A formal letter is a letter, 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 purpose.
2. The tone of the letter is serious.
3. It covers letter to business proposals, educational institutions etc.
4. It should be crisp, clear - avoid unnecessary details.
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 very important 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 email and phone number, if required or if mentioned in the question.
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 of the mail (the officer/principal / Editor) is written here.
4. The subject of the letter: The main purpose of the letterforms 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 3 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 highlight an issue in the newspaper, etc).
7. Complimentary Closing/ Subscription.
8. Sender’s name, signature and designation (if any).
Sender’s address:
St.Peter's Academy,
12, Krishna Avenue,
Chennai - 6000222.
September 1, 2024.
Receiver’s Address:
The Respected Principal,
Victoria School,
34, Green Lane,
Chennai - 600111.
Subject: Invitation for Inter-school Sports Meet.
Respected Sir/ Madam,
Body of the letter
I'm Anjana, the Sports Secretary of St.Peter's Academy and I'm writing this letter on behalf of our school. We intend to host an Inter-school Sports Meet, as we have been doing every year, since 1995. We expect your full participation and support in this regard, like the previous years. The following events have been planned for the Sports Meet:
  • Cricket
  • Badminton
  • Chess
  • Kho-kho
  • Volleyball
  • Throwball
  • Carrom
  • Long jump
  • High jump
  • Gymnastics
We cordially invite your esteemed school to participate in all the above events in large numbers to bring about the competitive and sportsmanship spirit in all of us. The date of the event is from October 1st to October 3rd, 2024. A detailed itinerary of the schedule will be sent in the next week.
We look forward to your school's presence in all the sports.
Complimentary closing/ Subscription
Thank you,
Yours sincerely
Sender’s name, signature and designation.
Sports Secretary.