Format Of Formal Letter Writing Style

Formal Letter Writing: This is one of the format of letter writing and one question from this type definietly comes in mains examination letter writing. In the upcoming exams where we can expect a question from this topic is SBI PO Mains, RRB PO Mains, IBPS PO Mains etc. The marks allocated to descriptive section is different in all these exams. In SBI PO 50 marks are allocated for descriptive writing while in IBPS PO 25 Marks are allocated for this section. These marks can help you fetch some very good marks in your final score because final merit list if prepared by considering the total marks secured by a candidate in mains examination which is comprised of both Objective as well as Descriptive papers.

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What is Formal Letters?

Formal letter refers to the letter written to any professional relationships, officials etc. The language used in these letter are very formal. In this type of letter we basically refers to the person whom we do not know personally. There are certain rules related to formal letter writing and one of them is that the content should be brief and crisp. The authorities don’t have time to read long letters and hence your content must be concise.

Types of Formal Letters

There are different types of formal letters but we will be discussing the one’s which is important from our exam point of view. So considering that we have three types of Formal Letters:

  • Letter to Editor
  • Letter to Branch Manager of a Bank
  • Letter to businessman ( Others)
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Formal Letter Format

Formal Letter Writing Tips: First step is to gather  some crucial information on the things that you have to keep in mind while writing a  letter.

Sender’s address and date: As per the rules, the letter must  begin with the address and other contact details of the sender. After this, the date needs to be mention on which the letter is written.

Recipient’s name and address:  Once, you are done with the above two mentioned thing, next is you have to mention the recipient’s name and full address.

Subject: This step is very important and hence make sure that it is as brief as it could be capturing the essence of your main content. It is important that  the subject line is in upper-case characters and is aligned either to the left or to the center.

Salutation: Once the above mentioned steps are completed, move on to the next step and that is salutation. It is important that the salutation should have a greeting word or phrase followed by a personal title – Mr./Ms. – and the full name of the person. You can also use salutation for business letters like: Dear (full name), Dear Sir/Madam, etc.

Body: Now, this section of the letter will consist of your content. Make sure that you write 2 paragraphs and each paragraph should be brief and short. First para must not contain more than 5-6 lines. Only talk about important and relevenat things in this section.

Complimentary closing: Once the body of the letter is ready, it’s time to end it with a complimentary.  Some of the closings are: Respectfully Yours, Sincerely, etc. Make sure to leave four blank spaces after the complimentary closing and then, write your full name. The blank space left above should be used to sign your name.

Practice with,

Given below is the formal letter format which we have  discussed above:

Formal Letter Format:
Sender’s Address
Date
Recipient’s Name
Address
Subject: (Purpose/ Reason Of The Letter)
( Salutation) Dear Mr./Ms. (Recipient’s Full Name),
First Paragraph- Introduce yourself and your concern in this paragraph.

Second Paragraph- Give details of your purpose and if there is any suggestion or specific action that your expect should be mention in this paragraph. You can either chose to end your letter here if the above mentioned steps are of lesser words. Or you can start with a new paragraph or just one to two lines asking for a reponse to your letter.

(Enclosing) Respectfully Yours,
(Your Signature)
(Your Name)
Enclosure(s) (mention the number)
Let’s Understand with an example:

Q. Write a Letter to the Manager of a Bank requesting for granting loan for further studies.

 Ans.

Arjun

E-block West Jyoti Nagar Vihar,

Shahdara,

New Delhi – 110090

Date – 04/05/2020

To

The Manager

Bank of Baroda

New Delhi

Subject – Application for the loan for studies

Sir,

    This is Arjun and I want to pursue my higher studies abroad.  I have come to know that your bank provides loans to deserving students to pursue higher studies at much better intrest rate. I wished  to be considered for grant of loan under this scheme.

I have always been a good students and have maintained a 9 CGPA in my college.  I have also qualified the entrance test for M.Tech and now I am keen to join this course. But due to the high fee i cannot afford the expenses as my father works in a factory.

I request you to kindly grant necessary loan for my higher studies. If necessary, I will be happy to produce certificates and documents which you may require in this connection.

Looking forward to receiving an earlier and favourable reply.

Your’s faithfully

Arjun

Write a letter to the Editor of a newspaper for a public mvement to clean Yamuna river.

B/3 West Jyoti Nagar,
Bhajanpura,
New Delhi – 33

Dated: 04/05/2020

The Editor
Hindustan Times
New Delhi.

Subject: Need for people’s movement for a clean Yamuna

Dear Editor,

I am writing this letter to you on behalf of my society to highlight the deteriorating condition of river Yamuna.
Yamuna river is one of the source for drinking water for the people of Delhi and lately Delhi people are  getting contaminated water from river Yamuna. Nobody except the residents are to be blamed for this because they pollute the river with garbage, sewage and filth. The current situation of the river is pathetic as it is full of bacteria, plastic, chemicals and other waste materials. It is unfit for consumption.
It’s been a while that the people have been demanding a Water Treatment plant. The authorities have not yet responded to the repeated requests.
I request you to kindly give a little space in your esteemed newspaper to highlight the problem and to arouse public interest. It is important that we all need to get together in order to get the plant set up in the area.

Thank You
Yours sincerely

XYZ

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