Formal Letter Format in English – Structure, Types and Examples
eSaral Academic and Editorial Team
Summary
A formal letter is written for official, academic or business purposes — to a principal, an editor, a company or a government officer. The formal letter format in English is: sender's address, date, receiver's address, subject, salutation, body, complimentary closing and signature (name). The language is polite, clear and to the point. This page explains each part, the main types, and gives solved formal letter examples for Class 8, 9 and 10.
What Is a Formal Letter?
A formal letter, also called an official or business letter, follows a fixed format and a respectful tone. People write a formal letter to:
- complain about a product, service or problem in their area
- place an order or ask for information
- apply for leave, a certificate or a job
- write to the Editor of a newspaper about a public issue
Unlike an informal letter to friends and family, a formal letter avoids personal chat, slang and contractions, and always has a subject line.
Formal Letter Format at a Glance
Part | Where it goes | Example |
|---|---|---|
Sender's address | Top left | 25, Arera Colony, Bhopal – 462016 |
Date | Below the sender's address | 5 October 2026 |
Receiver's address | Below the date | The Editor, The Times of India, Bhopal |
Subject | Below the receiver's address | Subject: Poor water supply in Arera Colony |
Salutation | Left | Sir / Madam / Respected Sir |
Body | 2–3 short paragraphs | Purpose → details → request |
Complimentary closing | Left, below the body | Yours faithfully / Yours sincerely / Yours obediently |
Signature and name | Below the closing | Ganesh (and class/designation if needed) |
Applications to the principal start with "To, The Principal…", then the date, subject and "Respected Sir/Madam".
Types of Formal Letters
Type | Written to | Example topics | Usual closing |
|---|---|---|---|
Letter of complaint | Company, shop, officer | Faulty product, poor service, theft in the area | Yours faithfully |
Order / enquiry letter | Supplier, company | Ordering books or sports goods; asking for details | Yours faithfully |
Letter to the Editor | Editor of a newspaper | Water shortage, pollution, noise, education | Yours faithfully |
Application to the principal | Principal | Leave, TC, fee concession, book bank | Yours obediently |
Job application | Employer | Applying for a post | Yours sincerely / Yours faithfully |
Business Letters
Business letters (complaint, order, enquiry) should be short, clear and focused:
- Use plain, simple language; avoid business jargon and unnecessary abbreviations.
- When placing an order, give exact details — item, quantity, quality and delivery date.
- When replying to a business letter, mention the date and reference number of the letter you are replying to.
- In a complaint, give the bill/invoice number, date of purchase and the exact problem, then say what action you want.
Letters of Application
Letters of application are used to apply for a job, leave, certificate or concession:
- For a job, mention where you saw the advertisement, then give your age, qualifications and experience.
- Show interest in the post and attach references or documents if needed.
- For school applications, state your class and section, the reason and the date or period clearly.
Letter to the Editor
A letter to the Editor raises a public issue through a newspaper:
- Address it to "The Editor" with the newspaper's name and city.
- Choose an issue that matters to the public, explain it with facts, and suggest solutions.
- Stay respectful even on difficult topics, and avoid offensive language.
- Sign with your name and address — newspapers do not publish anonymous letters.
- End with "Yours faithfully".
How to Write a Formal Letter
1. Sender's address — Write your address at the top left. Include house number, area, city and PIN code. In exams, use the details given in the question (or "Examination Hall" if none are given).
2. Date — Write the date below your address, on the left. Write it in full, e.g. "5 October 2026".
3. Receiver's address — Below the date, write the receiver's designation, organisation and address, e.g. "The Manager, Radha Electronics, MG Road, Chennai".
4. Subject — One short line that states the purpose: "Subject: Complaint about a faulty washing machine".
5. Salutation — Use "Sir", "Madam", "Dear Sir/Madam" or, for the principal, "Respected Sir/Madam". If you know the person's name, write "Dear Mr. Sharma".
6. Body — Usually two or three short paragraphs:
- First paragraph: introduce yourself (if needed) and state the purpose.
- Second paragraph: give details — facts, dates, problems or items.
- Third paragraph: say what action you expect and thank the reader.
7. Complimentary closing — "Yours faithfully" (when you write "Sir/Madam"), "Yours sincerely" (when you write "Dear Mr. Sharma"), or "Yours obediently" (school applications).
8. Signature and name — Write your name below the closing. Add your class, roll number or designation if relevant.
Formal Letter For Class 8
These formal letter samples suit Class 8 school exams.
1. Formal Letter – Application to the principal complaining about a senior student
Write an application to the principal complaining about a senior student of your school.
To The Principal Model Senior Secondary School Delhi Date: 4.07.2023 Respected Sir, I am a student of Class VIII-A. I wish to bring to your notice the behaviour of Sohan Sharma of Class X. For the past few weeks, he has been rude to junior students, using offensive language and disturbing our classes during the break and free periods. His behaviour is affecting our studies and creating fear among younger students. I request you to look into the matter and take suitable action so that a respectful and safe environment is maintained in the school. Thanking You Yours obediently Shardul Class- 8 |
2. Formal Letter – Complaint to a dealer about a washing machine
You are Keerath of 56, Lal Bahadur Nagar, Chennai. You bought a new “VIP” Washing Machine from M/s Radha Electronics, MG Road, Chennai last week. Now you find that the machine makes an unbearable noise and the motor tears delicate fabrics. Write a letter to the dealer complaining about the same and requesting him to change the machine as early as possible.
Keerath 56- Lal Bahadur Nagar Chennai Date: 13.10.2023 M/s.Radha Electronics MG Road Chennai Subject: Complaint about a washing machine Sir, I purchased a "VIP" washing machine from your shop on 6 October 2023 (Invoice No. 200). It came with a two-year guarantee. Within a few days of use, the machine started making an unbearable noise, and the motor has torn several delicate clothes. This has caused me great inconvenience and loss. I request you to replace the machine with a new one, as per the guarantee conditions, at the earliest. A copy of the invoice is enclosed for your reference. Thanking You, Yours faithfully, Keerath |
3. Formal Letter to the Editor about poor water supply
Write a letter to the Editor of a newspaper, complaining about the bad condition of the water supply in your locality. You are Ram Dayal living at H-9 Karol Bagh Colony, New Delhi.
H- 9 Karol Bagh Colony New Delhi Date: 10.01.2023 The Editor Hindustan Times New Delhi Subject: Poor Water Supply in Karol Bagh Colony Sir, Through the columns of your esteemed newspaper, I wish to draw the attention of the authorities to the poor water supply in Karol Bagh Colony. The taps often run dry, and water comes for only two hours in the morning and one hour in the evening. Moreover, the water is often muddy and polluted. Many residents have fallen ill, and cases of jaundice and stomach infections have been reported. Repeated complaints to the local office have brought no improvement. I request the authorities concerned to restore a regular and clean water supply at the earliest. Thanking You, Yours faithfully, Ram Dayal |
4. Formal Letter Placing an Order for Sports Goods
You are Neetu, head girl of Tagore Public School, Jaipur. Write a letter to Shining Star Sports Company, Kalyan, Mumbai asking him to send more popular sports material for your games and sports department.
Tagore Public School Jaipur 5 January 2023 The Manager M/s Shining Star Sports Company Kalyan, Mumbai Subject: Order for sports equipment Dear Sir, I would like to place an order for the following sports equipment for our school:
Please make sure that all items are of good quality and packed securely. Kindly send the goods to the above address within ten days, along with the bill. Payment will be made on delivery. Yours faithfully, Neetu Head Girl |
5. Formal Letter – Application to the principal for a relief camp
Write an application to the principal requesting permission to organise a relief camp in school for flood victims.
To, The Principal Lotus Public School Delhi 12 November 2023 Subject: Request for opening a relief camp. Sir, As you know, many families in nearby villages have been badly affected by the recent floods. The students of our class wish to help them by collecting clothes, dry food, medicines and money in school. We request your permission to organise a relief camp in the school hall next week. We assure you that the camp will be run in an orderly way under the guidance of our class teacher, and all collections will be handed over to the district relief office. Yours Truly Shivika |
Formal Letter for Class 9
1. Formal Letter – Application for a Transfer Certificate
You are Amit Gupta studying in Govt. HSS Rewa. Write an application to your principal to issue a Transfer Certificate as your father has been transferred to Shivpuri.
To, The Principal Govt. HSS Rewa School Madhya Pradesh Date: 13.11.2023 Subject: Issuance of Transfer Certificate Dear Sir, I am Amita Jain, a student in Class IX-B at your esteemed school. I respectfully request the issuance of my Transfer Certificate as my father has received a job transfer to Shivpuri, and our family will be relocating there. During my time at this prestigious institution, I have cherished my 9 years of education and experiences. The knowledge and values I have gained here will always stay with me. I kindly request that you expedite the process of issuing my Transfer Certificate. It is crucial for my timely admission to my new school in Shivpuri. I have enclosed all the necessary documents needed for the issuance of the Transfer Certificate. I would be grateful for your prompt assistance in this matter, ensuring a smooth transition to my new school. Thanking You Yours Truly Amita Gupta |
2. Formal Letter – Application for books from the book bank
You are Nishita studying at Govt Girls’ Higher Secondary School, Morena. Write an application to your principal requesting him to issue books from the book bank.
To, The Principal Govt Girls’ Higher Secondary School Morena (M.P.) Date: 08.10.2023 Subject: Request for issuing books from book bank. Dear Madam I am Nishi, currently enrolled in Class IX. I am writing this letter to request the allocation of books from the book bank to aid me in my academic endeavors. Unfortunately, I am facing financial constraints that make it challenging for me to procure all the required study materials. I am aware that the book bank has the necessary books I require for my studies. I would be immensely thankful if you could facilitate the issuance of these books at your earliest convenience. I assure you that I will handle them with great care and return them in excellent condition once my studies are completed. Your support in providing these books would greatly assist me in my educational journey. Thanking You Yours obediently Nishita |
3. Formal Letter – Application for fee concession
You are Amrita Sharma studying at Govt Girls’ Higher Secondary School, Sagar. Write an application to your principal requesting a fee concession.
To, The Principal Date: 14.10.2023 Dear Sir, I am Amrita Sharma, currently enrolled in Class IX-A at your esteemed institution, and I am composing this letter to humbly request a concession in my school fees. I take my studies seriously and have maintained a strong academic record. Unfortunately, my family is currently facing financial constraints, making it challenging for us to manage the full school fees. Despite these circumstances, I am determined to pursue my education and fulfill my academic potential. I kindly request that you consider my situation and provide me with a fee concession. Your support in this matter would greatly assist my family and me during these challenging times. Thank you for considering my request, and I hope to continue my education at our school. Thanking You Yours Obediently Amrita Sharma |
4. Formal Letter – Complaint to the Superintendent of Police
You are Ganesh of 25, Arera Colony, Bhopal. Write a letter to the Superintendent of Police complaining about incidents of theft and chain-snatching in your area.
Ganesh 25, Arera Colony Bhopal, 462003 Date: 12.08.2023 The Superintendent of Police Bhopal (M.P.) Subject- Complaint about the theft and chain snatching in Arera Colony. Sir, I am writing to draw your attention to the increasing number of theft and chain-snatching incidents in our neighborhood. Despite multiple complaints made to the local police station, we have yet to see any significant action taken to address these issues. This has left the residents of our area living in constant fear and insecurity. I kindly request that you take immediate measures to enhance patrolling and deploy additional police personnel in our neighborhood to deter these crimes. The safety and well-being of the residents should be a top priority, and we hope to see a swift response to this pressing issue. Your intervention is crucial in restoring a sense of security in our community. Thanking You Yours Faithfully Suresh Jain |
5. Formal Letter to the Editor about loudspeakers during exams
You are Ganesh of E-4, Arera Colony, Bhopal. Write a letter to the Editor of a local newspaper about the nuisance of loudspeakers during exams.
Ganesh E- 4 Arera Colony Bhopal ( M.P) Date: 22.10.2023 The Editor Times of India Subject: Nuisance caused by loudspeakers during exams Sir, I am writing to share my concern about the use of loudspeakers during exams in our community. As a student, I find it incredibly distracting and stressful to have loudspeakers playing loudly in the background when I am trying to concentrate on my studies. I kindly request that the authorities explore alternative ways of communication during exam periods. This change would significantly enhance the exam experience for students like me, allowing us to perform at our best without unnecessary distractions. Thanking You Yours Faithfully Ganesh |
Formal Letter for Class 10
In Class 10, the formal letter asked most often is a letter to the Editor. Each sample below follows the question's word limit.
1. Formal Letter to the Editor – switch to solar energy
Read the advertisement for solar products below. Write a letter to the Editor of an English daily, urging people to switch to solar energy to save electricity and reduce bills. Write in about 120 words.
Solar Power Systems for a Greener India — Excellent Offers: Solar Cookers, Solar Lanterns, Solar Heating/Cooking Systems, Solar Water Heaters. Raj Solar Sales and Service.
147, Panchsheel Nagar Bhopal (M.P.) 11 April 2023 The Editor The Times of India Bhopal Subject: Need to switch to solar energy Sir, Through your esteemed newspaper, I wish to urge people to make greater use of solar energy. Our growing demand for electricity is putting pressure on power plants and adding to pollution. Solar products such as cookers, lanterns, water heaters and heating systems are now easily available in the market at reasonable prices. They are non-polluting and, over time, greatly reduce electricity bills. I appeal to readers to switch to solar energy wherever possible. The government and dealers can also help by offering subsidies and easy instalments. Together, we can save electricity and protect our environment. Yours faithfully Siddharth |
2. Formal Letter to the Editor – educating underprivileged children
Despite the Sarva Shiksha Abhiyan and the Right to Education Act, many children still do not go to school. Write a letter to the Editor of a newspaper expressing your views and suggesting steps to be taken. Write in about 120 words.
87-A, Saket Nagar Lucknow 25 March 2023 The Editor The Times of India Lucknow Subject: Educating underprivileged children Sir, Through your newspaper, I wish to raise the issue of children who still do not go to school. The Right to Education Act guarantees free education to every child between 6 and 14 years, and the Sarva Shiksha Abhiyan supports this goal. Yet many children work in dhabas, homes and factories instead of studying. Parents in poor communities are often unaware of these schemes. Newspapers and television can spread awareness about free education and mid-day meals. Strict action against child labour is also needed. I request you to support this cause so that every child gets the chance to go to school. Yours faithfully Shubh Jain |
3. Formal Letter to the Editor – problems caused by rising prices
Your grandfather often talks about how cheap things were in the past. Write a letter in 100–120 words to the Editor of a national daily describing the difficulties poor families face because of rising prices.
76, Indra Vihar New Delhi 15th July 2023 The Editor The Times of India New Delhi Subject: Difficulties faced by the common man due to inflation. Sir, I wish to draw attention to the hardship caused by rising prices. The cost of food, vegetables, cooking gas, fuel and medicines has increased steadily, but the income of poor families has not. Many families are forced to cut down on nutritious food, children's education and healthcare. Daily-wage workers find it hard to meet even basic needs, and many elderly people on fixed pensions are also struggling. I request the government to control prices of essential goods, strengthen the public distribution system and act against hoarding. Relief for the poor must be a priority. Thanking You Yours Sincerely Shubhangi Gupta |
4. Formal Letter to the Editor – our growing dependence on technology
Everyone, from a small child to an old person, seems to depend on gadgets like mobile phones and laptops. This is also hurting social relationships. Write a letter in 100–120 words to the Editor of a national daily expressing your views.
136, New Jamti Nagar Gwalior (M.P.) 27 May 2023 The Editor Hindustan Times New Delhi Subject: Growing dependence on gadgets Sir, Through your newspaper, I wish to express my concern about our growing dependence on gadgets. Children, adults and even elderly people spend hours on mobile phones, tablets and laptops. Technology has made life easier, but its overuse is harming our health and relationships. Families sit together yet hardly talk, children play fewer outdoor games, and many people suffer from poor sleep and eye strain. Some even feel anxious when they are away from their phones. I urge parents and schools to set screen-time limits and encourage outdoor activities and real conversations. Technology should serve us, not control us. Yours faithfully Shubhman Singh |
5. Formal Letter to the Editor – unclean water at a water park
You visited the water park in your city on a school trip and found the water dirty and smelly, which could cause water-borne diseases. Write a letter in about 120 words to the Editor of a local newspaper describing your experience and suggesting precautions. You are Neeta/Nitin of 420, Janakpuri, New Delhi.
420, Janakpuri New Delhi 15th July 2023 Subject: The ailing state of the water park. Sir, I recently visited our city's water park on a school trip and was shocked to see its condition. The water in the pools was murky and gave off a stale smell. Such water can spread diseases like diarrhoea, typhoid and skin and eye infections, especially among children who often swallow water while swimming. I request the authorities to clean and chlorinate the pools regularly, change the water at fixed intervals and test its quality. Visitors should be asked to shower before entering the pools. Until then, the park should not be open to the public. Thanking You Yours Faithfully Srisha Jain |
Common Mistakes in a Formal Letter
- Missing the subject line or the receiver's address.
- Using contractions ("don't", "I'm") or casual words ("Hi", "Thanks a lot").
- Mismatching the salutation and closing ("Dear Mr. Sharma" with "Yours faithfully").
- Writing the date in a short, unclear form (05/10) instead of "5 October 2026".
- Going far beyond the word limit in exams.
Related Pages on eSaral
- Informal Letter Format with Examples — for letters to friends and family
- Essay in English – Format, Tips and Topics
- Essays with ready points for letters to the Editor: Essay on Pollution, Essay on Water Pollution, Essay on Child Labour, Essay on Technology, Essay on Importance of Education
- NCERT English books: Class 9, Class 10, Class 11 Hornbill (Letter-writing chapter)
Frequently Asked Questions
What is the correct format of a formal letter in English?
Sender's address → date → receiver's address → subject → salutation → body → complimentary closing → name. Applications to the principal start with "To, The Principal…". The tone should be polite and professional throughout.
How many paragraphs should the body of a formal letter have?
Usually two or three short paragraphs: the first states the purpose, the second gives details, and the last says what action you expect. In exams, follow the word limit given in the question.
What is the difference between "Yours faithfully" and "Yours sincerely"?
Use "Yours faithfully" when you begin with "Sir" or "Dear Sir/Madam" and do not know the person's name. Use "Yours sincerely" when you address the person by name, e.g. "Dear Mr. Sharma". For school applications to the principal, "Yours obediently" is commonly used.
What is the difference between a formal and an informal letter?
A formal letter is written to an official, company or editor in professional language, with a subject line and the receiver's address. An informal letter is written to friends or family in a friendly tone, without a subject line or receiver's address. eSaral's Informal Letter page shows that format with samples.
What should I write in the subject line of a formal letter?
One short line that states the purpose, beginning with "Subject:". For example: "Subject: Complaint about a faulty washing machine". Keep it specific and under about ten words.
What are the most common mistakes students make in a formal letter?
Missing the subject line or receiver's address, using contractions or casual words, mismatching the salutation and closing, and writing far beyond the word limit. Checking these four points before you finish removes most errors.
Can I use bullet points in a formal letter?
Yes, when you need to list items — for example, in an order letter. Keep the opening and closing paragraphs in full sentences.
How can I practise writing a letter to the Editor?
Pick a public issue, note three or four facts and one or two solutions, then write in the format above. eSaral's essays such as Essay on Pollution and Essay on Child Labour give ready points you can use in a letter to the Editor.
Team eSaral
eSaral Academic and Editorial Team
Team eSaral is the collective author profile for educational content created by eSaral’s teachers and academic contributors. The team draws on expertise from IIT graduates, doctors, experienced educators and subject specialists to develop resources for JEE, NEET and school students. Our articles aim to explain concepts clearly and help students study with confidence.
Related Posts
BITSAT 2027: Registration Date, Exam Date, Syllabus, Eligibility, Pattern & Fees
BITSAT 2027 exam dates, registration timeline, eligibility criteria, exam pattern, marking scheme, syllabus and fees in one page.
BITSAT Previous Year Question Paper PDF (2017-2026)
Download BITSAT previous year question papers PDF from 2017 to 2026,session-wise. Memory-based papers,exam pattern, paper analysis and how to practise
CBSE Class 10 Date Sheet 2027: Expected Exam Dates, Release Date, Admit Card & Result Timeline
CBSE Class 10 date sheet 2027 is awaited. See the expected exam dates, release window, how to download the PDF, admit card and result timelines.
NCERT Physics Class 10 Book PDF in Hindi 2026-27 – भौतिक विज्ञान के 4 अध्याय (Free Download)
NCERT Physics Class 10 book PDF in Hindi 2026-27: download all 4 chapters (अध्याय 9–12) free, with topics and important formulas.
NCERT Biology Class 9 Book Anveshan PDF in Hindi - जीव विज्ञान कक्षा 9 पुस्तक अन्वेषण PDF
Download NCERT Biology Class 9 book PDF in Hindi chapterwise for 2026-27: Cell, Tissues, Reproduction and Diversity. Free PDFs.
-1.webp?2026-10-02T10%3A55%3A05.572Z)
Essay On Artificial Intelligence in English (100,150, 200, 250, 300, 500 Words)
This is in contrast to the natural intelligence of humans. With Artificial Intelligence, machines can perform
Essay on 78th India Independence Day in English for Student (100, 150, 200, 250, 300, 500 Words)
Read the best essays on India's Independence Day in English. Short & long essays (100, 150, 200, 250, 300, 500 words) perfect for school exams
NCERT Class 11 English Snapshots book - Free PDF download- Esaral
Download NCERT Class 11 English Snapshots book PDF for free. Get all 8 chapters, chapter-wise. Start your prep today!
NCERT Class 10 biology book pdf - Free PDF Download - eSaral
NCERT Class 10 Biology book PDF 2026-27: all 5 chapters (Life Processes to Our Environment) in English & Hindi, with CBSE syllabus, marks & practical
Essay on Global Warming in English (100,150, 200, 250, 300, 500 Words)
Global warming means the Earth is getting hotter. This happens because of things like pollution from cars and factories.