Format of Formal Letter

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The formal letter format is a simple method that can be used to write any formal letter. In the format of formal letter, all types of letter formats as well as examples of formal letters are also given.

Format of formal letter

A formal letter is written in a formal, well-organized tone and follows certain formatting rules. Writing to a manager, HR manager, employee, college or school principal, teacher, etc. is one of the professional uses for these letters.

When compiling a formal letter, you must adhere to certain rules. In addition, letters should be written in a very formal style. The contents of the letter will be transmitted in the official form due to the format used. To convey the message you want to convey to the reader, each sentence must be carefully written.

Types of formal letters

As already mentioned, there are many different types of formal letters, and they usually fall into the following categories:

  • Business letters
  • Request Letters 
  • Letters to newspapers

Business letters

A business letter should be short, precise and simple. This story has no place in a business letter. Before you start writing a business letter, there are a few things to keep in mind.

  • Use normal, everyday language to make your argument clear, rather than flashy or overly aggressive jargon.
  • Never use industry language in a business letter.
  • Abbreviations should be used as infrequently as possible.
  • Numerous address formats are used, depending on the recipient and purpose of the letter.
  • When placing an order in writing, you should specify the required items as carefully and clearly as possible, as well as the desired quality and quantity.
  • When responding to a business letter, never forget to include the date and references (if any).

Formal/business letters include letters from employers to employees and vice versa, letters about ordering and replacing things, letters of serious concern to a higher official, letters of complaint, etc.

Letters of Inquiry

Typical application letters include letters asking for a job. Before and after writing your application letter, make sure the following details are accurate:

  • Always start with a brief introduction that indicates whether the candidate is responding to a job posting online or in print.
  • Include the applicant’s age, education and work experience.
  • You will show the employer that you genuinely want to work for that particular organization by telling them so.
  • Also provide references so the company can determine the level of employee you could be.

Job letters should follow the correct formal or business letter structure.

Letters to newspapers

These letters should always be addressed to the “Editor” and should be signed “Respectfully”. Letters to the editor raise issues that need to be brought to the attention of higher authorities. These letters must be sincere and professional. Make sure your name and address are correct and that you are writing for a good reason. No newspaper would print anonymous letters.

Letter Format

Here we have discussed some of the important types of formal letters along with sample templates for you as examples.

Apology Letter Format

The ________ (Principal/ Boss/ Teacher),
____________ (Name of the Institution/Company),
____________ (Address)

Date: __/__/____ (DD/MM/YYYY)

Subject: ________ (Mention subject like: Apology letter for being late, Apologizing for misconduct)

Respected Sir/ Madam,

My name is _________ (Name) and I am from _______ (class/year/Department) of  your school/ college/ company. I am writing this letter to you to apologize for my ____________ (Keep your point politely).

Yours Truly/ Sincerely
___________ (Signature),
___________ (Name) ,
___________ (Class/ department),
___________ (Roll Number/ Employee ID)

format of formal letter

This is how you may write an apology letter to your Principal, Boss, Parent, Friend, or anyone. Writing an apology letter will help you rebuild your broken bonds and this ultimately helps in building a good image of self in front of the receiver as this proved that you are responsible and willing to improve yourself.

Appreciation Letter Format

______ Sender’s Name
______ Sender’s Address

Date : ___/___/____

______ Recipient’s Name
______ Recipient’s Address

Subject: Address the appreciation letter with gracious words of gratitude, recognition, etc.


Begin with the appreciation note and how valuable the recipient or association means, flow to work, action, or service. 
Write as a Storyteller. If there is some particular incident, always keep the words of appreciation at the heart of the 

Thank Again and show the gratefulness

Enclose the letter with touchpoints.

Thanks and Regards,
_______ Sender’s Details

Now that we have learned the sample appreciation letter writing, let’s also know the Tips for a Best Appreciation Letter:

  • Display honest and true emotions.
  • Start the Appreciation note with a greeting and a pleasant introduction.
  • Keep it focused and to the point, and narrate very subtly.
  • Mention the reason and the achievements with specific details.
  • Always give importance to the sense of gratitude and thankfulness
  • Make it personal but not overdo it.
  • Avoid harsh or misleading words or phrases.

Appeal Letter Format


________ Appealer Name
________ Appealer Address


________ Receiver Name
________ Receiver Designation/Authority
________ Receiver Address

Date : ___/___/___

Subject : Appeal for ________

Respected Sir/Ma’am,

I would like to humbly request to____________

( Mention the details and facts )

Looking forward to your kind support and consideration.

Attached Documents –

Yours Respectfully,
________ Sender Name
________ Sender Contact Number/Email

Demand letter Format

________ Sender’s Detail
________ Sender Authority

________ Receiver’s Detail
________ Receiver’s Company

Date : ___/___/___

Subject : The Demand Letter For _______

Salutation, ___( Mr/Mrs Surname)

This Letter is in reference to ________, the Demand notice for ________,

The resolution from _____

You are expected to reply by _____, The time for action is _______

Thanks and Regards,
___________ (Contact Name)
___________ (Contact Details)

Demand Letters are the last retort in legal actions attached thus be conscious of your actions.

You may find some of the demand letter sample – demand letter for payment – strong demand letter for payment – demand letter example – final demand letter – legal demand letter on our website.

Hope you all liked the post, visit the appreciation Letter examples to use in your Personal and Professional Life.




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