Detailed Format for Letters

What are Letters?

A letter is a form of communication between two ore more people, the sender of the letter and the receiver(s). It can be in a personal letter or a professional one. They can be written in several ways, like handwritten or printed. 

The letter format is the first crucial step while drafting one. Therefore any letter you write should be according to the structure described below.

Let’s understand how to write a letter.

Letter Formats

There are mainly two types of letters, formal letters and informal letters. Each of these letters is written for a different purpose. 

A formal letter is also known as an official letter. These are letters for professional purposes. Examples of formal letters are:

• Letter of appeal 
• Letter of apology
• Letter of complaint 

An informal letter is also known as a personal letter. These are letters you can write to your family members or acquaintances. Examples of informal letters are:

• Inviting a family member for a party
• Apologising to a friend 
• Marriage invitation 

When writing a personal letter, you should follow the personal letter format. However, you should follow the official letter format if you are writing an official letter. 

Personal Letter Format

When you are writing a personal letter, you should follow the following letter writing format: 

• Sender’s Address

This is the first thing you need to write in an informal letter. You must start the letter with the sender’s address. It helps the receiver know who has sent the letter and which address they should reply to. 

• Date

Every letter should have a date so that the receiver knows when the letter has been written. You should write the date in the left corner of the page. Also, the date has to be written in an expanded form. 

• Greetings

You should informally write the salutation using something like ‘Dear’. This greeting can be for parents, uncles and aunts, friends and acquaintances. 

• Introduction

Following the greeting, you should start writing the letter’s opening. It is where your actual letter will start. The introduction is where you set the tone of the letter. You should start the letter by inquiring about the other person’s health and wellbeing. It is the opening stage of your letter. 

• Body of the Letter

The tone of your personal letter should be friendly. Remember, when you write a letter to an older person, you should be respectful. Your words in the conversation will set your letter’s tone. 

• Conclusion

Your conclusion should bid farewell to the receiver of the letter. Keep your farewell warm and friendly. Additionally, you can request the other person to write back to you. 

• Sender’s Signature 

You should add your signature at the end of your letter. Also, you should add ‘kind regards’, ‘lots of love or anything you want to sign the letter with and end the letter.  

Official Letter Format 

When you are writing an official letter, here is the format you should follow:

• Sender’s Name and Address

It is essential to mention the sender’s address for any future replies to your letter. Additionally, it helps the receiver know exactly who the letter’s sender is. 

• Date

It is essential to mention the date and time in an official letter. 

• Name and Designation of the Receiver

In the next step, mention the Name and Designation of the letter’s receiver. When you skip this part, it can lead to confusion about who is supposed to be the letter’s receiver. 

• Address of the Receiver

This step ensures that the official letter reaches the proper address of the receiver. 

• Salutation

Salutation is one of the most critical steps of a formal letter. In this step, you need to address the receiver with respect. You should use ‘Respected Sir/ Madam’ in this section to show respect.

• The Letter’s Subject

You need to write the letter’s topic to help the receiver understand why you are writing the letter. 

• Body

In the body of the letter, you need to expand on the subject of the letter and explain the purpose. 

• Complimentary line

In this line, you need to add ‘Best Wishes’ or ‘With Regards’. 

• Signature and Name of the Sender

Add your name and signature when ending the letter. It will give the receiver know who has sent the letter. 

• Designation of the Sender

You must write your title to provide the letter with a good end. It is an important step to end your formal letter. 

Conclusion

Writing a formal letter is simple and easy if you follow the format thoroughly. You should adhere to the letter writing format for both types of letters. When you follow the format and stay on the subject throughout the letter, you will be able to draft a good letter.