Guide to Formal Letter Writing
Key Components of a Formal Letter
- Sender’s Address
- Current Date
- Addressee’s Address
- Salutation (e.g., Dear Sir/Madam)
- Subject Line
- Body of the Letter (preferably in three or four paragraphs: Introduction, Main Content, Conclusion)
- Complementary Closing (e.g., Yours faithfully, Yours sincerely)
- Sender’s Signature & Typed Name
Note: Formal letters should generally be written in a fully blocked format (all lines starting from the left margin) as per standard curriculum requirements.
Standard Formal Letter Format
Sender’s Full Name (Optional, if not in letterhead)
Sender’s Address Line 1
Sender’s Address Line 2
City, Postal Code
Current Date
Addressee’s Full Name (if known, with title)
Addressee’s Title/Position
Organization Name
Address Line 1
City, Postal Code
Dear Sir/Madam, (or specific name if known)
Subject: Clearly and concisely state the purpose of the letter
Para 1: Introduction - State why you are writing.
Para 2/3: Main Body - Provide details, explanations, or arguments. Each main point can be a separate paragraph.
Para 4: Conclusion - Summarize, state desired action, or offer further assistance.
Yours faithfully, (if salutation was "Dear Sir/Madam")
Yours sincerely, (if salutation used a specific name, e.g., "Dear Mr. Smith")
[Space for Signature]
Sender's Typed Name
Focus: Letter to the Editor
A letter to the editor is a formal letter typically written to a newspaper or magazine to:
- Express an opinion on a recently published article or a current issue.
- Raise awareness or complain about a social problem.
- Highlight a particular situation or viewpoint.
- Suggest solutions or call for action.
If addressing a social problem, key areas to include are:
- Causes: What are the root causes of the problem?
- Effects: What are the consequences or impact of the problem?
- Solutions: What are your suggested measures to address the problem?
Remember to conclude politely and provide your name and contact information (as required by the publication).
Sample: Letter to the Editor
Q. Write a letter to the Editor of a newspaper suggesting how the problem of begging can be ended. You are Sumit of Civil Lines, Kanpur.
Sumit
Civil Lines
Kanpur
Current Date
The Editor
The Hindustan Times
New Delhi
Sir,
Subject: Regarding the Problem of Begging and How It Can Be Ended
Through the esteemed columns of your newspaper, I wish to draw the attention of the concerned authorities and the public towards the persistent issue of begging in our society.
Some beggars, no doubt, deserve our sympathy. They may be handicapped or genuinely unable to earn their living. However, it is a pity that for many, begging has become a profession. They find it an easy way to earn money, and some may even be involved in illicit activities under the guise of begging. This large-scale begging is a slur on the fair name of our country and reflects poorly on our societal structures.
To address this, begging should be strictly discouraged, and perhaps legally abolished for able-bodied individuals, making it a punishable offence if they refuse to work. The government should establish more asylums and rehabilitation centers for those who are truly helpless and disabled, providing them with care and vocational training. Able-bodied beggars should be identified and directed towards employment opportunities or skill development programs. Public awareness is also crucial; we should discourage indiscriminate alms-giving which perpetuates the problem and instead support organizations working to rehabilitate beggars. People can thus play a big role in ending this social evil.
I hope these suggestions will be considered and prompt necessary action.
Yours faithfully,
Sumit
Difficult Words & Their Meanings
- Addressee: The person or organization to whom a letter is sent.
- Salutation: A greeting used at the beginning of a letter (e.g., "Dear Sir").
- Complementary Closing: A polite phrase used to end a letter before the signature (e.g., "Yours faithfully").
- Curriculum: The subjects comprising a course of study.
- Blocked Format: A letter format where all lines start at the left margin.
- Obliged: Feeling thankful or required to do something.
- Esteemed: Highly respected and admired.
- Sympathy: Feelings of pity and sorrow for someone else's misfortune.
- Handicapped: (Often replaced by 'person with a disability') Having a condition that restricts one's ability to function.
- Pity: The feeling of sorrow and compassion caused by the suffering of others.
- Profession: A paid occupation, especially one requiring training.
- Illicit: Forbidden by law, rules, or custom; illegal.
- Guise: An external form, appearance, or manner of presentation, typically concealing the true nature of something.
- Slur: A mark of disgrace or discredit.
- Abolished: Formally put an end to (a system, practice, or institution).
- Punishable Offence: An act that can be punished by law.
- Asylums: Institutions offering shelter and support to people in need (historically for mentally ill or destitute, now more broadly for refuge).
- Vocational Training: Training for a specific job or trade.
- Indiscriminate: Done at random or without careful judgment.
- Alms: Money or food given to poor people.
- Perpetuates: Makes something (typically an undesirable situation or unfounded belief) continue indefinitely.
- Social Evil: A widespread problem in society considered morally wrong or harmful.