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format of formal letter

Asked by Khushboo(student) , on 21/11/10


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EXPERT ANSWER

Hi to all,
@khushboo, your friends Naina, Prateek and Vaibhav have very well put in a lot of efforts in explaining you the format of a formal letter. Further guidelines for the same are:
Rules for Writing Formal Letters:
There is a set pattern for writing a formal or a business letter. Furthermore, you try to write as simply and as clearly as possible, and not to make the letter longer than necessary. One should never use informal language.
Addresses:
1) Your Address
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to.
The inside address should be written on the left, starting below your address.
Date:
Put the date on the upper left side of the page. Write the month as a word.
Salutation or greeting:
1) Dear Sir or Madam,
2) If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. 3) 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.
 
Content of a Formal Letter
First paragraph
The first paragraph are the opening lines which should be short and state the purpose of the letter- to request, apologise for something, etc.
Second Paragraph
The paragraph or paragraphs in the middle of the letter is the body of the letter which should contain the vital information explaining the purpose behind writing the letter. Letters shouldn’t be too lengthy. Thus, the information should be kept precise, concentrating on organising it in a clear and logical manner rather than expanding too much.
Last Paragraph
The last paragraph of a formal letter should affirm what action you expect the recipient to take- to refund, send you information, permit a request, etc.
 
Ending a letter:
1) If you do not know the name of the person, end the letter as: ‘Yours faithfully’.
2) If you know the name of the person, end the letter as: ‘Yours sincerely’.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writing to might not know whether you are male of female, put you title in brackets after your name.
Informal letter is a form of letter written to a close friend, relative or an acquaintance. Informal letter doesn’t follow a strict rigid form or structure. It has a sentimentality which transcends all forms of communication. Importance of details like the complete date or the address depends on the person’s relation with the other person.
 
Hope this helps!
 
@Naina, Prateek and Vaibhav, well done! Keep up the spirit of helping!

Best of luck to all of you!

Posted by Amrita Hazra(MeritNation Expert)on 7/7/11

This conversation is already closed by Expert

More Answers

THE TEACHER

ADDRESS OF D RECEIVER

DATE

SIR,

SUBJECT

START D LETTER

THANKIN YOU OR NYTINN ELSE..

YOUR TRULY/SINCERLY

NAME

juss diss.....clear..??:)

Posted by Naina Singh(student)on 21/11/10

 address of the writer...

date

the ...(receiver)..

address of receive in 2 lines

subject....

sir,

....................

........

/

thanking u...

urs ...

name...

Posted by Prateek Upadhy...(student)on 21/11/10

i gave it to u with the proof in the site itself and u all gave me thumbs down.

Posted by Vibhav Joshi(student)on 31/1/11

hello Amrita

thanks for the information but i beg to differ. The letter writing format that you have given is obsolete as far as i know and i have been teaching English for 12 years. The current format requires all the info to be put on the left side. we are in the IT age and English, being a dynamic language, has changed too. The sender 's address, date, receiver 's address, subject, salutation and signing off....everything is to be placed on the left side..to the best of my knowledge.

Posted by dutta.lovely29....(teacher)on 25/7/11

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