Structure, tone, and conventions for letters that need to be taken seriously — whether to an institution, an official, or someone you've never met.
A formal letter follows a predictable shape for a good reason. The reader should find what they need, such as who it is from, what it is about and what is being asked, without hunting for it.
You write a formal letter when you write to someone in an official role: a school principal, a company, a government office, a newspaper editor, a landlord or anyone you do not know personally. The tone is respectful and impersonal, the layout follows set rules, and the language avoids contractions, slang and casual phrasing.
This guide explains every part of a formal letter, how to choose the greeting and the sign-off, how to word your message, and how to write one in an exam. It ends with worked examples, a checklist, a glossary and ten practice questions.
A formal letter is a letter written in a polite, serious style, with a fixed layout. It is the right choice when you need to make a request, report a problem, ask for information, apply for something, or put a message on record. People who receive many letters often read the first lines to decide what to do, so a clear structure helps your letter get a reply.
Many formal messages are now sent as emails. The ideas are the same, but an email drops the address block and is usually shorter. See Professional Email Etiquette. A friendly letter to a person you know follows different rules, which are covered in Informal Letter Writing.
Most formal letters use the same order from top to bottom. The diagram shows it in nine parts.
Diagram 1. The layout of a formal letter, with the nine main parts numbered.
The layout in the diagram is a common one. The sender's address is on the right, and everything else lines up on the left. Another version, called block format, puts every part on the left side. Both are acceptable. Choose one and use it all the way through. Address styles also differ between countries, so use the style that your country or your teacher expects.
Write the sender's address without your name above it, because your name appears at the end. Then write the date in full, for example "17 October 2026". Writing the month as a word avoids confusion, since the number 3/4/26 means different dates in different countries. Some countries put the month first ("October 17, 2026"), and either style is correct when used consistently.
Next comes the recipient's address: a title or name, the organisation, and then the address. When you know the person's job but not the name, use the job title, such as "The Principal" or "The Customer Services Manager". In modern layouts, you do not need to put a comma or full stop at the end of each address line.
The greeting (called the salutation) and the sign-off must match. In traditional British convention, the pair depends on whether you know the name.
Diagram 2. A named person gets "Yours sincerely". An unnamed person gets "Yours faithfully".
| Situation | Greeting | Sign-off |
|---|---|---|
| Name known | Dear Mr Khan, or Dear Dr Patel, | Yours sincerely, |
| Name unknown | Dear Sir or Madam, | Yours faithfully, |
| Job title only | Dear Principal, | Yours faithfully, |
| A team or department | Dear Admissions Team, | Yours faithfully, |
Two views exist on "Dear Sir or Madam". Exam courses and traditional guides still teach it. Many modern writers prefer to find a name or use a job title, because "Sir or Madam" can sound old-fashioned. If you can find the name, use it. "To Whom It May Concern" is more common in American English, and it is mainly used for general reference letters, not for ordinary requests. American English also tends to use "Sincerely" as the sign-off. Use the style that your syllabus or teacher expects.
A subject heading is a short line under the greeting that tells the reader what the letter is about, for example "Request to hold a charity bake sale". It is not required in every formal letter, but it helps a busy reader and is often used in letters to organisations. Keep it short and specific, and use a capital letter at the start only (or follow your teacher's style).
A formal letter does not build up slowly. State your purpose in the first sentence. Then develop it in two or three short paragraphs. A simple plan works for most letters:
| Purpose | A suitable opening |
|---|---|
| Request | I am writing to request permission to... |
| Enquiry | I am writing to enquire whether... |
| Complaint | I am writing to express my concern about... |
| Application | I am writing to apply for the position of... |
| Report a problem | I am writing to report a problem with... |
Each paragraph should cover one idea. Keep your tone measured, even in a complaint. A calm, clear letter is more likely to be taken seriously and answered. For more on complaints, see Complaint and Request Letters, and for the structure of paragraphs, see How to Write a Perfect Paragraph.
Formal language is polite, precise and impersonal. That does not mean using long, difficult words. It means choosing the clear, respectful option. You can learn more about the difference in Formal vs. Informal English.
If you send a document with your letter, such as a form or a copy of a certificate, mention it in the text ("I enclose a copy of my certificate") and write "Enc." at the bottom, after your name. If you send a copy of the letter to another person, write "cc" followed by their name. Never send original documents if a copy will do.
An exam task usually gives you a situation, a reader and several points to cover. Spend a few minutes planning before you write.
The note. "Hi, I want to do a bake sale for charity next Friday at break. Can I use the hall? Tell me soon. Sara"
The formal letter.
Dear Principal,
Request to hold a charity bake sale
I am writing to ask for your permission to hold a charity bake sale in the school hall during the morning break on Friday 6 November.
The money raised would be given to the local children's hospital. Members of Class 10B and the Charity Club have offered to prepare the food at home and to run the stalls. We would set up before the break and clear the hall afterwards.
I would be grateful if you could let me know whether the hall will be available, and whether any further permission is needed. I would be happy to discuss the plan with you at a time that suits you.
Thank you for considering this request. I look forward to hearing from you.
Yours faithfully,
Sara Malik
Class 10B
Try it yourself: write the opening sentence and the closing sentence of a letter to a librarian, asking for more time to return some books. Sample answer: Opening: I am writing to request an extension of the return date for the books that I currently have on loan. Closing: Thank you for your help. I look forward to hearing from you. (If you know the librarian's name, use "Dear Ms Hassan," and "Yours sincerely,".)
Here a tenant reports a repair problem to a landlord. Every part from Diagram 1 is present.
Dear Mr Alvarez,
Leaking pipe under the kitchen sink, Flat 4B
I am writing to report a leaking pipe under the kitchen sink at my rented flat, 123 Cedar Lane, Flat 4B.
The leak began on 10 October and has worsened over the past few days, causing water damage to the cabinet floor. I have placed a bucket underneath to catch the water, but the problem needs a plumber's attention as soon as possible.
Could you please arrange for a repair within the next few days? I am available most afternoons and can give access to the flat with a few hours' notice.
Thank you for your prompt attention to this matter.
Yours sincerely,
Maria Chen
The letter uses "Yours sincerely" because the landlord's name is known. The subject heading names the problem, the opening sentence states the purpose, and the body separates the facts from the request.
| Mistake | Why it matters |
|---|---|
| Mismatched greeting and sign-off | "Dear Sir or Madam" with "Yours sincerely" looks careless |
| Starting with "Hope you are well" | It delays the purpose and sounds casual |
| Using contractions and slang | It makes the tone too informal |
| One long paragraph | The reader cannot find the request |
| An angry or rude tone | The letter is less likely to be taken seriously |
| Forgetting the date or the subject | The reader cannot file or answer the letter |
| Writing your name above your address | Your name belongs after the sign-off |
| Not covering every point in an exam task | You lose marks for content |
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A well-structured formal letter is taken seriously faster than a rambling one, because readers in official roles look for the purpose first. This skill also makes the rest of the Letter and Email Writing series easier, including Professional Email Etiquette, Job Applications and Cover Letters and Complaint and Request Letters. Before you send or hand in a letter, use the advice in Punctuation Rules to check it.
Activity: give learners a short, informal note and ask them to turn it into a formal letter using the nine-part layout. Then let them swap letters and check the greeting and sign-off pair, the opening sentence and the tone with the checklist.
Please note: all examples here are original, written for teaching. The addresses are made up. Layouts and sign-offs vary between countries and syllabuses, so follow the style your course expects.
10 questions. Select an answer for each, then submit to see your score instantly.