letter writing in formal guidance by khilawan

Letter writing in formal

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Formal Letter - Letter-writing is an art, so while writing the letter, easy, simple and common spoken language should be used in the letter, so that the recipient of the letter can understand the expressions expressed in the letter well.

Through letter writing we can express our feelings and thoughts. Through letters, a person can write his words and convey them to others. The things that people hesitate to say, those things can be easily explained or said through letters.

Letter writing in formal

Why is the letter needed?

Letters are written to know the skill of their relatives or friends living far away and to inform about their skill. Nowadays, we have many modern means of communication, such as telephone, mobile phone, email etc.

The question arises that why is it still necessary to learn letter-writing? Writing letters is not only important but also very important, conversations on the phone etc. are temporary, on the contrary, written documents take a permanent form. Example- When you cannot go to school, then you have to write an application for leave.

Type of Letters

Mainly letters can be divided into the following two categories -

(1) formal letter

(2) informal letter

Difference between formal and informal letter

Formal letter -

Formal letters are written to those with whom we do not have any personal relationship. Letters related to business, applications to the principal, applications, letters to government departments, letters to the editor, etc. are called formal letters. The language of formal letters is simple and courteous. These letters only talk about work or one's own problem.

Informal letter -

Informal letters are written to those people with whom we have a personal relationship. Informal letters are written to the people of one's family like parents, siblings, relatives and friends to inquire about their well being, to invite and to inform etc. The use of language in these letters may be slightly relaxed. The number of words in these letters can be unlimited because these letters also include things from here and there.

What is a formal letter? ( formal letter )

This letter is written to those with whom we do not have any personal relation. In formal letters, only work-related matters are addressed. Letters related to business, applications to the principal, applications, letters to government departments, letters to the editor, etc. are called formal letters. In formal letter writing, mainly the message, information and facts are given more importance. In this, brevity i.e. less words only talk about the work, clarity i.e. the use of such language is easily understood by the recipients of the letter and self-completion i.e. the whole thing is expected (expected) to be said in a single letter.

Types of formal letter

Formal letters can be divided into three categories-

(1) Application - The letters in which the request or prayer is made are called 'application letters'. Letters written for leave, complaint, correction, application etc. come in the application form. These letters can be written from the principal of the school to the official of any government department.

(2) Official letters - The letters which are written for official work are called 'office letters'. These are written to government officials or officials, school and college headmasters and principals. These letters include letters written to the postal superintendent, editor of the newspaper, transport department, station in-charge, school principal, etc.

(3) Business letter - The letters which are written for the purchase and sale of goods in business or for the transaction of money are called 'business letters'. These letters include letters written to shopkeepers, publishers, traders, companies, etc.

Things to keep in mind while writing a formal letter

(i) Formal letters are bound by rules.

(ii) Language is used carefully in these types of letters. In this unnecessary things (Kushal-Mangal news etc.) are not mentioned.

(iii) The beginning and end of the letter should be effective.

(iv) The language of the letter should be simple, the text should be clear and beautiful.

(v) If you are writing a letter from the class or examination hall, then the class or examination hall (in place of your address) and K.B.C. (in place of your name) should be written.

(vi) Write the letter along the margin line from the left side of the page.

(vii) Efforts should be made to write the letter in one page only so that the harmony/rhythm is maintained.

(viii) The Principal should write his name, class and date in place of the sender while writing the letter.

The formal letter (draft) has the following seven parts -

(1) Begin the letter by writing 'in service', the designation and address of the letter recipient.

(2) Subject - Write the subject about which the letter is being written, in one sentence only, in word-signs.

(3) Address - to whom the letter is being written - Sir / Madam, Honorable etc. Use courteous words.

(4) Subject-It should be written in two paragraphs-

First Paragraph – Sentence should start with “Civil request that”, then write about your problem.

Second Paragraph – By writing “It is a humble request to you”, write what you expect from them.

(5) Signature and name- words like thank you or sorry for the trouble should be used and at the end write your sincere, sincere, applicant and write your name below it.

(6) Address of the sender - locality/locality of the city, city, pincode etc.

Which words should be used in the formal letter of appreciation (words to be written respectfully in the beginning), salutation and ending-

Prashasti (Words to be written with respect in the beginning) – Mr., Mr. Yut, Manyavar, Sir etc.

Greeting – Salutation is not written in formal letters.

End - Your obedient disciple / obedient disciple, Yours faithfully / Yours faithfully, requester / requester, well wisher, applicant etc.

  • Examples of formal letter -

Format of application letter to the Principal



Name and address of the school………….

Subject- (Reason for writing the letter).


The first paragraph ………………….

second paragraph ………………….

Your obedient/obedient disciple/disciple,

k b c


Date ………………….

Subject - Getting back the bag left in the bus.

  • Example :


Yesterday on 24th April, 2019, I had caught an air conditioned (air conditioning) bus from Chandigarh bus stand for Shimla on completion of work in Chandigarh. After the journey was over, I got off the bus and went to Shimla.

My happiness knew no bounds when, after three hours, the bus conductor, Mr. Ramkrishna Sharma, reached my house with my bag asking for my home address. Till then I did not know that I had forgotten my essential bag in the bus itself. In this bag was my very important paper, few rupees and Aadhar card issued by Government of India. Due to the address written on the same, the conductor Shri Ramkrishna Sharma was successful in finding the address of my house. I found this behavior of the conductor very commendable and commendable. Impressed by his honesty, I wanted to reward him with something, but he gave up saying that it was his duty.

I want that such honest employees should be rewarded so that other employees can also learn the lesson of honesty. I once again express my gratitude to the conductor Shri Ramkrishna Sharma.

Thank you.


Ramesh Kumar

38/5 Himunda Colony,


Tel - xxxxxxxxxx

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