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Formal letter writing is an essential skill every school student must learn. Whether you’re writing a letter to your school principal for leave, lodging a complaint to the municipal authority, or sending a request to a company—knowing the right format and tone is important.
In CBSE, ICSE, and State Board English syllabi (especially from Class 6 onwards), formal letter writing is frequently asked in exams. It not only improves your written communication but also builds confidence when interacting with organizations or authorities.
In this guide, you’ll learn:
Before learning how to write a formal letter, it’s important to understand how it differs from an informal one. Both are used for written communication but serve very different purposes and follow distinct styles.
Key Differences
Understanding this distinction helps students write more appropriately based on the context of the letter.
A formal letter must follow a specific format to ensure clarity and professionalism. This structure is especially important in exams and official communication, as marks are often awarded for correct formatting.
Sender’s Address
[Write your full address here]
Date
[Day Month Year]
Receiver’s Address
[Designation, Organization/Institution Name, Address]
Subject: [Brief and clear subject line]
Salutation
[Use “Sir” or “Madam” or “Dear Sir/Madam”]
Body of the Letter
• Paragraph 1 – Introduction and reason for writing
• Paragraph 2 – Details and explanation
• Paragraph 3 – Conclusion or request
Closing
[“Yours faithfully” or “Yours sincerely”]
Signature
[Full Name, Class/Designation (if needed)]
Your Address
C-45, Ashok Vihar
Delhi – 110052
Date: 21 June 2025
The Principal
St. Thomas Public School
Delhi – 110052
Subject: Application for Sick Leave
Respected Sir/Madam,
I am a student of Class 8A in your school. I am suffering from fever and cold and will be unable to attend school from 21st to 23rd June.
I kindly request you to grant me leave for these three days. I will ensure to complete all missed assignments and notes.
Yours sincerely,
Riya Sharma
Class 8A
45, Model Town
Ludhiana – 141002
Date: 21 June 2025
The Commissioner
Municipal Corporation
Ludhiana – 141002
Subject: Complaint regarding poor sanitation in our locality
Respected Sir/Madam,
I am writing to draw your attention to the poor sanitary conditions in Model Town, particularly in Lane 3 and 4. Garbage has not been collected for the past two weeks, and the drains are overflowing, creating a foul smell and health hazards.
We request immediate action to address the cleanliness of our area. Regular waste collection and drain cleaning are urgently needed.
Yours faithfully,
Aman Verma
12, Ashok Nagar
Lucknow – 226010
Date: 21 June 2025
The Editor
The Times of India
Lucknow – 226001
Subject: Rising Air Pollution Levels in the City
Respected Sir/Madam,
Through the columns of your newspaper, I would like to express concern about the increasing level of air pollution in our city. The smoke from vehicles and factories, along with the burning of garbage, is severely affecting the health of children and elderly citizens.
It is high time the authorities take strong steps like promoting public transport, enforcing pollution control norms, and increasing green cover.
Yours sincerely,
Priya Mehra
Writing a formal letter can seem tricky at first, but breaking it down into simple steps can make the process much easier. Whether you’re writing to your school, a government body, or a company, these steps will help you write a clear and well-structured formal letter.
Start by identifying why you’re writing the letter. Is it a request, a complaint, an application, or a suggestion? The purpose will shape your tone and content.
Place your full address at the top-left of the letter. This helps the recipient know where the letter is coming from.
Write the date just below your address in the format:
21 June 2025
Include the recipient’s designation, organization name, and complete address below the date.
The subject should clearly state the purpose of the letter in one line. Keep it short and to the point.
Example: Subject: Request for Transfer Certificate
Begin with “Respected Sir/Madam” or “Dear Sir/Madam” if you do not know the name. If you know the person, use “Dear Mr. Sharma” or “Dear Ms. Kapoor.”
Use formal phrases like:
Write your full name at the end. If you’re a student, mention your class and roll number if needed.
Pro Tip: Always proofread your letter before submitting or sending. Look for spelling, grammar, and formatting errors.
Even with a good understanding of the format, students often make simple mistakes that can reduce the impact of their letter or result in lost marks during exams. Avoid these common errors:
The subject line clearly tells the reader why you’re writing. Many students forget to include it, which can confuse the reader and make the letter look incomplete.
Incorrect:
(Subject line missing)
Correct:
Subject: Request for Bonafide Certificate
A formal letter is not a text message or friendly chat. Using words like “guyz,” “gonna,” “u,” or emojis is highly inappropriate.
Using “Hey,” “Hi,” or “Bye” is informal. Stick to “Respected Sir/Madam” or “Dear Sir/Madam” and end with “Yours sincerely/faithfully.”
Avoid writing the whole body as one long paragraph. Use three distinct paragraphs to make your letter easy to read and understand.
Use a standard and formal date format like 21 June 2025 instead of 21/06/25 or 6-21-25.
Spelling and grammar errors can affect your credibility. Always proofread your letter before final submission or sending.
Especially in student letters, it’s important to include your name, class, and section so the recipient knows who the letter is from.
Avoiding these common mistakes will help ensure your formal letter is effective, professional, and well-received.
To become confident in formal letter writing, practice is key. Here are some useful topics that students from Classes 6 to 10 can use to practice writing formal letters. These are commonly asked in school exams and homework assignments:
Encourage students to write these letters on their own, using the format and best practices discussed above. You can even have them submit letters for peer review or classroom discussions to improve writing skills further.
