descriptive essay (describing a person)
When describing a person, you should speak about the physical appearance of that person and his/her personality.
- What does s/he look like? (physically)
- How does s/he dress?
- What does s/he look like? (personality)
- What attracts you to that person? What do you like most about him or her?
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hi just want to know whether writing an article to a school magazine has the same layout as writing an email. tanks
National exam is tomorrow and I have just discovered this website but better late than never, right ? anyway, very helpful informations. God bless you, hope you get the recognition you deserve teacher <3
Thank you Farah. Hope your exam was fine
Great job Mr Nabil. You’re going in the right way, Continue… But; I prefer if you make these courses in a PDF files for the students able to keep them with themselves.
Thank you. I’ll try to make them incha Allah.
Really good Information. You don’t need to make this website number 1 in Morroco. It was sir
Thank You 🙂
Thank you very much for this help , God bless you , but I think it would be better if you give a subject after every example, so as to evaluate ourselves
Good Idea. I’ll try to do it. Thank you Anonymous.
i thank you very much believe me that’s wonderful
go ahead teacher you re number one as a result your creativity …a lot of thnaks
Thank u so much for your efforts I hp to study English but I didn’t find enough informations emmm Can you help me?
Great work teacher ! Please Keep this hard, creative and wonderful work up , Im 100% sure you’re a great teacher because a website to help students all over this country cannot be done by someone who doen’t fancy his job , and treat his students as his kids 😀
could you send me an example of letter formal ?
I want to thank you very much for all over you efforts
juicy stuff. You’re a life saver. Cheers.
That’s wonderful,the lessons are simply and clearly morover its very rich,really your website among the websites where I look for…tanks teacher all the best.
I would like to thank you a lot for the great efforts sir, The methods would help students so I hope if you could offer the in a word or pdf form please.
Salam SIr please how about the e_mail? is it the same as the lettre?
please i want you to provide me with lesson plans for gateway 1
Check this link https://myteachernabil.com/lesson-plans-for-teachers/
thanks a lot.may God bless you.
My pleasure. Ameen and to you too.
Thank you a lot for all what you for us
Should i write my first name in the end of the e-mail or not (some teachers say do not write your name or sign the e-mail). Please i need the anwer urgently beacause i have the bac exam after tomorrow!
Don’t mention your name since it can be considered as a sign. Good luck!
Houda, do as your teachers told you. Writing your name may cause some troubles for you.
thank you so much for your answers
Hoy, do as your teachers told you. Writing your name may cause some troubles for you.
But what can we write in the place of our names?
a false name
thanks a lot teacher but what about how to write emails? .give us some examples if you don’t mind and keep doing well
My teacher ,i would like to thank you alot ,your making great efforts walah.i just want to ask you if you can explain to me how to write email informal one ,with examples.its really amazing website it covers almost everything .It will be number one if you add some addtional courses like how to read books and how to develop listening and university courses as well.that is just my point of veiw;you know best than me.respect from casablanca.
Thank you soooo much ^^ … you help our student in morocco
thank your helpful
thx a bunch dear sir. great job indeed.
tbarkallah 3lik .. majhud kabir .. jazaka lahu khayran
hi teacher if you don’t mind would you add more exmples for those writings thank you!
Allah bless you for your efforts
I was trying to get some interesting writing activities for my students and I landed here! Dear Nabil, you are a devoted teacher and allow me to tell you that your generosity is palpable. Thank you dear friend for this interesting website, and please, keep up doing great work… Much respect.
Siham Mechiche Alami
Oh, Siham. The pleasure is mine. Thanks should go to You for your encouraging words.
Thanks a lot. kEEP UP THE GOOD WORK SI NABIL.
thank soo much teacher
Thank you si Nabil for the effort. It has helped me a lot. I intend to use this material with my students and refer them to your website to benefit more from this rich website.Thanks again.By the way, I am also interested in ICT. I make videos explaining English lessons.This is my channel: http://www.youtube.com/englishinfo123
Thank you so much. I’m an English teacher and I really like job.You are doing great job;Please go on. الله يرحم الوالدين
salam thx alot
Thank you so much for everything you shared..It’s not just useful for students but also for teachers
Hi! Mr. Nabil. I hope you’re doing well. My name is Salah and I’m a university student, I’m in my third year. I’ve worked in school assistance as an auxiliary job, and I’ve benefited a lot from your Website. I want to express my gratitude and thank you for everything. Allah helps those who help others. All the best teacher Nabil.
Hello, Salah. “Allah helps those who help others.” Thanks a lot for this. It means a lot for me. 🙂
GOD bless you dear friend, keep up doing great work ♡♡
Thank you teacher for your significant efforts to help us , may God grant you what you wish for . Teacher , excuse me but I would like to know if scientific students should also know how to write letters (both official and personal) , or is it just for literary students ? Thank you .
Hello, Imane. It’s for all Baccalaureate streams.
teacher could you plz help me ! I find deffuvlities in how to write an article to a school magazine!!
It’s a matter of practice ya Mehdi. The more you practise writing, the better it’ll be.
Mr. Nabil that was very helpful for me . and thank you for that
It’s a pleasure Miss mariyam. Check your email.
Hi teacher, thank you for all, I would ask you if there is a pdf file for that writings and thank you a lot .
Don’t mention it Saad. You can copy and paste them in word. Office Word keeps the same format when something is pasted in it.
greetings from taounate, i would like to thank you for these great efforts thank you so much, i hope you continue the same, allah may bless you brother
Don’t mention it 🙂 dear Houssine. May Allah SW grant us His Help.
Thank you teacher . we really benefit from it a lot.
thank you very much its kind of you thinking about helping us ………very interesting web site
Don’t mention it dear Samir 🙂
Hi teacher, firsly thank you for your effort.Then I have a question about the sender’s adress in an email, it has the same form of the adress in an informal letter or we should use (From:…To:…Subject:…) ?
Hello Miss Fatima Zahra , First of all sorry for being a little bit late in responding to your question because I was busy and I didn’t have time to look here . as for your question , No you don’t have to .
my dear i miss you very much my teacher . and thanks for your efforts and wallah i had problem in how i write a writing about film but now hamdolilah due to my dear thakns.
This is my first visit of the website and i found it very educative Masha allah i feel so proud to look up a moroccan website with this exellence . i wish you the best teacher . a student .
Thank you Miss Khadija . it is just a humble work which aims at helping Moroccan students in English.
Thank you so much one of the best teacher , really that website is very rich of informations important 🙂
Mehdi Zine mardi lwalidine .thanks for your visit. How is Badr doing , I hope You are well .
Great educative website for all students thanks teacher
With pleasure Mohamed. I am striving to make it the number 1 in Morocco . D3i m3ana 🙂
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Formal Letter Writing In English: Format, Examples, Topics
Jan 30, 2023 83.9K Reads
Being able to write a formal letter today is a necessary skill for students and working individuals alike given the multiple exchanges that are carried on in writing (virtual or physical). Given this need of the hour, one should know the basics of writing a formal letter. Here we have broken down the basics of a formal letter for you from the grassroots level, with detailed examples, format, templates and examples.
Today, with the vast number of official interactions and formal exchanges that one has to participate in, formal letter-writing skills are bound to come in handy. Writing a formal letter is a task that scares many, be it students preparing for creative writing exams or professionals who use the letter in actual official exchanges. But trust us, writing a formal letter is not as daunting as it is feared to be.
Most formal letters follow a simple format and by keeping certain specifics of drafting a formal letter in mind, you can ace the task and write letters that exuberate your professionalism and ability to communicate effectively through writing.
What is a Formal Letter?
Before drafting your formal letter, it is useful to have a basic understanding of what a formal letter is, as it will help you set the tone for your letter and avoid some preliminary mistakes.
A formal letter is defined as a “letter communicating a professional/official purpose and following a set pattern and format.”
So, firstly, one must keep in mind that the context of using a formal letter is always professional or official. Accordingly, the tone and language of the letter must be formal, objective and impersonal. An informal and personal tone (even in cases when you are personally acquainted with the receiver of the letter!) should be avoided.
When is a Formal Letter Written?
A formal letter can be written for a variety of formal interactions. As a rule of thumb, any letter or email written for any official or professional interaction is a formal letter. This interaction or exchange can take place in a large number of contexts, e.g. application for leave, a resignation letter, a formal sales letter, a formal letter for placing an order or complaint, and so on.
There are innumerous examples when you might have used a formal letter, such as when you are writing an application for leave from school/college/office, when you are writing a complaint letter, when you are booking an order through writing etc.
Format of a Formal Letter
This is an important part of writing a formal letter since the format of a formal letter is one of its most important aspects. A formal letter follows a set format which must be adhered to while drafting the letter. Here we have described the formal letter format for you.
Parts of a Formal Letter
Above, we have described the important parts of a formal letter. A formal letter has a fixed format as described above and the main parts of the formal letter are described below.
1. Sender’s Address
This is the part which begins a formal letter. The sender’s address starts with the name of the sender.
- In case of a company sending out a letter, the name of the company appears at the top of the letter.
- The sender’s address should preferably be wrapped up in 4-5 lines , with the first line being the name of the sender and the next lines devoted to the address.
- There is no need to add a very detailed address in the letter since the postal address/ correspondence address would already have the necessary details.
- Do not add a comma after the end of every line.
- The sender’s address should be aligned to the left and there should not be an indentation.
This part seems very simple but often, people make minute mistakes in writing the date in a formal letter. While in an informal letter you have the freedom to write the date in a format you choose, in a formal letter this is not the case.
- Writing the dates as 21 st September 2022 or September 21st 2022 or DD/MM/YYYY or MM/DD/YYYY should be avoided as they can lead to unnecessary confusion about the right format.
- The simplest and most accurate measure is to write in the format: 21 September 2022. This is a simple and easy-to-remember format of writing the date and helps avoid undue mistakes.
- The date should be left-aligned without any indentation.
3. Receiver’s/ Recipient’s Address
Similar to the sender’s address, the receiver’s address starts with the name of the receiver (person/name of company).
- It should start with the designation of the person the letter is addressed to, starting with ‘the’, e.g. The Director, The Principal, The Manager etc. followed by the address of the person.
- It should consist of about 4 to 5 lines .
- There is no need to add a comma after every line.
- The text should be aligned to the left without any indentation.
4. Subject of the Letter
The main reason for writing the subject of the letter is to communicate the purpose of the letter.
- The subject of the letter is to be written in a specific format, starting with the word ‘Sub”, followed by a colon, and then the subject of the letter.
- The subject of the letter should be brief, formal and precise.
- When submitted in writing, the subject of the letter should be underlined.
This is the salutation used to address the receiver of the letter. There are certain aspects to be kept in mind while using the salutation in a formal letter.
- The simplest and accurate salutation to use is ‘Sir’ or ‘Ma’am’.
- You can also use a salutation like ‘Dear Sir/ Dear Mr./Ms. (Name)’
- There is no need to use a comma after the salutation.
- The salutation should be aligned to the left.
6. Body of the Letter
This is the most essential part of the letter as it forms the major content of the letter. This part of the letter communicates your main purpose of writing in detail. So, the body of the letter must be well-formed.
- The tone of the letter will depend to a great extent on the purpose for which it is being written.
- The body of the letter should comprise about 3 to 4 paragraphs.
- Personal and informal exchanges in the body of the letter should strictly be avoided.
- The body should be concise and to the point, but should provide all the necessary details.
- The opening paragraph should introduce the purpose of writing the letter in a formal tone. This paragraph should be brief and introductory.
- The opening paragraph should not be indented.
- The second and third paragraphs can describe the main concern of the letter, providing details and information as required.
- The last paragraph should end on a conclusive note in terms of what is expected to be done thereafter/ a request/ a clarification/ necessary action that must be taken with regards to a concern etc. depending upon the purpose of the letter.
- The concluding paragraph should also be concise and brief, and should express the thankfulness of the sender of the letter.
- All the paragraphs should be left-aligned.
7. Complimentary Closing
This is the closing phrase for your formal letter that appears just before your signature. Some points should be kept in mind about the complimentary closing of a formal letter:
- Informal closings like “With Love”, “With Warm Regards”, “Sending Love”, “Best Wishes” etc. should not be used for closing the letter.
- One should avoid closings such as “Yours Lovingly”, “Yours Truly”, “Yours Dearest” in a formal letter.
- You should use closings like “Yours Sincerely”, “Yours faithfully” in a formal letter.
- The closing should be left-aligned.
The formal letter is closed with the full name of the sender of the letter.
Types & Templates of Formal Letter
A formal letter can be of many types, mostly depending on the purpose for which it is drafted.
Here we have discussed some of the important types of formal letters along with sample templates for you as examples.
1. Application Letters
These letters are used in official communications for various applications e.g. applications of absence, applications for leave, applications for scholarships etc. These are some of the most commonly used formal letters.
A sample template of a formal leave application has been provided here.
2. Cover Letters
A cover letter is sent along with a job application (Curriculum Vitae/ Resumè) when applying for a job position. The main idea of a cover letter is to (a) stand apart from a large number of other candidates and (b) communicate to the recruiters why you are a good fit for the job position and the organisation.
A cover letter should have a formal tone and articulate your best strengths and skills for the job position. It should not be overly boastful and should advertise you in a subtle and impactful manner. An effective cover letter does not only showcase your technical skills for the job but also soft skills that can enable you to make a positive impression on the selectors.
Here is a sample cover letter for job application.
3. Resignation Letter
A resignation letter is written as a formal communication of resigning from one’s current job position to the competent authorities. When writing a resignation letter, it is important to maintain a professional tone and end on a positive note. Whatever the reason for quitting your current job, you should remember to keep your resignation letter formal and cordial.
Here is a template for writing a resignation letter.
4. Letter of Enquiry
A letter of enquiry can be made for a variety of purposes, including obtaining further information about a topic/offer/order etc. When writing a formal letter of enquiry, you must enquire and precisely mention all the criteria about which you seek further information.
Here is a sample letter of enquiry seeking further information about a product from the sales department of a brand.
5. Letter of Complaint
A letter of complaint is written usually to the provider of a service or product, complaining about some aspect of the product or service. In some other cases, a letter of complaint can also be drafted about some issue or concern to a competent authority to be addressed.
Here is a sample letter of complaint about a faulty service in an office building.
6. Letter to the Editor
A letter to the editor is written to communicate an issue/concern of social importance to the masses through the editor’s column of a newspaper. The purpose of writing a letter to the editor could simply be about spreading social awareness or it could be about bringing an issue/concern/complaint to the notice of public authorities.
A letter to the editor also has a formal tone, but it is markedly different from the other types of formal letters since it also involves the opinion of an individual.
Here is a template of a letter written to the editor of a renowned newspaper.
7. Letter for Placing Order
A formal letter for placing an order is a business-to-business communication in which an individual who usually represents an organisation/company places an order with another firm for some goods or services. A formal letter in this case should include all the necessary details about the order as well as other information about the order, such as required date of delivery, quantity of the goods etc.
Here is a sample formal letter for the purpose of placing an order.
8. Reply to a Letter of Order
The reply to a letter of order includes the involved selling business firm either confirming or rejecting the order. Usually, a firm confirms the order placed but in some cases it may not be able to provide the services/products as demanded in the order due to a variety of reasons. In such cases, it may communicate the same to the sender of the letter.
Reply letters should include all the important details for the order placed as well as the final confirmation or rejection of the order clearly.
Here is a sample reply letter confirming the order placed by the firm in the above section.
Here is a sample reply letter rejecting the order placed by the firm in the previous section.
9. Promotion Letter/ Sales Letter
Promotional and sales letters are written for commercial purposes to provide information about the product or service being sold to potential customers. The idea of sending out promotional or sales letters is to politely and professionally pitch your brand/company/product to the potential client. The aim should be to make the product/company seem as attractive as possible while maintaining the professional tone of the exchange.
Here is a sample promotion letter.
10. Recovery Letter
A recovery letter can be a little tricky to draft if not carefully done. Recovery letters are formal letters sent to companies/clients/ persons from whom a company or organisation has a payment to recover, e.g. due payment of an order that has been delivered. A recovery letter must be written in a polite manner so as to maintain the cordial nature of the interaction while successfully recovering the payment as well.
Here is a sample recovery letter for an overdue bill from one company head to another.
Tips, DOs and DON’Ts of Writing a Formal Letter
While writing a formal letter, there are certain things to be kept in mind. Here we have provided you a checklist of the important DOs and DONTs of writing a formal letter.
Dos for Writing a Formal Letter
- Maintain a formal and professional tone throughout the letter while maintaining politeness.
- Wrap up the sender’s and receiver’s addresses in 4 to 5 lines.
- Keep the entire letter aligned to the left.
- Write the designation of the receiver in the receiver’s address.
- Write the date in the DD (Month) YYYY format, i.e. as 21 September 2022.
- Underline the subject of the letter when submitting a written formal letter.
- Keep the salutation simple and polite like “Sir”, “Ma’am” or “Dear Sir/Ma’am”.
- Introduce the main purpose of writing the letter in the opening paragraph itself.
- Keep the letter concise, precise and including major details.
- Use a formal complimentary closing like “Yours Sincerely”, “Yours Faithfully” etc.
- Write your full name as a signature.
Don’ts for Writing a Formal Letter
- Avoid making the sender’s or the receiver’s address too detailed.
Don’t add a comma after every line of the sender’s or receiver’s address.
- There is no need to indent any part of the letter according to the latest format of writing a formal letter.
- Avoid using informal language in the letter.
- Avoid using informal and personal salutations like dearest, loveliest etc.
- Avoid any spelling or grammatical errors in your letter as it creates a negative impression on the reader.
- Avoid grammatical slangs and fillers like don’t, can’t, shan’t, I’d, I’ve etc.
- Don’t add unnecessary details in the body of the letter.
- Do not deviate from the main purpose of writing the letter.
- Do not use informal closing in the letter.
Difference between Formal and Informal Letter
Here are some of the differences between a formal and informal letter that will come in handy when you are actually writing a letter.
FAQs (Frequently Asked Questions)
⭐ is a cover letter a formal letter.
Yes, a cover letter is a letter you send in along with your job application to communicate how you fit in for the job position. Being an official purpose, a cover letter is also a type of formal letter.
⭐ Can I write “Dear Sir/Ma’am” in a formal letter?
Yes, you can use salutations like “Dear Sir/Ma’am” although more informal variants like “Dearest Ma’am/Sir”, “My Dear Ma’am/Sir” should not be used in a formal letter.
⭐ Can I write “Yours Truly” in a formal letter?
It is recommended to avoid closings like “Yours Truly”. Rather, more formal closings such as “Yours Faithfully” or “Yours Sincerely” should be used.
⭐ What are the parts of a formal letter?
A formal letter has the following major parts: Sender’s Address, Date, Recipient’s Address, Subject of Letter, Salutation and Body of the letter and lastly the Closing of the letter along with Sender’s Signature.
⭐ What are the 4 types of formal letter?
There are not just 4 types of formal letters. A formal letter can be of many types some of which include applications for leave, cover letters, resignation letters, letters of complaint, letters of placing orders, letters of enquiry, letters to the editor, promotion letters, letters of recovery, sales letters etc.
⭐ How many paragraphs in a formal letter?
The number of paragraphs in a formal letter depends on the purpose and details involved in writing the letter. However, a formal letter should preferably not exceed more than 4 to 5 paragraphs. It should have at least 3 paragraphs- the introduction paragraph, the main body and the concluding paragraph.
⭐ Is it sincerely or faithfully?
You can use either “Yours Sincerely” (when you know the recipient of the letter and address the letter by their name, e.g. Dear Ms. ______) or “Yours Faithfully” (when you do not know the recipient of the letter and address the letter as Dear Sir/Ma’am) in a formal letter.
⭐ Does formal letter have a signature?
Yes, the formal letter is closed with a complimentary closing followed by the signature of the sender. This can be done in writing after writing/printing the letter or can be done through digital means.
⭐ How do you address a formal letter?
A formal letter starts with the sender’s and receiver’s addresses and includes formal addresses to the receiver usually through words such as “Sir/ Ma’am”, “Dear Sir/Ma’am”.
⭐ Should I leave gap before beginning the first para in formal letter?
As per the latest convention of the format of writing a formal letter, there is no need to indent any part of the letter, including the first paragraph of the letter after the salutation. The entire letter should be aligned to the left of the page, in the Full Block Style.
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