Letter Writing Format

Letter Writing Format

In general, everyone needs to be aware of the format of letter writing. A letter is composed of different elements that change depending upon its nature. The format for both the types of letters is given below.

Letter writing format of Formal Letter 

A formal letter must adhere to the prescribed format. The letter writing format of a formal letter is as mentioned below:

Sender’s address

Date

Receiver’s address

Subject

Salutation

Body of the letter

Complimentary closure

Signature line: sender’s name, signature and designation


  • Sender’s address: One of the most essential components, also known as the return address. It is the mailing address of the sender. The address and contact details of the person sending the letter are written here.

  • Date: Immediately after the sender’s address comes the date on which the letter is written. Candidates, while writing the letter in the exam, can follow any of the formats to write the dates: DD/MM/YY OR MM/DD/YY.

  • Receiver’s address: The corresponding address, i.e. the address of the recipient of the mail is written here. Candidates must start with the receivers’ designation followed by the name of the organization and then the full address, Pincode and country (if the information is known).

  • The subject: This highlights the aim of writing the letter. The subject of the formal letter should be very brief (6 to 8 words) and must be preceded by the word ‘Subject’. The receiver, through the subject, understands the purpose of the letter at a glance.

  • Salutation: This is a customary greeting to the recipient of the letter. If the name of the recipient is known, the salutation starts with ‘Dear’ followed by Mr/Mrs/Miss, etc. If the person is unknown or even the gender is not known the recipient can be addressed as Dear Sir/Dear Madam.

  • Body: The most important element of any letter. It furnishes the reason behind writing the letter. For formal letters, candidates should use short, clear, logical paragraphs to state the subject matter. The body of the letter is generally divided into 3 paragraphs:

  1. Introduction that states the main point.

  2. Middle part: Supporting points and details to justify the need and importance of letter writing.

  3. Conclusion: Request for some action or what is expected. 

  • Complimentary Closure: This is to end the letter with respect in a polite manner such as ‘Yours faithfully’, ‘Yours sincerely’, etc.

  • Signature Line: This is the last part where the sender of the letter signs off with his first or last name. The signature line may also include a second line for the title or designation of the sender.

Candidates writing formal letters in the exam must remember the following pointers.

  • Use of colloquial words, short forms, slang language and abbreviations are restricted.

  • The letter must be to the point, precise and clearly indicating the message.

  • The subject line is very important in Formal Letters.

Letter writing format of Informal Letters

Candidates writing informal letters need to follow the below-mentioned format.

Address

Date

Salutation

Body of the letter

Sender’s name and signature


  1. Address: The sender’s address is important in informal letters. Since informal letters are personal letters and sent to acquaintances or people who are known, the receivers’ address is only mentioned on the envelope carrying the letter.

  2. Date: Same as in a formal letter format.

  3. Salutation in informal letters can be Dear/Dearest/ Hi/Hello followed by the first name/nickname of the recipient.

  4. Body: The body in the informal letters can be long and detailed containing diverse feelings, experiences, advice, news, etc. 

  5. Sender’s name and signature are the same as in the formal letters.

Important pointers of Informal letter

  1. The subject line is not required in an Informal Letter.

  2. No prescribed format has to be strictly followed.

  3. The usage of language must be friendly and casual.

  4. The letter can have extra information, as per the sender’s choice.

Important Tips For Good Letter Writing

Candidates appearing for competitive exams are encouraged to follow the below-mentioned tips to write a good letter in the examination and fetch good marks.

  • Candidates must be able to identify the type of letter they will write. For example: writing a letter to the Principal asking for leave is a formal letter, but writing a letter to the Principal to catch up after a long time would be an informal letter.

  • Opening and closing of letters must be in the correct manner. Formal letters must open and close in a professional manner while informal letters can be directly addressed to the person with greetings. Even closing the letters is significant. Formal letters always end respectfully and impersonally, whereas informal letters may end with a more personal touch.

  • In formal letters, making clear the purpose of the letter immediately is important. Candidates writing formal letters must make sure to get to the point as soon as possible.

  • A letter is always supposed to be considerate and polite. It is essential to use polite words and civil language in all types of letters, be it formal or informal. Even if the letter is about any complaint, the point must be made in a careful and courteous manner.

  • The length of the letter also holds relevance. In formal letters, the matter should be expressed to the point, precise and short, while the length of the personal or informal letter depends on the message and the relation to the recipient. 


PDF FILE TO YOUR EMAIL IMMEDIATELY PURCHASE NOTES & PAPER SOLUTION. @ Rs. 50/- each (GST extra)

HINDI ENTIRE PAPER SOLUTION

MARATHI PAPER SOLUTION

SSC MATHS I PAPER SOLUTION

SSC MATHS II PAPER SOLUTION

SSC SCIENCE I PAPER SOLUTION

SSC SCIENCE II PAPER SOLUTION

SSC ENGLISH PAPER SOLUTION

SSC & HSC ENGLISH WRITING SKILL

HSC ACCOUNTS NOTES

HSC OCM NOTES

HSC ECONOMICS NOTES

HSC SECRETARIAL PRACTICE NOTES

2019 Board Paper Solution

HSC ENGLISH SET A 2019 21st February, 2019

HSC ENGLISH SET B 2019 21st February, 2019

HSC ENGLISH SET C 2019 21st February, 2019

HSC ENGLISH SET D 2019 21st February, 2019

SECRETARIAL PRACTICE (S.P) 2019 25th February, 2019

HSC XII PHYSICS 2019 25th February, 2019

CHEMISTRY XII HSC SOLUTION 27th, February, 2019

OCM PAPER SOLUTION 2019 27th, February, 2019

HSC MATHS PAPER SOLUTION COMMERCE, 2nd March, 2019

HSC MATHS PAPER SOLUTION SCIENCE 2nd, March, 2019

SSC ENGLISH STD 10 5TH MARCH, 2019.

HSC XII ACCOUNTS 2019 6th March, 2019

HSC XII BIOLOGY 2019 6TH March, 2019

HSC XII ECONOMICS 9Th March 2019

SSC Maths I March 2019 Solution 10th Standard11th, March, 2019

SSC MATHS II MARCH 2019 SOLUTION 10TH STD.13th March, 2019

SSC SCIENCE I MARCH 2019 SOLUTION 10TH STD. 15th March, 2019.


SSC SCIENCE II MARCH 2019 SOLUTION 10TH STD. 18th March, 2019.

SSC SOCIAL SCIENCE I MARCH 2019 SOLUTION20th March, 2019

SSC SOCIAL SCIENCE II MARCH 2019 SOLUTION, 22nd March, 2019

XII CBSE - BOARD - MARCH - 2019 ENGLISH - QP + SOLUTIONS, 2nd March, 2019

HSC Maharashtra Board Papers 2020

(Std 12th English Medium)

HSC ECONOMICS MARCH 2020

HSC OCM MARCH 2020

HSC ACCOUNTS MARCH 2020

HSC S.P. MARCH 2020

HSC ENGLISH MARCH 2020

HSC HINDI MARCH 2020

HSC MARATHI MARCH 2020

HSC MATHS MARCH 2020

SSC Maharashtra Board Papers 2020

(Std 10th English Medium)

English MARCH 2020

HindI MARCH 2020

Hindi (Composite) MARCH 2020

Marathi MARCH 2020

Mathematics (Paper 1) MARCH 2020

Mathematics (Paper 2) MARCH 2020

Sanskrit MARCH 2020

Sanskrit (Composite) MARCH 2020

Science (Paper 1) MARCH 2020

Science (Paper 2)

Geography Model Set 1 2020-2021

MUST REMEMBER THINGS on the day of Exam

Are you prepared? for English Grammar in Board Exam.

Paper Presentation In Board Exam

How to Score Good Marks in SSC Board Exams

Tips To Score More Than 90% Marks In 12th Board Exam

How to write English exams?

How to prepare for board exam when less time is left

How to memorise what you learn for board exam

No. 1 Simple Hack, you can try out, in preparing for Board Exam

How to Study for CBSE Class 10 Board Exams Subject Wise Tips?

JEE Main 2020 Registration Process – Exam Pattern & Important Dates


NEET UG 2020 Registration Process Exam Pattern & Important Dates

How can One Prepare for two Competitive Exams at the same time?

8 Proven Tips to Handle Anxiety before Exams!

BUY FROM PLAY STORE

DOWNLOAD OUR APP

HOW TO PURCHASE OUR NOTES?

S.P. Important Questions For Board Exam 2021

O.C.M. Important Questions for Board Exam. 2021

Economics Important Questions for Board Exam 2021

Chemistry Important Question Bank for board exam 2021

Physics – Section I- Important Question Bank for Maharashtra Board HSC Examination

Physics – Section II – Science- Important Question Bank for Maharashtra Board HSC 2021 Examination