Formal Letters
Formal letters are written to officials, business associates,
organizations, and professionals.
They deal with issues related to business, profession, or law and order.
There are 3 formats for Formal Letters
❖Block Format
❖Modified Block Format
❖Semi-Block Format
Block Format
The block format is
considered the most formal
among the three types, with
all text aligned to the left
margin.
It provides a clean and
organized look, with double
spacing between paragraphs
for clarity and readability.
Modified Block Format
❖ Modified block format is a slightly
changed version of the block style.
❖ The main difference is that the date
line, complimentary close, and
signature are placed a bit towards
the right side of the page.
❖ This style is used when there is a
slightly informal relationship
between the sender and the
receiver.
Semi-block
❖ Semi-block is akin to modified-
block in indentation. The letters
can be intended or not according
to the writer's will and wish. There
is nothing hard and fast about it. It
has a more casual lay out.
❖ The paragraphs are intended with 5
spaces. Paragraphs may be spaced
with a double line or a single line.
❖ Dateline, closure and signatory are
right or centered as the writer
wishes
Types of formal letters
a) Letters of Application
b) Letter to the Editor
c) Complaints and Suggestions
d) Business Letters
e) Official letters. Etc..
Business Letter
• A Business Letter is a letter written in formal language, usually used
when writing from one business organization to another, or for
correspondence between organizations and their customers, clients
and other external parties
• It is used to Business to Business, Business to Client or Client to
Business correspondence…
Purpose of Business Letters
• To convey information formally
• To make inquiries or place orders
• To make complaints or offer apologies
• To maintain goodwill and relationships in business
• To order goods or services.
Types of Business Letters
1. Letter of Enquiry
2. Quotation Letter
3. Order Letter
4. Complaint Letter
5. Adjustment Letter etc..
Parts of Business letter
1. Letter Head
2. Date
3. Reference Number
4. Attention Line
5. Inside Address
6. Subject
7. Salutation
8. Body of Letter
9. Complementary Closure
10. Signature Line
11. Enclosure
1. Letter Head
A letterhead contains the name of the organisation, Email address,
phone number, etc.. Additional information such as the name of the
product or services,
The organisation’s slogan may also be added.
Sender's details may consist of
❖Company name
❖Address
❖City, State Zip Code
❖Phone Number
❖Email Address
❖Website
[Link]
❖The date on which the letter is typed should placed after letter head
part.
❖There is no full stop after the date. The month must be written in full
and never in figures.
❖There is a comma separating the year from the month and date.
• Example:
Dec 13,2018
13 Dec, 2018
[Link] Number
• The Reference Number (Ref. No.) in a business letter is a unique
identifying code used to track correspondence between
organizations.
It helps both the sender and receiver locate or refer to the specific
letter in future communication.
• Example: Ref. No.: RKS/15/2025. or 15/2025
[Link] Line
❖Sometimes, a company or office has many people or departments.
If your letter is meant for one specific person or one section in that
company, you use an Attention Line to make sure it reaches the right
person.
❖We write the Attention Line just below the inside address and before
the subject line.
❖Remember
Use it only when writing to a company or organization.
Don’t use it if you’re already writing directly to a person (like “Mr.
Arnav Singh Raizada” in the inside address).
[Link] Address
❖Name
❖Designation
❖Company
❖Address
❖City, State Zip Code
[Link]
• It tells us what the letter is about. It may take the following:
• Within 10 words
• Example:
• Subject: Three year subscription for Indian literature.
[Link]
❖Use “Dear Mr./Ms. (Mrs./Miss)” when you know the name of the
person you are addressing.
❖If the recipient’s name is unknown, begin with “Dear Sir/Madam”
❖Use “Dear [First Name]” only when you share a friendly or informal
relationship with the person.
❖Always prefer Ms for women unless they have specifically indicated
that they wish to be addressed as Mrs or Miss.
8. Body of Letter
• The body of letter is the main section of the letter. It contains the
message. It divided into paragraphs. Each paragraph conveys a
particular point. All the paragraphs are interlinked and logically
structured. A very short letter may, however, be of one or two
paragraphs.
Complementary Closure
• There should be at least one blank link b/w the body of the letter and
the complementary closing. A closing usually begins at the margin.
• Example:
• Sincerely,
• Yours Sincerely,
Signature Line
Your Signature
Your Full Name
Designation
Enclosure
• An enclosure means any additional document or paper that is sent
along with a formal letter to give extra information or support the
content of the letter.
• It is written at the end of the letter, just below the signature, and
usually begins with the word “Encl.” or “Enclosures:”
