Letter writing format

Parts of a letter

1. Heading ( place and date )
2. Salutation / Greeting
3. Body of the letter
4. Subscription
5. Signature
6. Superscrition

What is the format of letter writing ?

While writing a letter we need to follow points inorder to present it correct and attractive. Thus each types of letter has its own style of writing. We we shall discuss about the format of letter writing.

How do I write a formal letter ?

While writing a formal letter following points need to be followed.

1. A Formal Letter strictly follows the prescribed Format for writing a Formal Letter.
2. Use of colloquial words, abbreviations and slang language should be restricted while writing a Formal letter.
3. A Formal Letter must be precise and to the point.
4. The Subject line is very important in a Formal Letter.

The Format of a Formal Letter should be 

• Sender’s address

The address and contact details of the sender are written here. Include email and phone number, if required or if mentioned in the question.

• Date

The date is written below the sender’s address after Leaving one space or line.

• Receiver’s address 

The address of the recipient of the mail (the officer / principal / Editor) is written here.

• Subject of the letter

The main 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.

• Salutation 

Respected sir / Madam , Sir

• Body of the letter

The matter of the letter is written here and it has to be divided into three paragraphs as follows –

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

Paragraph 2: Give a detail of the matter.

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

• Complimentary Closing
• Superscription

Sender’s name signature and designation 

Specimen of a formal letter

Sender’s address

Date

Receiver’s Address

Subject

Salutation

Body of the letter

Complimentary closing

Sender’s Name, signature and designation

Informal Letter format

How do I write an informal letter ?

While writing an informal letter the following points need to be followed.

1. An Informal Letter does not strictly follow the prescribed Format.
2. The language of an Informal Letter must be friendly and casual.
3. An Informal Letter can have extra information.
4. The Subject line is not required in an Informal Letter.

The Format of an Informal Letter should be

• Address

The address of the sender is followed by that of the receiver.

• Date

The date is written below the address after leaving one line.

• Salutation / Greeting 

(Dear / Dearest  / Respected )

• Body

The matter of the letter is written here and it should be divided into three paragraphs as follows –

Paragraph 1: beginning
Paragraph 2: Main content.
Paragraph 3: ending

• Superscription

Sender’s name and signature.

Specimen of a infomal letter

Address

Date

Salutation

Body of the letter

Sender’s Name and signature

Formal letter wriring samples

Here we present some samples of formal letter

Q .Write A Letter To The Editor Of A Local English Daily Regarding The Excessive Rise Of Price Of All Essential Commodities.

Ans :

            To,
              The Editor
              The Assam tribune
               Guwahati 03 ,Assam
             Date:
             Sub : Increasing price of all essential commodities.
            Respected Sir /  Madam
                      Most respectfully through the regular coloumn in your esteemed daily I would like to draw attention of the authority concerned regarding the excessive rise of price of all essential commodities like pulse,fuel,vegetable over the past few days.
                   
                      Sir, The first and foremost reason for the price rise is due to black marketing and hoarding by the big tradders. They stok goods and create artificial scarcity in the retail markets.It has become a headache for all class of people.Where upper class people are struggling with the price rise middle and lower class people are beyond their purchasing power.Price of commodities are increasing leaps and bound but the income of the individual remain same and at the same time they can not do without it.
                 
                      So there fore I would like to request  you to bring this issue into light so it could reach to our food supply minister to look into the matter and take some necessary steps to bring the price down.
    Thanking you  
                                                                          Your’s faithfully

                                                                             Name……………

# Suggestion : Letter to the Editor samples

Q. Yor Are Arvind / Rimpi, You Have Seen An Advertisement For The Post Of An Assistant Science Teacher In Bhawanipur High School,Guwahati, Write A Formal Letter To The Principal Of The School In Response To The Advertisement Applying For The Post.

 Ans:

               To,
                The Principal
                 Bhawanipur High School
                 Guwahati
                Date :
                Subject: Applying for the post of an assistant Science        Teacher
          Respected Sir / Madam
                     Most respectfully in response to your advertisement published in The Assam tribune Dated 02 December inviting application for the post of an assistant Science teacher lying vacant in your institution.I would like to offer myself as a candidate for the above mentioned post. All the necessary documents and my bio data attached along with this application for your kind perusal.
                    I will be ever obliged to you and devoted towards my duty if my candidature is accepted. Waiting for a call from your side.
       Thanking you                
                                                                   Your’s faithfully
                                                                              Arvind
           BIO-DATA
           Name: Arvind
           Father’s Name : xyz
           Present Address: Chandmari……….
           Permanent Address: Chandmari……….
           Date of Birth: 00/00/0000
           Nationality: Indian Religion: Hindu Caste: …….. Sex:M/F
           Educational Qualification:
             Exam          Board        Div/class        Year of Passing
             1.H.S.L.C      SEBA             1st                2004
             2.HSSLC      AHSEC           1st                2006
             3.B.Sc            G.U               1st               2009
             4.M.Sc           G.U.              1st                2011
             5.B.Ed            G.U              1st                2013
            Other Qualification: Basic knowledge of computer
            Work Experience:
                 1. Three years experience as an assistant teacher at MGM                      high school
                 2. One year as assistant teacher at DPS.
            Contact: 9854*******
I hereby declare that all the details are very true to my knowledge.
                                                                             Arvind
                                                                         (signature)

# Suggestion: Job Application writing