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How to write a formal letter?

Letter writing is very important not only for a student but also necessary for a professional man or woman. Along with better communication one must know how to draft an eye catching letter so as to grab the attention of his or her boss, customers and clients.

For that, one should not know advanced English only rather should know right formats of formal letter and informal letter.

Informal या formal letter को लिखने से पहले, हमें कुछ बातों को mind में रखना चाहिए जिससे कि हम एक बेहतरीन formal letter आसानी से लिख सके।

 Informal letter and its Parts

यह पत्र का वो प्रकार है जिसमें हम अपने दोस्तों, रिश्तेदारों और परिवार वालों को पत्र भेजते हैं जो हमसे दूर जगह पर रहते हैं। इस पत्र के चार हिस्सा (component) होते हैं।

1. Heading

Letter के heading में होता है पत्र भेजने वाले का पता (address) और पत्र लिखने की तिथि (date), इसको modern English grammar के अनुसार letter के top left में लिखा जाता है। जैसे,


11th April 2022


2. Salutation

Second में लिखा जाता है salutation, मतलब पत्र भेजने वाला (sender) सलाम, नमस्ते या अभिनन्दन करता है पत्र पाने वाला ( receiver) को। जैसे,


  1. For relatives : Dear, my dear
  2. For official  : respected sir, most respectfully
  3. For Business : Sir, Dear
  4. Husband/ wife/ Lover : my darling, my sweet heart, my love



10th February

Dear/ My dear Friend/ Son/ daughter/ Uncle/ Wasim/ Manju 

आप Dear या My dear दोनो में से कोई भी लिख सकतें हैं, यह depend करेगा की आपका रिश्ता उनसे कितना अच्छा है।

3. Body of a letter

Third में आता है पत्र का body, जिसमें हम अपनी खास बात को लिखते हैं जिसके कारण हमें पत्र लिखना पड़ रहा है। इसमें हमें लापरवाही से नहीं लिखना चाहिए चुंकी हम अपने सगे संबंधियों को लिख रहे हैं बल्कि हमें grammar का language का भी ख्याल जरूर रखना चाहिए। जैसे,

8th March 2022

Dear Vimal
My heartiest congratulations to you on your success in the examination. I was very happy when I found that you got 1st class. 

I hope you will continue your studies. In my opinion, Delhi college will be convenient to you. 

4. Ending/ Closing

और fourth में आता है closing, जिसमें छोटा सा Salutation होता है। जैसे,

  1. For relatives : your loving
  2. For official  : yours sincerely, your obedient
  3. For Business : your faithfully
  4. Husband/ wife/ Lover : your life, your honey, your well-wisher


Your loving son / daughter

Yours affectionately son/daughter

Yours very sincerely 

Examples of personal letters

1. Write a letter to your father describing your visit to a historical place. 

21st June, 2021

My Dear Father
You will be glad to hear that I visited Murshidabad last week along with my friends. I am sure you would like to have an account of that historical place.
You know very well that Murshidabad was once a centre of political activities of the Nawabs of Bengal. As we entered the old town, we found many big houses both sides of the streets. We saw the’Killa’ in which old palace is situated.

We went to see the ‘Motijhil’ and the big mosque that stands on its side. We then crossed the river’Bhagirathi’ and went to’Khus Bag’
I was surprised to see the most ordinary tomb of Siraj-ud-doula. We also walked to ‘Jagarganj’ and saw the palace of Nawab Mir Jafar.

Yours truly

2. Write a letter to your mother informing her about your health and studies. 

15th January, 2022
My dear mother
I have received your kind letter today in which you have asked me to describe you about my health and studies.
You will be glad to know that these days my health is good. I am mentally and physically fit. It is the result that my studies is going on great. You need not bother for my health and studies.

Moreover I seek your blessing so that I would be free from all worldly anxieties.

Your loving
Sanju Yadav

3. Write a letter to your mother requesting her to send you some homemade sweets. 

Zila school Hostel
10th March, 2022

Dear mother
After a long time I am requesting you to send me some homemade sweets. I have to say you that sweets of my taste are not available here in the market.
So, please send me some homemade sweets. I hope that you will not turn down my request.

Yours affectionately
Rajeev Kumar

formal letter

Formal / Official Letters

There are five parts of business letter. Formal letter के पांच हिस्सा ( components) होते हैं। informal letter की ही तरह चार हिस्सा है लेकिन एक point इसमें अधिक होता है, वह है designation.


  1. Heading
  2. Salutation
  3. Name of designation of the receiver
  4. Body
  5. Ending


इस पत्र में कुछ चीज़े थोड़ा अलग ढंग से लिखना होगा, बाकी सब same रहेगा। तो चलिए वे चीजें क्या है जानते हैं।


1. Salutation में हम अगर एक व्यक्ति को address करते हैं तो हम लिखेंगे।

Sir या Dear sir और अगर हम किसी firm, company या organization को संबोधित करते हैं तो लिखेंगे, Sirs or Dear Sirs और उसके बाद letter शुरू होगा, ‘I have the honour to’ or ‘I beg to say’ etc.

Sample of official / formal letter

(1) Write an application to the headmaster of your school requesting him for the grant of free studentship. 

The headmaster
National High school
Bihar, Nalanda


Through : the class teacher

Most humbly and respectfully I beg to state that I am a poor student of class VII in your school. My father’s monthly income is two thausand rupees only. He has to support a large family consisting of six members.
Under the circumferences mentioned above. I request you to be kind enough to consider my case and grant me full free studentship.

I shall be highly obliged to you for ever.

Yours Sincerely
Mumtaz Ahmed
Class – VII, Roll No. 12
Date: 21/08/2021

(2) write a letter to the principal of your school requesting him to change your section 

The principal
St. Joseph Middle school


Through : the class teacher
Most humbly and respectfully I beg to say that I am fed up with a few notorious students in my class.
So, I request you to change my class section for which I shall be grateful to you for ever.

Yours obedient
John Smith
Class- X, Roll No. 16
Date : 20/3/2021

(3) write a letter to the Chairman of the municipality to get the roads repaired. 

24 A, Simdega
1st September, 2021
The chairman
Simdega Municipality

I would like to draw your attention to the deplorable condition of the roads in the entire town.
The roads are broken and damaged several places. It is very difficult even for the passengers to move freely during night. Vehicles can not ply smoothly on roads. Even the rickshaw pullers are reluctant to go to some of the locality. During rainy season the low lying roads get water-logged.

I therefore, request you to take immediate action to get the roads repaired and bring relief to the people living in the town.

Yours faithfully
S. K. Rohit

(4) write a letter to the editor of a local newspaper telling how you organized a blood camp in your school. 

Pakur 24th May 2021

The Editor
Hindustan Times

I feel pleasure in writing that we organised a Blood Donation Camp in our school under the guidance of the principal and teaching staff. It was held on 20 May, 2021 in the school hall. We had motivated 20 students to donate blood. On that day, a team of doctors from Civil Hospital arrived with equipments. The donors were examined of their fitness. First of all, our school D.P.E donated blood.then did our seniors students. They were offered grapes and milk. And awarded certificates. The entire events was supervised by the principal and the teaching staff. I felt top of the world to have participated in this noble cause.

Thanking you

Yours faithfully

(5) write a letter to the police commissioner about increasing incidents of crime in your town. 

2nd Nov, 2021
The police commissioner
Dear sir,
I have the honour of being born in this great city of Jamshedpur. Almost all my life so far has been spent in Jamshedpur.
However, I am very sorry to state that law and order situation in the city was never so bad as it is today. Though, Jamshedpur has never been completely free from small crimes.

What is remarkable in this as well as the earlier cases is the indifferent attitude of police. The police reach the spot of crime late and remain clueless about criminals. The life of the old who stay at home seems to have become really unsafe these days.

Will you gear up the police to act in a determined manner against the crime ?

Yours faithfully

(6) write a letter to the chief engineer, Municipality corporation, to construct speed breakers in your colony 

Wasseypur Housing colony
10 December, 2021
The chief Engineer
Municipal corporation

Sub : Construction of speed breakers

I want to draw your attention to the fact that the roads of Wasseypur Housing colony are not safe due to continuous running of speeding vehicles.
You are requested to construct speed breakers at suitable places on the road.

Yours faithfully
Mukesh Roy

Application for the job

(1) application for the post of a clerk in a merchant’s office. 

213 H, stress park
13th March 2021
Messer Hicks & Co.
3 Fort Building
I have seen in this morning’s daily News an advertisement for the post clerk vacancy.
I beg to offer myself as a candidate for the same.
After passing my matriculation examination of Jharkhand  Board in 2014 ( first division) I held a temporary post in the office of Mil beg, Dunkan & Co. As one of their book-keepers.
For last two years I have become well experienced in the methods of book- keeping practice.
Though your advertisement is for a book-keeping clerk. I would be happy to do any general work. I have also experienced in shorthand and computer typing. You must be found me useful.

Yours faithfully,
Ramesh Nath

(2) write an application to the Bank manager to issue a new ATM card 


The bank manager
SBI, Branch Dhatkidih
Sub : issue new ATM card
I am Jawed Iqbal, bank account holder of your bank A/C no. 12345667788888 , beg to say that my old ATM has been worn out and damaged and not working properly.

I therefore, request you to issue my new ATM card. For this, I shall be grateful to you.

Thanking you
Yours faithfully
Jawed Iqbal
Date: 23/12/2021

(3) write an application to the principal of your school requesting him to grant you leave for a day 

The principal
R. D. High school
10th April, 2020

I would like to inform you that I am unable to attend my classes today in the school due to some urgent work. I am required to stay at home today.
I therefore, request you kindly grant me leave for a day and excuse my absence.

Yours faithfully
Zahida Khan
Class – VII, Roll no. 14


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