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Writing a formal letter

Learn the parts of a formal letter, from the sender address to the closing, and how to write in a polite, clear tone.

Let us begin

The big idea

We write formal letters to a principal, an editor or an officer. A formal letter has a fixed layout and a polite tone. Once you know the parts, you can write one for any purpose.

A formal letter has these parts, in this order: the sender's address, the date, the receiver's name or designation and address, the subject line, the salutation, the body, the closing and the signature with your name.

The subject line states the purpose in a few words, for example: Request for two days' leave. The salutation greets the reader: Respected Sir or Madam, or Dear Sir or Madam. Use Yours faithfully as the closing when you write Sir or Madam. If you know the name and write Dear Mr Rao, close with Yours sincerely.

The body usually has three short paragraphs. The first says why you are writing. The second gives the needed details. The third makes your request or says what you expect, and thanks the reader.

The tone must be polite and respectful. Use correct, simple English. Do not use slang or short forms such as can't and I'm; write cannot and I am. Keep your sentences short and clear.

Layout of a formal letterA sheet of paper shows a sample letter: sender address and date at the top right, receiver address, subject line, salutation, a short body, the closing and a name. Labels on the right name each part with a short line pointing to it. 14 Lake Road, Nashik 12 March 2026 The Principal, Green Valley School, Nashik. Subject: Request for leave Respected Madam, I am unwell, so I request leave for two days, 12 and 13 March. A doctor's note is attached. Yours faithfully, Aarav Sharma Sender address Date Receiver address Subject line Salutation Body Closing Signature, name
The parts of a formal letter in their usual order.

Worked examples

See how it works

  1. Good subject lines

    Request for two days' leave. Complaint about garbage near the school gate. Application for a library card. Each one tells the reader the purpose at a glance.

  2. A strong opening sentence

    I am writing to request leave for two days, 12 and 13 March, because I am unwell.

  3. Informal to formal

    Informal: Hi! Can I have a day off? I am sick. Formal: I request you to grant me leave for one day, as I am unwell.

  4. A short complete body

    Sir, I am a student of Class 9. I was unwell with fever and could not attend school on 12 and 13 March. I request you to kindly grant me leave for these two days. A doctor's note is attached. Thanking you.

Try it at home

Write to your Principal

You will need

  • Paper
  • Pencil
  • Ruler

What to do

  1. Imagine you want to ask for a day of leave, or for a new set of books for your class library.
  2. Write your address at the top, then the date, then the Principal's address.
  3. Write a subject line, then the salutation.
  4. Write a body of three short paragraphs: the reason, the details and the request.
  5. End with Yours faithfully, your signature and your name.
  6. Read the letter again. Is every sentence polite and clear?

Ask a grown-up: A grown-up can read the letter and say whether it sounds polite. Do not post it unless it is a real request.

Practice sheet

Check what you learned

Write your answers in a notebook, or print this sheet and write on it. When you finish, mark your work with the answer key.

Practice sheet: Writing a formal letter (Classes 9-10, English)

  1. Where does the sender's address go in a formal letter?
  2. Which closing goes with the salutation Dear Sir or Madam: Yours faithfully or Yours sincerely?
  3. What is the job of the subject line?
  4. Write a subject line for a letter asking the Principal for two days' leave.
  5. True or false: You may use slang words in a formal letter.
  6. Which is more suitable in a formal letter: 'Give me leave now' or 'I request you to grant me leave'?
  7. Put these parts in order: body, date, subject line, salutation.
  8. Write a suitable salutation for a letter to a woman Principal.
  9. What three things should the body of a formal letter cover?
  10. Write an opening sentence for a letter to the Editor about garbage near your school.
  11. Rewrite in formal English: Hey, I cannot come to school because I am sick.

Answer key

Answers: Writing a formal letter

Do the practice sheet first, then check here. If an answer is different from yours, read the lesson again and try once more.

  1. At the top of the letter, before the date.
  2. Yours faithfully.
  3. It tells the reader the purpose of the letter in a few words.
  4. Subject: Request for two days' leave.
  5. False.
  6. 'I request you to grant me leave.'
  7. Date, subject line, salutation, body.
  8. Respected Madam, (or Dear Madam,).
  9. The reason for writing, the details, and the request or what you expect (with thanks).
  10. Sample: I would like to draw your attention, through your newspaper, to the heaps of garbage near our school gate.
  11. I am unable to attend school because I am unwell.

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