How to Write a Formal Letter Format With Templates & Examples. A formal letter is a professional document used for communication in business, job applications, legal matters, official requests, and other professional settings. Writing a well-structured formal letter ensures clarity, professionalism, and effectiveness in communication.
In this article, you will learn:
✅ The proper structure of a formal letter
✅ Step-by-step guidelines on writing an effective formal letter
✅ Templates and real-world examples
When to Use a Formal Letter Format?
A formal letter is required when:
📌 Applying for jobs (cover letter, job application letter)
📌 Requesting official documents or approvals
📌 Submitting complaints or grievances
📌 Writing to government offices or legal authorities
📌 Communicating with business partners or clients
📌 Resigning from a job (resignation letter)
Structure of a Formal Letter
Formal Letter Format: A formal letter follows a structured format to ensure professionalism and readability. Below is the standard format:
1️⃣ Sender’s Address (Your name, designation, and contact details)
2️⃣ Date (When the letter is written)
3️⃣ Recipient’s Address (Company name, person’s name, and address)
4️⃣ Subject Line (Summary of the letter)
5️⃣ Salutation (Dear Mr./Ms. [Last Name], or “To Whom It May Concern”)
6️⃣ Body (Introduction, Main Content, and Conclusion)
7️⃣ Closing Line (Respectfully, Sincerely, or Best Regards)
8️⃣ Your Signature & Name
Step-by-Step Guide to Writing a Formal Letter
Formal Letter Format Step 1: Write the Sender’s Address
🔹 At the top left of the letter, mention your full name, address, email, and phone number.
📌 Example:
John Doe
123 Business Street, Dubai, UAE
Email: johndoe@email.com
Phone: +971 50 123 4567
Formal Letter Format Step 2: Add the Date
🔹 Mention the date when you are writing the letter.
📌 Example:
March 10, 2025
Formal Letter Format Step 3: Write the Recipient’s Address
🔹 Mention the name and address of the person or organisation you are writing to.
📌 Example:
Mr. Ahmed Khan
HR Manager, ABC Company
456 Corporate Tower, Dubai, UAE
Formal Letter Format Step 4: Add a Subject Line
🔹 The subject line summarises the purpose of the letter in one sentence.
📌 Example:
Subject: Request for Leave Extension Due to Medical Reasons
Formal Letter Format Step 5: Write the Salutation
🔹 If you know the recipient’s name, use “Dear Mr./Ms. [Last Name].”.
🔹 If the recipient’s name is unknown, use “To Whom It May Concern.”.
📌 Example:
Dear Mr. Khan,
Formal Letter Format Step 6: Write the Body of the Letter
The body consists of three main sections:
🔹 Introduction:
Briefly introduce yourself and state the purpose of your letter.
📌 Example:
“I am writing to formally request an extension of my leave due to medical reasons. My doctor has recommended additional rest for a full recovery.”
🔹 Main Content:
Provide relevant details such as the reason, supporting documents, and any required actions.
📌 Example:
“I was initially granted leave from March 1, 2025, to March 15, 2025. However, due to unexpected post-surgery complications, my doctor has advised extending my recovery period until March 25, 2025. I have attached my medical certificate for reference.”
🔹 Conclusion:
Wrap up the letter by thanking the recipient and requesting a response.
📌 Example:
“I appreciate your understanding and support. Please confirm if my leave extension has been approved. Thank you for your time and consideration.”
Formal Letter Format Step 7: Close the Letter Professionally
🔹 Use a polite closing statement, such as:
✅ Best Regards,
✅ Sincerely,
✅ Yours Faithfully, (if you don’t know the recipient’s name)
📌 Example:
Best Regards,
John Doe
Formal Letter Templates
1️⃣ Job Application Letter Template
[Your Name]
[Your Address]
[Your Email]
[Your Phone Number]
[Date]
Hiring Manager’s Name
[Company Name]
[Company Address]
Subject: Application for [Job Title] Position
Dear [Hiring Manager’s Name],
I am writing to express my interest in the [Job Title] position at [Company Name]. With a background in [mention relevant skills and experience], I believe I am a strong candidate for this role.
In my previous role at [Previous Company], I successfully [mention achievement]. My skills in [mention key skills] align perfectly with the job requirements at [Company Name]. I have attached my resume for your review.
I would appreciate the opportunity to discuss my qualifications further. Please tell me a suitable time for an interview.
Thank you for your time and consideration.
Best Regards,
[Your Name]
2️⃣ Business Proposal Letter Templates
[Your Name]
[Your Position]
[Company Name]
[Your Contact Information]
[Date]
[Recipient’s Name]
[Recipient’s Position]
[Recipient’s Company]
Subject: Business Proposal for [Service/Product]
Dear [Recipient’s Name],
I am reaching out to introduce [Your Company Name], a leader in [industry]. We specialise in providing [mention your service/product] that can help [Company Name] achieve [specific benefit].
Our team has successfully worked with [mention notable clients] and has a proven track record of delivering [mention key achievements]. We believe that a partnership between our companies would be mutually beneficial.
I would love the opportunity to discuss the matter further. Please tell me a convenient time for a meeting.
Thank you for your time. Looking forward to your response.
Best Regards,
[Your Name]
[Your Company]
3️⃣ Complaint Letter Templates
[Your Name]
[Your Address]
[Your Email]
[Your Phone Number]
[Date]
[Recipient’s Name]
[Company Name]
[Company Address]
Subject: Formal Complaint Regarding [Issue]
Dear [Recipient’s Name],
I am writing to report an issue regarding [describe the problem]. I have previously tried to resolve this matter through [mention previous attempts], but the issue remains unresolved.
To provide context, [explain the situation with dates, references, or receipts]. I kindly request that appropriate action be taken as soon as possible.
Could you please advise on the next steps to resolve this matter? I look forward to your prompt response.
Best Regards,
[Your Name]
Final Tips for Writing a Formal Letter
- Keep it professional; avoid slang or casual language.
- Ensure your communication is clear, concise, and direct.
- Use polite and respectful language and maintain a positive tone.
- Proofread before sending the check for spelling and grammar errors.
- If you haven’t received a response, consider sending a courteous follow-up email.
Conclusion
Formal Letter Format: Writing a formal letter is an essential skill for professional communication. By following the correct format, structure, and tone, you can create letters that look professional and convey your message effectively.
