Formal letters are used for official or professional communication. They demand precision, clarity, and adherence to established protocols.

Purpose and Tone

Formal letters are typically written for business, official requests, complaints, applications, inquiries, or official announcements. The tone must always be polite, respectful, objective, and professional. Avoid slang, contractions, or overly emotional language.

Standard Layout

• Sender's Address: Your full address (without your name) placed in the top right-hand corner of the page.
• Date: Placed directly below the sender's address (e.g., 24 June 2025).
• Recipient's Address: The full address of the person or organization you are writing to, placed on the left-hand side, below the date.
• Salutation: A formal greeting.
• If you know the recipient's name: Dear Mr./Ms./Dr. [Last Name],
• If you do not know the recipient's name but know their title: Dear Sir/Madam,
• If you don't know the recipient or their title: To Whom It May Concern,
• Always follow with a comma.
• Subject Line: A concise, bolded phrase that clearly states the purpose of the letter (e.g., Subject: Inquiry Regarding Internship Opportunity). This helps the recipient immediately understand the letter's content.
• Body Paragraphs:
• Introduction: State the purpose of your letter clearly in the first paragraph. Get straight to the point.
• Middle Paragraphs: Develop your points in separate, well-structured paragraphs. Each paragraph should focus on a single idea. Provide all necessary details, facts, or explanations logically and concisely.
• Conclusion: Briefly summarize your main point, state any desired action, or express appreciation. Use clear, polite, and grammatically correct language. Maintain a formal tone throughout.
• Closing: A formal sign-off.
• If you started with "Dear Sir/Madam" or "To Whom It May Concern": Yours faithfully,
• If you started with a named individual (e.g., "Dear Mr. Smith"): Yours sincerely,
• Always follow with a comma.
• Signature: Leave space for your handwritten signature.
• Typed Name: Your full typed name below your signature.
• Designation (if applicable): Your title or position (e.g., Student, Applicant, Customer).

Specific Formal Letter Types

• Complaint Letters: Clearly state the problem, provide specific details (dates, times, product numbers), explain the impact, and suggest a reasonable resolution or action you expect. Maintain a firm but polite tone.
• Inquiry Letters: Clearly state what information you are seeking, provide any necessary background context, and specify any deadlines for response. Be direct and concise in your questions.
• Application Letters (Cover Letters): Written to accompany a resume or application form. Express your interest in a specific position, briefly highlight your most relevant skills and experiences, and explain why you are a good fit for the role. Refer to the attached resume for full details.
• Business Letters: A broad category covering various professional communications like placing orders, requesting services, confirming appointments, or acknowledging receipt of documents. The principles of clarity, conciseness, and professionalism apply across all.

Informal letters are written to friends, family, or close acquaintances. They are much more relaxed in tone and structure, reflecting a personal relationship.

Purpose and Tone

Used for personal correspondence, sharing news, invitations, thank-you notes, or simply maintaining social connection. The tone is casual, friendly, and conversational. Contractions and slang are generally acceptable.

Layout

• Sender's Address: Your address in the top right corner (optional for very close friends/family).
• Date: Below your address.
• Salutation: Informal greeting (e.g., Dear [First Name], Hi [Nickname],).
• Body: Conversational style. You can discuss multiple topics, share personal thoughts and feelings, and ask questions. Use paragraphs for new topics.
• Closing: Informal closing (e.g., Love, Best regards, Cheers, See you soon,).
• Signature: Your first name or nickname.

To master letter writing, engage in targeted practice. Write letters for specific scenarios covering both formal and informal contexts. For instance:
- Write a formal complaint letter to a company about a faulty product.
- Draft an informal letter to a friend inviting them to a casual get-together.
- Compose a formal email to a potential employer inquiring about a job opening.
- Write an informal email to a colleague to coordinate a team lunch. Focus on applying the correct layout, tone, and specific content requirements for each scenario.