20. Letter Writing

Features of a formal letter:

1. A formal letter is written for official purposes.

2. The tone of the letter is serious.

3. It covers letters to business proposals, educational institutions etc.

4. It should be crisp and clear - avoid unnecessary information.

5. It should be strictly in accordance with the given format.

6. Use of colloquial words, abbreviations and slang language should be restricted while writing a formal letter.

7. The subject line is crucial in a formal letter.

The Format of a Formal Letter is as follows:

1. Sender’s address: The address and contact details of the sender are written here. Include an e-mail and phone number, if required or mentioned.

2. Date: The date is written below the sender’s address after leaving one space or line.

3. Receiver’s address: The address of the recipient and the e-mail (the officer/principal / Editor) are written here.

4. The subject of the letter: The primary purpose of the letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.

5. Salutation (Sir / Respected Sir / Madam)

6. Body: The matter of the letter is written here. It is divided into three paragraphs as follows -

Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.

Paragraph 2: Give detail of the matter.

Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your problem, to highlighting an issue in the newspaper, etc.).

7. Complimentary Closing/ Subscription.

8. Sender’s name, signature and designation (if any).