Formal Letter Format: Layout, Rules and Sample Letters
A formal letter is a letter written to someone you do not know personally, or to a person in authority, such as a principal, a manager, an editor or an official. It follows a fixed layout (sender's address, date, receiver's address, subject, salutation, body, closing and signature), uses polite and formal language, and gets straight to the point.
In school, formal letter writing is a regular question in the CBSE and ICSE English papers. This lesson shows the standard layout, the rules that earn marks, the main kinds of formal letters and three complete sample letters you can learn from.
Formal Letter Format: the Layout
Every formal letter has the same parts in the same order. Learn the order first; the content changes from letter to letter, but the layout does not.
1. Sender's address (your address, at the top left)
2. Date
3. Receiver's address (name or designation, organisation, place)
4. Subject line (one line, to the point)
5. Salutation (Dear Sir/Madam,)
6. Body (three short paragraphs: reason for writing, details, what you want done)
7. Complimentary close (Yours faithfully,)
8. Signature, name and designation
The current CBSE format puts the sender's address at the top left, with every line starting at the left margin (block format). Some older textbooks and some teachers still put it at the top right, and a few ask for the date on the right. Both are accepted in many schools, so follow your teacher's preference and keep it the same in every letter you write.
Part by part
| Part | What to write | Example |
|---|---|---|
| Sender's address | Your full address, one item per line, with no name above it | 14, Gandhi Nagar Jaipur – 302015 |
| Date | Day, month in words, year | 15 November 2026 |
| Receiver's address | Designation first, then organisation and place | The Manager Sharma Electronics MI Road, Jaipur |
| Subject | A short phrase, not a full sentence, in a line of its own | Subject: Complaint about a defective mixer grinder |
| Salutation | Dear Sir/Madam, followed by a comma | Dear Sir, |
| Body | Three short paragraphs | See the sample letters below |
| Complimentary close | Yours faithfully, (with Sir/Madam) or Yours sincerely, (with a name) | Yours faithfully, |
| Signature | Your name below the close, with designation if the question gives one | Rohan Mehta |
The Body: Three Short Paragraphs
Do not write the body as one long block. Three short paragraphs are easy to read and easy to mark.
- Paragraph 1: why you are writing. State the purpose in the first sentence: "I am writing to complain about…", "I would like to enquire about…", "I wish to apply for…".
- Paragraph 2: the details. Give the facts the reader needs: dates, names, order numbers, what went wrong, what you have already done.
- Paragraph 3: what you expect. Say clearly what action you want and by when, then thank the reader.
Rules for Writing a Formal Letter
1. Use block format: every line starts at the left margin, with no indent for paragraphs, and leave a blank line between parts.
2. Write the date with the month in words (15 November 2026), not 15/11/26.
3. Do not use contractions or slang: write I am, not I'm; I would like, not I wanna.
4. Keep the subject line short, and match it to the body.
5. Use Yours faithfully after Dear Sir/Madam, and Yours sincerely after Dear Mr Rao or any name.
6. Stay within the word limit given in the question, usually 100 to 120 words in CBSE Class 10 and about 120 words in Class 12 (check your paper's instructions, because the limit can differ by class and board). The addresses and the subject line are usually not counted. The sample bodies below are about 105 to 110 words.
7. Be polite even in a complaint: state the problem firmly, not angrily.
If the question says "You are Ravi/Anita, a student of Class 10 at ___", use the name, school and address given in the question. If no name is given, follow the paper's instruction: usually you must not use your own name or address, so sign with a name such as Arun Kumar and use an address such as A-12, Model Town, Delhi.
Kinds of Formal Letters
| Kind | Written to | Purpose |
|---|---|---|
| Complaint letter | A shop manager, company, bank or civic officer | Report a problem and ask for action |
| Letter of enquiry | A school, institute, publisher or hotel | Ask for information, such as fees, courses or rates |
| Order letter | A supplier or bookseller | Order goods, with quantity, price and delivery details |
| Application to the principal | The principal of your school | Ask for permission, a certificate or leave (see the leave application format) |
| Letter to the editor | The editor of a newspaper | Share an opinion on a public issue (see the letter to the editor format) |
| Job application | A recruiter or company | Apply for a post, with a CV or résumé enclosed |
For a complaint written as a letter or an email, the post How to Write a Complaint Letter or Email in English has more wording to use, and How to Write a Formal Email in English shows how the same layout works in an email.
Sample 1: Complaint Letter
Question: You bought a mixer grinder from a local store, and it stopped working after three days. Write a letter to the manager.
14, Gandhi Nagar
Jaipur – 302015
15 November 2026
The Manager
Sharma Electronics
MI Road, Jaipur
Subject: Complaint about a defective mixer grinder
Dear Sir,
I am writing to complain about a mixer grinder that I bought from your shop on 8 November 2026 (Bill No. 4521).
The motor stopped working after only three days of normal use. When I took it back to your shop, the salesman told me that nothing could be done without the warranty card, although I had shown him the bill. This is very disappointing, because the product was sold to me as a reliable brand.
I request you to replace the mixer grinder or refund its price within a week. I am enclosing a copy of the bill. I hope you will deal with this matter at once.
Yours faithfully,
Rohan Mehta
Sample 2: Letter of Enquiry
Question: You want to join a computer course at an institute in your city. Write a letter to the director asking for details.
22, Civil Lines
Nagpur – 440001
15 November 2026
The Director
Bright Future Computer Institute
Sitabuldi, Nagpur
Subject: Enquiry about the Certificate Course in Computer Applications
Dear Sir/Madam,
I have read your advertisement in The Hindu about the three-month Certificate Course in Computer Applications. I am a Class 12 student and would like to join the course after my board examinations. The course suits my interest in computers.
Kindly let me know the course fee, the batch timings and the date on which the next batch begins. I would also like to know whether you provide study material and whether a certificate is given at the end of the course.
I shall be grateful if you could send me this information at the above address. An early reply will help me plan my admission. Thank you.
Yours faithfully,
Ananya Deshmukh
Sample 3: Job Application
Question: Write an application for the post of a junior accountant advertised by a company.
7, Anna Nagar
Chennai – 600040
15 November 2026
The Human Resources Manager
Kaveri Traders Pvt. Ltd.
Mount Road, Chennai
Subject: Application for the post of Junior Accountant
Dear Sir/Madam,
I wish to apply for the post of Junior Accountant advertised on your website on 10 November 2026.
I have a B.Com degree from the University of Madras, with first class, and I have worked for two years as an accounts assistant in a firm in Chennai. I am skilled in Tally and spreadsheets, and I can handle billing, bookkeeping and tax records accurately and on time. I am hard-working, punctual and willing to learn new software.
I enclose my CV with copies of my certificates. I would be grateful for an opportunity to meet you for an interview. I can join at short notice.
Yours faithfully,
Karthik Subramanian
Enclosure: CV and certificates
Common Mistakes in Formal Letters
| ❌ Wrong | ✅ Right |
|---|---|
| Dear Sir/Madam, … Yours sincerely | Dear Sir/Madam, … Yours faithfully |
| Subject: I want to complain because my product is broken. | Subject: Complaint about a defective mixer grinder |
| I'm writing to tell u about… | I am writing to inform you about… |
| 15/11/26 | 15 November 2026, placed after the sender's address |
| A single paragraph of 150 words | Three short paragraphs |
| Using your own name and school when the question gives another name | Using exactly the name and address in the question |
| Starting with "I hope you are fine" as in a letter to a friend | Starting with the reason for writing |
If you write to a friend or relative instead, use the casual style in How to Write Informal Emails and Letters in English. To see how formal and informal wording differ, read Formal vs Informal English.
✏️ Quick Practice — Formal Letters
- Which closing do you write after "Dear Sir/Madam,"?
- Is "Subject: Request for a duplicate bus pass" correct, or should the subject be a full sentence?
- Which part comes immediately after the sender's address?
- Rewrite in formal English: "I'm gonna tell you about a problem."
- How should the date be written: 15/11/26 or 15 November 2026?
- Which closing do you write after "Dear Mr Rao,"?
- Name the three parts of the body of a formal letter.
- Which kind of formal letter would you write to ask a school for its fee structure?
Answers: 1. Yours faithfully | 2. It is correct: the subject is a short phrase, not a full sentence | 3. The date | 4. I am writing to inform you about a problem. (any formal version) | 5. 15 November 2026 | 6. Yours sincerely | 7. The reason for writing, the details, and the action you expect (with thanks) | 8. A letter of enquiry
Summary
A formal letter has eight parts in a fixed order: sender's address, date, receiver's address, subject, salutation, body, complimentary close and signature. Write in block format, use formal language, keep the subject to one short line, and divide the body into three short paragraphs: why you are writing, the details, and what you want done. Close with Yours faithfully after Sir/Madam and Yours sincerely after a name. Use the details given in the question, stay within the word limit and keep a polite tone, and you will have the layout right every time. Practise the related formats too: the leave application and the letter to the editor.