Formal Letter Format: Structure, Examples & Writing Guide (2025)

A formal letter is a type of letter that you will write, not just in your university, but throughout your life. A formal letter is one of the primary communication methods in business, government offices, and other settings where serious matters need to be discussed. It is a professional form of communication. Learning how to write a perfect formal letter, or understanding formal letter format, is a crucial skill that every student must learn.

This blog will help you out with all the essential information that you will require for becoming perfect in writing a formal letter. Here you have the opportunity of learning, format, structure, where the data and address are in a letter, and all of that with an example. For example, there has always been something that is best for understanding.

What Is a Formal Letter?

Business Letters or also formally known as Business Letters, are formal letters that are written in a tight and strict format. The style of formal letters is, of course, very formal in contrast to informal/friendly letters. Letters may be formally written for the following reasons:

• to voice your issues when operating in a working environment.

• to give official information throughout your workspace

• to order goods, to apply for a job, etc.

• to a newspaper Editor, who is discussing the issues of different groups of people in various regions, etc.

Difference between formal and informal letters

• For learning how to write a letter, you must first understand what are the differences between a formal and an informal letter, so you do not make the mistake of making your formal letter with an informal tone.

• Official and professional letters are formal, and personal and casual letters are informal.

• Formal letters have certain guidelines and rules; informal letters are more flexible in their structure and style.

• Formal letters are written using formal language and tone, whereas informal letters are written using everyday language and a conversational tone.

• Formal letters are normally written to a particular person or a particular organisation, whereas informal letters are written to a friend or a relative.

• Formal letters are the ones that are written for official purposes, which can be job applications, to your university, business correspondence, and on the other hand, informal letters are the ones that are written for social or personal reasons.

Formal letters (job application, business, government, etc.)

There is a time and place when informal and formal style of writing is used. Select the most suitable style depending on the reason why you are communicating, your audience and the mode of communication you are employing.

• When writing business, law or academic writing, use a formal writing style unless you know your audience personally.

• Formal writing that is to be printed would be more formal compared to email, whereas the least formal modes of communication are through text and direct messaging.

Understanding the Formal Letter Format (2025 Edition)

In a formal letter, you must be respectful and aware of your words, regardless of the topic of the letter being discussed. To compose a formal letter format, it is essential to remember some points.

Structure of a Formal Letter

• It is always good to begin with the address of the sender.

• Then comes your date.

• After the date, the next is the receiver's address. This can be the name of the receiver or the name of an organisation, department or even any representative of any firm.

• The theme of the letter is quite significant. It is an affirmation of the objective of the letter. It is supposed to be in only one line.

• The greetings may be Dear Sir/Ma’am. In case it happens to be one of your acquaintances, you may call him or her by his name, i.e. Dear Shrinath.

• The letter's textual part may be composed of 3 paragraphs.

• The introduction of yourself and the purpose of your letter should be directed to the first paragraph.

• All the information about the matter should be provided in the second paragraph.

• The third paragraph may be a conclusion paragraph whereby you write down your expectations on the issue.

• As a closing to the letter, you may apply a complimentary closing such as yours faithfully, yours sincerely, etc.

• In the last, your signature, you can even use your name in block letters, and what is your designation below your name.

Where Does the Date Go on a Letter?

Letters are written for various reasons; they can be informal, formal or even semiformal, and the date written in each one of them is different. When we follow formal letter format date is an important part, whereas in semi-formal, it is optional; if it's necessary, you must add the date, otherwise you can avoid it. And in informal letters, data is completely there just for formality purposes; there is no such requirement to add date in it.

Now, if you are wondering, where does a date go on a letter? In formal letters and semiformal letters, the date should be at the top of the letter, but the position of the date depends on the type of letter; generally, it is below the sender’s address.

Where Do I Put My Address on a Letter?

There are two types of methods you can choose for sending your formal letter, one is envelopes and the other is a postcard. Let's discuss for both of them where we can put the address:

• Envelopes: In envelopes, you can write your address (sender’s address) in the top left corner. And the address of the one you are delivering to, that is the receiver’s address, must be in the bottom centre.

• Postcards: Postcards are the ones where you do not decide where you should write the address, as different postcards have different formats, so you need to write your address in the space that is given to you.

What are the parts of a formal letter?

• Header (date/address/return address)

• Date: When writing a formal letter, you must add the date on which you are writing your letter. This date is essential as it will become proof of time-based communication.

• Sender’s Address: If you are wondering Where do I put my address on a letter, well, you need to do it at the top of your letter. Here, you need to add your complete address; it must include the PO Box office address.

• Receiver’s Address: Here, you need to add the complete address of your company. When you share your address, it becomes easy for the recipient to send a response. Be sure to add the complete address of your company. It is easy to make the recipient send a response.

• Salutation: When writing a letter formally, the salutation is usually taken to be dear then the title and surname of the recipient. When addressing your letter, you should start with the statement, Dear [the name of the person you are writing to], but you should use a comma after this. You can also add their title to the letter when you do not know the recipient.

• Body: The letter is mostly composed of body paragraphs. This is the part where you need to define what is the main goal of writing your letter. This includes various sections:

  • A lead paragraph which gives the overall purpose of the letter and, where appropriate, introduces the writer of the letter.

  • Middle paragraph(s) or one or more paragraphs that elaborate on the subject of a letter. You should logically structure this part with each paragraph discussing a particular point or detail of whatever you are trying to say.

  • An overview of the main ideas and, in case it is necessary, a recommendation for the next course of action in the form of a final paragraph. This may include the proposal of a meeting, a response, and the expectation to settle the issue at hand. Thanks to the recipient can also be given in the final paragraph of the message as a way of giving the recipient a chance to think about what you are saying to them, or to give them time and attention.

• Closing: Now you need to close your letter; you need to do that professionally. By using the words mentioned below, you can conclude your letter with Good etiquette:

  • Yours sincerely

  • Yours, Best regards

  • Yours respectfully

• Signature: The last element of your formal letter is going to be your signature. You need to add your name, below that your designation, if you are a student, then the course you are studying and if asked, you should add your signature as well. 

How to Write a Letter: Step-by-Step Guide

It does not have to sound difficult when writing a formal letter. We have seen so many students getting worried about how to write a letter. This is a simple six-step process that you can follow to ensure that things are easy. If you are going to write formal correspondence, always do it in this proven way:

1. Pre-plan your message: It is always a good idea to first decide your purpose before starting to write. You need to answer questions like, What is the main purpose you wish to achieve? Who are you writing this for? These questions will make you understand your content and tone.

2. Begin with an Appropriate Formatting: Formal letters are formatted in a certain way, which involves the address of the sender, date, address of the recipient, salutation, body, close, and signature. Make your text left-aligned, and the font type should be a professional Times New Roman or Arial. Ensure that you write in a single line and put a blank line after a paragraph. The margin on both sides should be one and a half and at the top and the bottom of the document, two inches.

3. Create a Coherent Introduction: The opening paragraph of your letter must straight away tell the recipient the purpose of the letter. Make it to the point; it does not need to be a long introduction.

4. Build the Body: Within the body, elaborate on your request, inquiry, or information that you are communicating. Remember, whenever you are writing your main body, you need to separate all your points so that you can make it easy for the reader to understand everything you want them to explain. If it is required, you can even support the statement you are using facts or with some specific examples.

5. Conclude Effectively: Restate what you have discussed in your letter and make it clear what you want the recipient to do, e.g. reply by this date or meet me. End with a nice conclusion, eg, Sincerely, Best regards, and your signature and printed name.

6. Review: You must find a time to proofread your letter before you send it. It is not simply a letter written in proper format, but the grammar, punctuation, and spelling must be error-free. Run a grammar check, and think about your tone to make sure that you sound professional. 

Formal Letter Example (Sample for 2025)

Include a formatted sample:

Letter Writing and Professional Etiquette Tips

Here are some of the major tips that can help you in letter writing and make your Formal Letter professional-level:

1. Always keep your tone professional and check that you are using correct grammar.

2. Do not make the mistake of adding slang and contractions.

3. Always keep your paragraph short, simple and logical.

4. Keep the format, spacing and margins in such a manner that it looks neat.

Common Mistakes to Avoid in Formal Letters

There are some common mistakes that are made while writing a formal letter. These common mistakes are big enough to change the tone and format of a formal letter. It is important for you not to make the common mistakes. These common mistakes are:

1. Using a tone that is casual or using phrasing that is informal, this can include jokes or slang.

2. Improper formatting

3. Failing to proofread your letter once you are done writing.

4. Making mistakes in adding updated contact information.

When you avoid such common mistakes, you can be confident that your formal letters are both effective and professional. This will increase the likelihood of whatever outcomes you are expecting from it. If you are writing it as your assignment, you will be getting good grades, and if you are using it for any other reason, there are chances it will also happen accordingly. 

Conclusion

In conclusion, learning the formal letter format is beneficial for you in many parts of your life. As formal letters are used in so many places, including your university, businesses, any government-related work or for any kind of proposals. The format of a formal letter is not that hard when you know each step of it, as mentioned in this blog.

You need to start from the sender's address, then date, then receiver's address, subject, then your salutation, body, closing, and lastly your regards, signature or name. This blog encourages you to learn about various aspects of a formal letter, like date, sender's name, and various parts of a formal letter. To make it easy for you, this blog even has a step-by-step explanation of how to write a formal letter. To make a complete professional formal letter, you must also focus especially on data, address and try to avoid the common mistakes that are mentioned in this blog.