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Theory:

A formal letter is written in a formal language, in the stipulated format, for official purposes. The tone is business-like, neutral and serious.

Features of a formal letter:

 

1. A formal letter is written for official purposes.

2. The tone of the letter is serious.

3. It covers letters to business proposals, educational institutions etc.

4. It should be crisp and clear - avoid unnecessary information.

5. It should be strictly in accordance with the given format.

6. Use of colloquial words, abbreviations and slang language should be restricted while writing a formal letter.

7. The subject line is crucial in a formal letter.

The Format of a Formal Letter is as follows:

  

1. Sender’s address: The address and contact details of the sender are written here. Include an e-mail and phone number, if required or mentioned.

2. Date: The date is written below the sender’s address after leaving one space or line.

3. Receiver’s address: The address of the recipient and the e-mail (the officer/principal / Editor) are written here.

4. The subject of the letter: The primary purpose of the letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.

5. Salutation (Sir / Respected Sir / Madam)

6. Body: The matter of the letter is written here. It is divided into three paragraphs as follows -

Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.

Paragraph 2: Give detail of the matter.

Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your problem, to highlighting an issue in the newspaper, etc.).

7. Complimentary Closing/ Subscription.

8. Sender’s name, signature and designation (if any).

Example:
You are Gomathi, a resident of a colony adjacent to the Thamirabarani River. Daily you see many people throwing waste into it, spoiling the water. Write a letter to a newspaper showing your concern about it and also voicing your worry. Give your suggestion to solve this problem.
 
From
Gomathi
No 1, Salai Street
Selvi Nagar
Tirunelveli
22.2.2002
To
The Editor
The Thanthi
PQR Road
Tirunelveli.
 
Sub: Stop polluting the Tamirabarani River
 
Respected Sir/Ma'am
 
I am Gomathi, a resident of the Sanjeevani colony beside the thamirabarani river. I have been residing in this colony for the past six months.
 
Through your daily, I would like to bring to the notice of the authorities concerned about the pollution of the Thamirabarani river. It is a sad note that people residing in and around the river bed throw all their waste or dump garbage into the river water. It has also been observed that they throw plastic bags too. Though dustbins and containers have been provided there, the public does not use them. This letter lets me appeal to the public that they need to clean the river and not pollute it. I appeal to the authorities to take the necessary action to prevent this from happening in the future.
 
If this topic is published in your daily, It might affect at least a few of the residents to make a change, and they might not throw any waste in the river and save our thamirabarani river.

Thank you
Yours faithfully
Gomathi