A formal letter is a letter written for an official purpose. You might write one to a head teacher, a newspaper editor, a company, a government office or a university. Formal letters are also a regular question in school and board exams.
The key to a good formal letter is the correct format. When the layout is clear, the reader can quickly find who wrote it, why, and what action is needed.
This guide explains the formal letter format step by step, with the rules for each part and two complete examples.
When Do You Write a Formal Letter?
- Applying for a job or an internship
- Writing to a newspaper editor about a social problem
- Making a complaint to a company or office
- Requesting information from a university
- Asking a school or office for permission
- Thanking an organisation for its help
The Parts of a Formal Letter
1. Sender’s Address
Write your address at the top. In the traditional British style it goes at the top right; in the modern block style it goes at the top left. Do not write your name here.
2. Date
Write the date below your address. Use a clear style such as 12 March 2026. Avoid only numbers like 12/03/26, because British and American writers read them differently.
3. Receiver’s Name and Address
Write the person’s title, name, position and the organisation’s address on the left.
The Editor
The Daily Star
Dhaka
4. Subject Line
A short line that tells the reader what the letter is about. It is often written in bold or underlined.
Subject: Complaint about broken street lights in Mirpur
5. Salutation (Greeting)
- If you know the name: Dear Mr Rahman, or Dear Ms Chowdhury,
- If you do not know the name: Dear Sir or Madam,
- For a head of school in South Asian style: Sir, or Madam,
6. Body
The body usually has three parts:
- Opening paragraph: say who you are and why you are writing.
- Middle paragraph(s): give the details, facts or reasons.
- Closing paragraph: say what you want to happen next.
7. Complimentary Close
- Yours sincerely, – when you used the person’s name.
- Yours faithfully, – when you wrote “Dear Sir or Madam” (British style).
- Yours obediently, – traditional for students writing to a head of institution in Bangladesh and India.
8. Signature and Name
Sign your name, then print it below. Add your position or details if needed.
The Purdue Online Writing Lab explains each of these parts in its guide to writing the basic business letter.
Formal Letter Layout at a Glance
| Position | Part |
|---|---|
| Top | Sender’s address and date |
| Left, below | Receiver’s name and address |
| Next | Subject line |
| Next | Salutation |
| Middle | Body (3–4 short paragraphs) |
| Bottom | Complimentary close, signature, name |
Example 1: Letter to a Newspaper Editor
House 12, Road 5
Mirpur 10, Dhaka 1216
12 March 2026The Editor
The Daily Star
DhakaSubject: Broken street lights in Mirpur 10
Dear Sir or Madam,
I am a resident of Mirpur 10 and I am writing to draw attention to the broken street lights on Road 5 and Road 6.
For the past two months, most of the lights on these roads have not worked. The area becomes very dark after sunset. Students returning from coaching centres and women coming home from work feel unsafe. There have also been several minor road accidents.
I request the city corporation to repair the lights as soon as possible. I hope your newspaper will publish this letter so that the authorities take quick action.
Yours faithfully,
Tahmid Islam
Example 2: Letter Requesting Information From a University
Flat 3B, Lake View Road
Khulna 9100
5 June 2026Ms Sarah Lewis
Admissions Officer
[University name and address]Subject: Request for information about the MSc in Data Science
Dear Ms Lewis,
I am a final-year BSc student in Computer Science at Khulna University. I am interested in applying for the MSc in Data Science starting next year.
Could you please send me information about the entry requirements, application deadlines and any scholarships available for international students?
Thank you for your time. I look forward to hearing from you.
Yours sincerely,
Farhana Kabir
You can see more professional examples in Purdue OWL’s sample letters.
Rules for Formal Language
- Use full forms. Write I am, not I’m; do not, not don’t.
- Avoid slang. Do not use words like gonna, hey or stuff.
- Be polite. Use phrases like I would be grateful if… and Could you please…
- Be clear and brief. Get to the point in the first paragraph.
- Keep paragraphs short. Two to four sentences each is enough.
Purdue OWL’s general guidelines for business writing give more advice on clear, professional tone.
Useful Phrases for Formal Letters
| Purpose | Phrase |
|---|---|
| Opening | I am writing to inform you / to request / to complain about… |
| Giving reason | The reason for this letter is… |
| Adding detail | Furthermore, … / In addition, … |
| Requesting | I would be grateful if you could… |
| Closing | I look forward to hearing from you. |
| Closing | Thank you for your attention to this matter. |
Formal vs Informal Letters
| Feature | Formal letter | Informal letter |
|---|---|---|
| Reader | Officials, organisations | Friends, family |
| Subject line | Yes | No |
| Greeting | Dear Sir or Madam / Dear Mr Khan | Dear Rina / Hi |
| Language | Polite, no contractions | Friendly, contractions allowed |
| Closing | Yours sincerely / faithfully | Love / Best wishes |
Common Mistakes
- Mixing Dear Sir or Madam with Yours sincerely (in British style, use Yours faithfully).
- Forgetting the date or subject line.
- Writing very long paragraphs.
- Using informal words or emojis.
- Not saying clearly what you want the reader to do.
Frequently Asked Questions
What is the correct format of a formal letter?
Sender’s address, date, receiver’s address, subject, salutation, body, complimentary close, signature and name.
Where do I write the date in a formal letter?
Below the sender’s address. In the block format, everything including the date is aligned to the left.
Is “Yours faithfully” or “Yours sincerely” correct?
Both are correct. Use faithfully when you do not know the reader’s name and sincerely when you do. Many exam boards in Bangladesh also accept Yours obediently for letters to a head teacher.
Conclusion
A formal letter follows a fixed format: addresses, date, subject, greeting, a short and clear body, and a polite close. Use formal language, keep it brief and always state what you want the reader to do.
To polish your letters, read our tips for clear and concise English sentences, learn how to avoid common grammatical mistakes, and check the differences between British and American English, including date styles.
