Topic 6: Formal Letters

 

Topic - 68

FORMAL LETTERS

 

INTRODUCTION

Formal letters are written for official or professional purposes. Unlike informal letters (to friends or family), formal letters follow a strict format, maintain a polite and respectful tone, and use clear and precise language. They are often used for applications, complaints, requests, business communication, and official correspondence.

 

Formal letters generally include:

1. Date - The date on which the letter is written.

2. Sender's Address - Address of the person writing the letter.

3. Receiver's Address - Address of the person/authority receiving the letter.

4. Salutation - Greeting such as Respected Sir/Madam.ph

5. Subject Line - One-line summary of the purpose of the letter.

6. Body of the Letter - Divided into three parts:

• Introduction (purpose of writing)

• Details (explanation/request/complaint)

• Conclusion (polite closing/expectation of response)

7. Closing Line - e.g., Yours faithfully / Yours sincerely.

8. Signature - Name and designation (if applicable).

 

Formal letters require clarity, brevity, politeness, and correctness in grammar and structure.

 

 

Sample Letters:

 

Sample 1 - Application Letter (Job Application)

 

20 September 20XX

From:

R Kavitha

25 Valluvar Street

Thanjavur 613005 in

To:

The HR Manager

Infosys Technologies Ltd

Chennai 600042

Dear Sir

Subject: Application for the Post of Software Engineer

With reference to your advertisement in The Hindu dated 15 September 2025, I wish to apply for the position of Software Engineer in your esteemed company.

I have completed my B.E. in Computer Science from Anna University with distinction and have undergone training in Java, Python, and SQL. I also have project experience in Artificial Intelligence applications. I believe my technical expertise and teamwork skills make me a suitable candidate for the position.

I am enclosing my CV for your kind consideration. I shall be grateful if you grant me the opportunity to attend an interview.

 

Yours faithfully

R Kavitha

 

Sample 2 - Complaint Letter

20 September 20XX

From:

M Arun

14 Gandhi Nagar

Coimbatore 641002

To:

The Manager paper

Bharat Electronics Store

Coimbatore 641004

Dear Sir

Subject: Complaint Regarding Defective Laptop Purchased

I purchased a Dell Inspiron Laptop (Invoice No. 235/25) from your store on 12 September 2025. Unfortunately, within a week of use, the laptop has developed problems: the screen flickers continuously, and the battery does not charge properly.

As the product is under warranty, I kindly request you to replace the defective laptop at the earliest or arrange for immediate servicing. A copy of the purchase bill is enclosed for your reference.

I look forward to your prompt action.

 

Yours faithfully

M Arun

 

Sample 3 - Request Letter

the 20 September 20XX

From:

K Meena

12 Bharathi Street

Trichy- 620024

To:

The Principal

Govt. College of Engineering Trichy-620025

Dear Sir

Subject: Request for Issue of Transfer Certificate

I am K Meena, Roll No. 21EE056, a final-year student of Electrical and Electronics KA Engineering in your college: I have been admitted to pursue my M.Tech in Power Systems at IIT Hyderabad and require my Transfer Certificate (TC) for the admission process.

I kindly request you to issue the Transfer Certificate along with my conduct certificate at the earliest to enable me to complete the admission formalities. I will be grateful for your assistance in this matter.

 

Yours faithfully

K Meena

 

Sample 4 - Business Communication Letter

20 September 20XX

From:

Bright Office Solutions

12 Mount Road

Chennai 600018

To:

The Sales Manager

Super Stationery Mart

Anna Salai

Chennai 600002

Dear Sir

Subject: Order for Office Stationery Items

We require the following office stationery items for our branch office:

• 25 reams of A4-size paper

• 50 ball pens (blue)

• 20 files (leather-bound)

• 10 packs of sticky notes

Please send the quotation with delivery details at the earliest. Payment will be settled within 10 days of delivery. We request delivery by 25 September 2025.

We look forward to your prompt service.

 

Yours sincerely

Ramesh Kumar

Manager - Administration

 

Revised Sample 5 Official Correspondence

20 September 20XX

From:

Department of Civil Engineering

National Institute of Technology

Tiruchirappalli 620015

To:

The Director

National Institute of Technology

Tiruchirappalli 620015

Dear Sir

Subject: Request for Approval of Industrial Visit

The Department of Civil Engineering proposes to arrange an Industrial Visit to Neyveli Lignite Corporation, Neyveli, on 10 October 2025 for final-year B.Tech students. The visit aims to give students practical exposure to large-scale power plant operations and environmental management practices.

We kindly seek your approval to organise this visit and request permission to use a university bus for transportation. A detailed student list and faculty-in-charge details will be submitted for record purposes.

We look forward to your kind approval.

 

Yours faithfully

Dr R Karthikeyan

Head - Department of Civil Engineering

 

 

Practice Exercises

 

1. Write an application for the post of Junior Engineer in a reputed company.

2. Write an application to your Principal requesting leave for 5 days on medical grounds.

3. Write an application to the HR Manager seeking an internship opportunity in a software firm.

4. Write an application to the Bank Manager for an educational loan.

5. Write an application to the hostel warden requesting accommodation facilities.

6. Write a letter of complaint to the Electricity Board about frequent power cuts in your locality.

7. Write a letter of complaint to the Municipal Corporation about improper garbage disposal.

8. Write a letter of complaint to a mobile service provider about poor network coverage.

9. Write a letter of complaint to an online shopping company regarding damaged goods received.

10. Write a letter of complaint to the Railway Authorities about unclean compartments.

11. Write a letter to your college Principal requesting permission to conduct a cultural event.

12. Write a letter to the Librarian requesting renewal of library membership.

13. Write a letter to the Dean requesting issue of a bonafide certificate.

14. Write a letter to your Manager requesting extension of the project submission deadline.

15. Write a letter to your employer requesting permission to attend a training programme.

16. Write a letter to a supplier placing an order for laboratory equipment.

17. Write a letter to a stationery shop enquiring about bulk purchase rates.

18. Write a letter to a publisher requesting a catalogue of latest academic books.

19. Write a letter to a dealer requesting replacement of defective products.

20. Write a letter to a client confirming the delivery of ordered goods.

21. Write a letter to the Health Officer requesting a free medical camp in your locality.

22. Write a letter to the Collector seeking permission to conduct a blood donation camp.

23. Write a letter to the University Registrar requesting correction of your name in certificates.

24. Write a letter to the Police Inspector reporting the theft of your mobile phone.

25. Write a letter to the Municipal Officer requesting immediate repair of damaged roads.