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    Formal Letter Writing Notes

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    sas
    Formal letters are official letters written to people in an official capacity or to a firm. They adhere to a specific format including sender's address, date, receiver's address, subject, salutation, body, complimentary closure, and signature. The body of a formal letter is generally divided into three paragraphs: an introduction stating the main point, supporting details in the middle paragraphs, and a conclusion requesting action. Rules for formal letters include using "Dear Sir/Madam" or the recipient's title and surname in the salutation, stating the purpose in the subject line, and ending with "Yours Faithfully" or "Yours Sincerely" depending on if the recipient's name is known

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    Formal Letter Writing Notes

    Uploaded by

    sas
    473 views5 pages
    Formal letters are official letters written to people in an official capacity or to a firm. They adhere to a specific format including sender's address, date, receiver's address, subject, salutation, body, complimentary closure, and signature. The body of a formal letter is generally divided into three paragraphs: an introduction stating the main point, supporting details in the middle paragraphs, and a conclusion requesting action. Rules for formal letters include using "Dear Sir/Madam" or the recipient's title and surname in the salutation, stating the purpose in the subject line, and ending with "Yours Faithfully" or "Yours Sincerely" depending on if the recipient's name is known

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    tips of writing a letter

    Original Title

    FORMAL LETTER WRITING NOTES

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    Formal letters are official letters written to people in an official capacity or to a firm. They adhere to a specific format including sender's address, date, receiver's address, subject, salutation, body, complimentary closure, and signature. The body of a formal letter is generally divided into three paragraphs: an introduction stating the main point, supporting details in the middle paragraphs, and a conclusion requesting action. Rules for formal letters include using "Dear Sir/Madam" or the recipient's title and surname in the salutation, stating the purpose in the subject line, and ending with "Yours Faithfully" or "Yours Sincerely" depending on if the recipient's name is known

    Copyright:

    © All Rights Reserved
    Download as PDF, TXT or read online from Scribd
    Download as pdf or txt
    473 views5 pages

    Formal Letter Writing Notes

    Uploaded by

    sas
    Formal letters are official letters written to people in an official capacity or to a firm. They adhere to a specific format including sender's address, date, receiver's address, subject, salutation, body, complimentary closure, and signature. The body of a formal letter is generally divided into three paragraphs: an introduction stating the main point, supporting details in the middle paragraphs, and a conclusion requesting action. Rules for formal letters include using "Dear Sir/Madam" or the recipient's title and surname in the salutation, stating the purpose in the subject line, and ending with "Yours Faithfully" or "Yours Sincerely" depending on if the recipient's name is known

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    FORMAL LETTER WRITING

    What is a Formal Letter?


    Formal letters are official letters written to people in their official capacity or written to a firm. They
    are formal in nature. Nothing in such letters should be personal or intimate. with subjects such as
    inquiry, orders, transfer of money, reference, request, booking complaints, loss, and apology. What
    matters is setting out your letter correctly, keeping to the point, and maintaining the formal tone.
    The similarities and differences of formal and informal letter:

    FORMAL
    ➢ WRITTEN TO PEOPLE WHOM WE WORK UNDER OR PEOPLE IN AUTHORITY.
    ➢ TO AN ORGANISATION

    ➢ POSSIBLY LETTERS OF COMPLAINT OR LETTERS ASKING FOR


    INFORMATION

    INFORMAL
    ➢ TO PEOPLE YOU KNOW
    SUCH AS FRIENDS OR RELATIVES
    FORMAL Vs INFORMAL

    A formal letter is always written to address an issue.


    Letter to the Principal, Editor etc.
    The tone of the formal letter is impersonal i.e., no personal information is exchanged here.
    The tone of an informal letter is also personal.
    An informal letter is written for any purpose or occasion without any reason.
    Letter to parents, friends, grandparents etc.
    Formal Letter Format
    A formal letter must adhere to the prescribed format. The letter writing format of a formal letter is as
    mentioned below:

    Sender’s address
    Date
    Receiver’s address
    Subject
    Salutation
    Body of the letter
    Complimentary closure
    Signature line: sender’s name, signature, and designation
    Sender’s address: One of the most essential components, also known as the return address. It is the
    mailing address of the sender. The address and contact details of the person sending the letter are
    written here.
    Date: Immediately after the sender’s address comes the date on which the letter is written.
    Candidates, while writing the letter in the exam, can follow any of the formats to write the dates:
    DD/MM/YY OR MM/DD/YY.
    Receiver’s address: The corresponding address, i.e., the address of the recipient of the mail is
    written here. Candidates must start with the receivers’ designation followed by the name of the
    organization and then the full address, Pin code and country (if the information is known).
    The subject: This highlights the aim of writing the letter. The subject of the formal letter should be
    very brief (6 to 8 words) and must be preceded by the word ‘Subject’. The receiver, through the
    subject, understands the purpose of the letter briefly.
    Salutation: This is a customary greeting to the recipient of the letter. If the name of the recipient is
    known, the salutation starts with ‘Dear’ followed by Mr/Mrs/Miss, etc. If the person is unknown or
    even the gender is not known the recipient can be addressed as Dear Sir/Dear Madam.
    Body: The most important element of any letter. It furnishes the reason behind writing the letter. For
    formal letters, candidates should use short, clear, logical paragraphs to state the subject matter. The
    body of the letter is generally divided into 3 paragraphs:
    Introduction that states the main point.
    Middle part: Supporting points and details to justify the need for and importance of letter writing.
    Conclusion: Request for some action or what is expected.
    Complimentary Closure: This is to end the letter with respect in a polite manner such as ‘Yours
    faithfully’, ‘Yours sincerely’, etc.
    Signature Line: This is the last part where the sender of the letter signs off with his first or last name.
    The signature line may also include a second line for the title or designation of the sender.

    *****

    Use of colloquial words, short forms, slang language and abbreviations are restricted.
    The letter must be to the point, precise and clearly indicating the message.
    The subject line is very important in Formal Letters.
    LETTER TO THE PRINCIPAL/SUPERVISOR/ CLASS TEACHER

    Introduction

    The purpose

    The format

    The language

    How do you write a letter to the principal?


    1. The letter should grab the reader's attention.
    2. Explain what the letter is about at the start.
    3. Explain why the issue is important.
    Content of a Formal Letter
    First paragraph
    The first paragraph should be short and state the purpose of the letter- to make an enquiry,
    complain, request something, etc.
    Second paragraph
    The paragraph or paragraphs in the middle of the letter should contain the relevant information
    behind the writing of the letter. Most letters in English are not very long, so keep the information
    to the essentials and concentrate on organizing it in a clear and logical manner rather than
    expanding too much.
    Last Paragraph
    The last paragraph of a formal letter should state what action you expect the recipient to take- to
    refund, send you information, etc

    Rules for Writing Formal Letters

    Addresses:

    1) Your Address- The sender’s address should be written in the top left -hand corner of the
    letter.

    2) The Address of the person-Receiver’s address- should be written on the left.

    3) Salutation or greeting:

    1) Dear Sir or Madam,


    If you do not know the name of the person you are writing to, use this. It is always advisable
    to try to find out a name.

    2) Dear Mr. Jenkins,


    If you know the name, use the title (Mr., Mrs., Miss or Ms., Dr, etc.) and the surname only. If
    you are writing to a woman and do not know if she uses Mrs. or Miss, you can use Ms.,
    which is for married and single women.

    4). Subject:

    5). Content: Three Paragraphs-Introduction, Main Purpose of the letter and the conclusion.

    6). Ending a letter:

    “Yours Faithfully”- if you do not know the name of the person, end the letter this way.
    Yours Sincerely If you know the name of the person, end the letter this way.
    Your signature Sign your name, then print it underneath the signature.

    FORMAL LETTER-SAMPLE

    Varsha
    ABC School,
    6th Sector, 7th Road,
    Banglore-500001
    23rd January 2019

    To the Principal,
    ABC School,
    6th Sector, 7th Road,
    Banglore-500001

    Dear Madam/Sir,

    Subject: Application for leave for two days.

    I am Varsha from Class VI-B and I am writing this letter to inform you that I will remain
    absent for the next 2 days on account of my sister’s marriage.
    My sister’s wedding ceremony will begin from 24th Jan to 25th January 2019 and as a
    younger sister, my presence at the wedding ceremony is unavoidable. As a sister, I have so
    many duties to be carried out at the wedding and also, I am responsible to look after the
    arrangements for the wedding ceremony.
    So, I kindly request you to grant me a 2 day leave that is on 24th and 25th of January. The
    wedding card is attached herewith for your perusal.

    Thank you.

    Yours Faithfully,
    Varsha
    [Signature]

    *** Kindly note YOURS do not use an apostrophe after “R”.

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