Format of a Formal Letter (CBSE
Class 12)
Writing a formal letter requires following a specific structure. Below
is a simple and easy-to-remember format:
1. Sender's Address
Write your complete address at the top-left corner.
Example:
123, XYZ Colony
New Delhi – 110001
2. Date
Leave a line after the sender’s address and write the date in this
format: DD Month YYYY.
Example:
25 January 2025
3. Receiver's Address
Write the designation and address of the recipient.
Example:
The Principal
ABC Public School
Mumbai – 400012
4. Subject
Write a brief subject line summarizing the purpose of the letter.
Example:
Subject: Request for Issuance of Transfer Certificate
5. Salutation
Use a respectful greeting like: Respected Sir/Madam or Sir/Madam
6. Body of the Letter
The main content of the letter is written here. Divide it into three
paragraphs:
Introduction: Briefly state the purpose of your letter in the first
paragraph.
Main Points: Explain your reasons or requests in detail in the
following paragraphs.
Conclusion: Summarize your request or express your thanks in the
final paragraph.
7. Complimentary Closing Use polite phrases like:
• Yours sincerely for all other formal letters. (Y capital, s small
letter)
• Yours truly for letter to the Editor. (Y capital, t small letter)
8. Sender’s Name and Details
Write your full name and, if applicable, any designation
Example:
Ananya Sharma
(A concerned citizen)
1. Opening Lines
For Letters of Complaint or Request
• "I am writing to bring to your attention a matter of
concern."
• "This is to inform you about an issue that needs urgent
attention."
• "I would like to request your assistance in resolving a
problem I am facing."
For Letters to the Editor
• "Through the columns of your esteemed newspaper, I
would like to draw attention to…"
• "I wish to express my concern regarding an issue that
affects our society.”
2. Middle Lines
Expressing a Problem
• "The current situation is causing inconvenience to the
residents."
• "Due to this issue, many people are facing difficulties in
their daily lives."
• "This matter requires immediate attention to prevent
further complications."
Making Suggestions
• "I would like to suggest some measures that can help
address this problem."
• "Installing more dustbins and ensuring regular cleaning
can make a big difference."
• "Awareness campaigns and strict enforcement of rules
will help improve the situation."
3. Closing Lines
General Formal Closing
• "I hope for a prompt and positive response from your
end."
• "Looking forward to your reply at the earliest."
• "I shall be grateful for your support in resolving this
matter."
For Request Letters
(For Editor) I kindly request to publish my concern in your
esteemed paper (choose any one of your desired effect) which
will help in spreading awareness/ force the authorities to take
immediate action.
Sample Letters
. Letters to the Editor
Q. No. 1) As Armaan Khan, the School Literary Captain of
Ujjwal Academy, Old City, Kiladerabad, you believe that
languages can help bridge regional divides and promote unity.
Write a letter to the Editor of a national daily, in about 120
words, suggesting the introduction of an online regional
language learning programme managed and run by student
councils and language clubs in the city. The programme aims
to help residents who have recently relocated to a new region
in picking up the local language organically. Share the
importance and credibility of such a programme and suggest a
feasible way to execute it along with possible activities.
Ans.
Ujjwal Academy
Old City, Kilandarabad
30 August 2023
The Editor
India Samachar
Jamnagar, Kilandarabad
Subject: Introduction of Online Regional Language Learning
Programmes
Dear Sir,
As someone who believes that languages can help bridge regional
divides and promote unity, I am writing to suggest the introduction
of an online regional language learning programme in our city to
help the recently relocated residents (of all ages) establish a healthy
rapport with the local residents and promote mutual understanding.
This online programme, organised and run by student councils and
language clubs, can help these residents pick up the local language
organically. This initiative may be conducted only on weekends for
three months, making it feasible for participants to attend without
hindering their work or studies. Activities such as language
exchange programmes, cultural events, and group discussions on
the virtual platform can be undertaken to make this programme
more engaging.
I hope that publishing of this letter in the columns of your Daily shall
urge the community to support this programme for its potential, to
bring people together, promote language proficiency, and foster a
sense of brotherhood.
Yours truly,
Armaan Khan
(Captain, Literary Club)
Q. No. 2) India is a highly populated country. People lack in
maintaining proper sanitation and hygiene as a result they
suffer from various diseases. India has a serious sanitation
challenge; around 60 per cent of the world‟s open defecation
takes place in India. Poor sanitation causes health hazards
including diarrhea, particularly in children under 5 years of
age, malnutrition and deficiencies in physical development and
cognitive ability. You are Nitish /Nikita, head boy/girl of Anand
Public School, Jaipur. Write a letter to the editor of a national
daily, highlighting the problem and suggesting practical ways
to ensure public sanitation and the right to dignity and privacy.
(100-120 words)
Ans.
Anand Public School
Jaipur
25 January 2025
The Editor
The Times of India
New Delhi
Subject: Addressing India's Sanitation Challenges for Public Health
and Dignity
Sir/Madam,
Through the columns of your esteemed newspaper, I wish to
highlight the pressing issue of poor sanitation in our country.
Despite progress, India faces a sanitation crisis, with approximately
60% of the world's open defecation occurring here. This has dire
consequences, especially for children under 5 years, who suffer
from diseases like diarrhea, malnutrition, and developmental issues.
To address this, practical measures include ensuring proper waste
management, constructing more public toilets, conducting sanitation
awareness drives, and encouraging community participation in
maintaining hygiene. Strict enforcement of sanitation laws and
government collaboration with NGOs can also ensure the right to
dignity and privacy for all citizens.
I request you to kindly publish my concern which will urge the
authorities and readers to take action to combat this grave issue.
Yours sincerely,
Nikita
Head Girl
Anand Public School
