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Formal Letter

English, English Language

Importance of Formal letter

Formal letters are letters used mainly for impersonal discourses. They are used while communicating with officials or associates with whom the writer does not share a personal relation. These letters can be recognised by their tone which is often a combination of politeness and formality and their short length. In this article you will find Formal letter format and free samples of formal letter.

Formal Letter format

Sender’s Address__________

Date: (DD/MM/YYYY)

Recipient’s Name,
Designation & __________
Address____________

Subject: (Write the purpose of the letter.)

Salutation,

Introduction_________________

Body Paragraph_______________

Conclusion________________

Thanking you.
Sender’s Signature_________________
Sender’s Name__________________
Sender’s Designation__________________

Points to Remember

  • The date when the letter is written is extremely important as these letters are often saved for further reference.
  • Use of modal auxiliaries implies the forcefulness of your request even while maintaining the polite tone.
  • Contact details could also include email address and phone numbers, especially where a reply is requested.

Sample Informal Letters

Sample 1

Letter for exemption from payment of donation


Palak panda
Calcutta Public High School,
Baguiati , kOl- 700041
5th June 2021

The Secretary
Sree mata Trust
New town, Kolkata

Subject: Request for exemption from payment of donation

Dear Sir,
I am writing this letter to request you to exempt me from paying the donation fee. I am studying in Class 8 and scored 95% in Semester I. I also scored 90% in Class 7.

My father works as an attendant in the local post office and his salary is the only means of income of my family which contains seven members. Moreover, we live in a rented house. After paying the rents and the medical bills of my mother, there is hardly any money left for food. Therefore, it is impossible for me to pay the donation of Rs 2,00000/- demanded by the institution.

I assure you that I will pay the amount after I complete my education and find a job. Kindly take my
request into consideration and do the needful. In anticipation of your reply, I remain,

Yours faithfully,
Shashi Pandey

Sample 2

Letter requesting information

Anil Kumar
Sinthir more, Dumdum
Kolkata 700074
5th June 2021

The Manager
Home of learning
Kolkata 700073

Subject: Request for information

Dear Sir,
With reference to your advertisement printed in today’s newspaper, I, the father of Anil Kumar, request you to send me a brochure with the relevant details.

My son has passed Class IX and is currently in Class X. I have been on the lookout for the best assistance for his current academic year. Your advertisement appears very promising; however, I would like to take a closer look at your brochure before making my final decision.

As you understand that this is a critical year for my child I request you to send me the details at the earliest.
I await your reply. Thank you.

Yours truly,
Anil Kumar

Sample 3

Letter for duplicate school leaving certificate

Rituja Patil
Vinayak Enclave
Sinthir more Kolkata 74
5th June 2021

The Principal
South Kolkata Public School
Dumdum
Kolkata 74

Subject: Application for duplicate school leaving certificate

Dear Ma’am,
I, the undersigned ex-student of your reputed school, request you to grant me a duplicate copy of my school leaving certificate. I misplaced my original certificate a while ago, and I am in urgent need of it for my further education.

I was a student of the 2012–2013 batch. My school roll number then was 45, and I was in Division B. My hall ticket number was BT650. I am enclosing a photocopy of my marksheet for your
convenience.

Kindly give me the document as soon as possible as its absence is causing hindrance in my admission process. I am ready to pay any charges applicable for the same.

Thanking you,
Yours sincerely,
Rituja Patil

Sample 4

Letter requesting admission

Chandan Singh
12/A Saran Road
Kharagpure , West Bengal
5th June 2021

The Principal
St. Paul High School
Kharagpure , West Bengal

Subject: Request for admission

Dear Ma’am,
I, the undersigned, am a parent of Priti Singh. I request you to grant her admission to your school.

Prior to this, my daughter was studying in Class 6 at Railway High School at Kolkata. Because of my transfer here to Kharagpure, my entire family had to move here with me.

We therefore request you to grant her admission to your school. I am enclosing a copy of her previous year’s marksheet, school leaving certificate and transfer certificate for your reference. Kindly consider my request and grant her admission. In anticipation of your reply, I remain,

Yours truly,
Chandan Singh

Sample 5

Letter for subject change

Payel Chatterjee
Std. VI, Div. B, Roll No. 40
Dumdum Government High School
5th June 2021

The Principal
Dumdum Government High School
Dumdum Road
Kolkata 700074

Subject: Application for Subject Change

Dear Sir,
I am a student of your school currently studying in Standard VI. Kindly grant me permission to switch one of my subjects. I wish to take up French instead of Hindi.

Since I do not have a background in Hindi, I find it very difficult to grasp it. I have been trying my level best to catch up with the teacher’s explanations for the past one year but am unable to excel in it. This has also resulted in a decline in my overall percentage. I understand that I will have to work hard as French is a new subject, but I am ready to take up the challenge. My language teachers have already explained to me the pros and cons of this decision, and I have discussed the same with my parents too.
We all feel that taking up French is the best option for me at this juncture.

I therefore request you to consider my application and grant me your permission to give up Hindi and study French instead.

Thanking you,
Yours faithfully,
Payel Chatterjee


Need More?

YOU MAY READ Paragraph Writing

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