In this post, we will learn in detail about the formal letters and the pattern and formats that are being used while writing formal or business letters.
The formal letters are also called the business letter or professional letter. The formal letter is a kind of official conversation between two professional people. There are some formats in the formal letter while writing for any particular reasons, and we have to write in a correct sequence for better impact of the formal letter.
We write formal letters for particular reasons such as,
- Representing the ideas and information.
- Asking permission or telling news regarding your workspace.
- Expressing the concerns to other people in the professional field.
- Order goods and equipment or to apply for any employment.
Types of Formal Letter Writing
- Business/Professional Letters
- Letters of Application
- Letters to Newspapers
Format for the Formal Letter
While writing the formal letter, we have to write in respectful language and add some points in the letter in a correct and proper sequence so that the impact of the formal letter is effective at the professional level.
- Sender’s Name and Address (Optional)
- Receiver’s Address.
- Subject/Purpose of the letter.
- Main body of the letter
- Formal Closing.
- Sender’s name and signature.
Sender’s Name and Address (Optional)
The address and the name of the sender are a must while writing the formal letter for a certain purpose, you can also skip this in certain cases like if you are writing a letter to the organization where you work, stay, or are an employee. You don’t need to mention the address of your residence.
Mentioning the address in the letter also helps the receiver if they want to give a reply to your letter.
To mention the date in a letter while writing gives the information of the letter when the letter has been written. Mention the date format in large patterns for better understanding.
The receiver’s address is always mentioned in the formal letter whenever we write it for official work, this will give the details of the receiver and their designation, whether the person is of any designation.
Subject/Purpose of the letter
After the receiver’s address, we have to mention the subject line in the letter. The subject line contains the specific line of reason behind the writing of a letter to any dignitary/organization.
After the subject line, we have to mention a proper salutation to the reader, either Dear XYZ or Dear Mr. XYZ, if the receiver is as close to us. Else, we have to show respect to the receiver in a professional manner by saying Respected Sir/Madam respectively.
The main body comes after the salutation and is the main part of the letter in which the purpose of the letter is written in a brief and in a simple manner. The body of the letter can be of two or three paragraphs.
The formal closing is needed after the body of the letter so that the receiver understands the letter has come to an end, and also it includes the urgency of the sender regarding the purpose.
Sender’s Name and Signature
At last, the sender needs to write his name and a signature to formally close the letter.
Examples of Formal Letters:
Letter to the publisher ordering books for your store.
Christopher Book Stores,
Wadala, Mumbai- 400012
Date: 18th March, 2011
Balbharti Publishing House
Thane, Mumbai- 400172
Subject: Requirement of a set of books of the new syllabus for our store.
I have received your last consignment that you sent last month. That consignment made me very happy because the books were in perfect condition and it had been delivered on time. This time I also wanted to order some sets of books to provide a wide range of books in my store. I have submitted the list of books that I want to purchase from your publication house:
|Sr no.||Title of the Book||Author||No. of Copies|
|1||Beauty and the Beast||Gabrielle-Suzanne de Villeneuve||5|
|2||The Three Mistakes of My Life||Chetan Bhagat||3|
|3||Rich Dad, Poor Dad||Robert T. Kiyosaki||4|
|4||Do it Today||Darius Foroux||3|
|5||You Can Win||Shiv Khera||6|
I will be thankful to you if you send the above mentioned copies as early as possible to the address I gave above.
Thank you in advance.
Write a formal resignation letter to the Manager of your office.
26th Feb, 2019
Jubilee Infotech Corp.
Subject: Application letter for resigning the job.
I would like to inform you that I am resigning from my position as Quality Supervisor for the Jubilee Infotech Corp, effective from 1st March 2019.
Thank you for providing me with the opportunities and support that you have provided me during the last 4 years. I had a great time and a lot of happy and unforgettable memories with you all and my colleagues. I am grateful for the encouragement you have given me to pursue these years to achieve my professional goals and improve my personal growth objectives.
If I can be of any assistance to this company within the transition period, then I will be thankful to do so.
Write a letter to the applicant telling him that your company has no vacancies yet.
Agrawal Industries Corporation Ltd.
Near Hotel Paradise,
3rd May, 2006
23, Somwel colony,
Dear Mr. Kapil,
With reference to your application letter that you’ve applied for the post of Mechanical Engineer in our company on April 14th, we are sorry to inform you that we don’t have any vacancies available at this moment. We are very much satisfied with your qualifications and the work experiences that you have mentioned in your application letter. We will assure that we will definitely consider your application if we have any vacancies in the future.
Please feel free to contact us in the future and do your best in your life.
Agrawal Industries Corporation Ltd.
Application for requisition of issuing a bank statement to the Branch Manager.
10 th May, 1996
IDBI Bank Limited,
Subject: Application for issuing the annual Bank statement.
I would like to request you to please pay attention to my problem that I am facing. I have been maintaining my savings account of A/c no: 339167328634 with the name of Jhumki Chawala in your respected branch.
Sir, I urgently need an annual bank statement of 1995-1996 of my above-mentioned account details to submit in the IT office for applying to the Pension service and for further procedure. So, kindly make it as early as possible.
Your cooperation is a must.
Jhumki Gulshan Chawala.
A/c no: 339167328634
Application letter to the school for some official work.
Dehradun International Public School,
New Ganga Road, Dehradun.
19th Jan, 2019
Subject: Leave Application Letter for official work to school.
With due respect, I am writing this leave application letter to inform you that I have to go out from Dehradun for some urgent work to be done in the corporate office tomorrow and it is necessary for me to take leave for that work purpose. I will not be able to attend the classes tomorrow.
So, kindly approve my leave request for one day. I will be thankful to you for your kind response. Thank you.
Roll no. 25