Formal Letter Writing

A.1 Formal Letter

Format of Formal Letter.

Format of Formal Letter

A formal letter typically follows a certain format to convey a professional tone and ensure clarity of communication. The following is a common format for a formal letter:

  1. Sender’s Address: Start with your own address, which should be at the top of the page. Your address should include your name, street address, city, state, and postal code. If you are writing on behalf of an organization, include the organization’s name and address as well.
  2. Date: Skip a line after your address, and write the date in the format of month, day, and year. Make sure to use the same format throughout the letter.
  3. Recipient’s Address: Skip another line, and include the recipient’s name, job title, organization name, street address, city, state, and postal code. If you don’t have a specific recipient, you can use a general greeting such as “To Whom It May Concern.”
  4. Salutation: Use a formal greeting such as “Dear Mr./Ms./Dr. [Last Name],” followed by a colon.
  5. Introduction: Start with an introductory paragraph that explains the purpose of the letter, and provides any necessary context or background information.
  6. Body: Use one or more paragraphs to provide the details or information that you need to convey. Make sure to organize your thoughts logically, and use clear and concise language.
  7. Closing: Conclude your letter with a polite and professional closing such as “Sincerely,” followed by a comma.
  8. Signature: Skip four lines after the closing, and type your name. If you are printing the letter, leave space for your handwritten signature.
  9. Enclosures: If you are enclosing any documents or materials, list them below your signature block. For example, you might write “Enclosures: Resume, Writing Samples.”

Here’s an example:

[Your Name] [Your Street Address] [City, State ZIP Code] [Date]

[Recipient’s Name] [Recipient’s Job Title] [Organization Name] [Street Address] [City, State ZIP Code]

Dear Mr./Ms./Dr. [Recipient’s Last Name],




[Your Signature] [Your Typed Name]

Enclosures: [List of Enclosed Documents]

Imagine you are Saurabh/Soha Das residing at, Parijat Colony, Pune 411051.’
‘Historical Monument- A National Treasure.’

Write a letter to the Municipal
Commissioner requesting him/her to
take a strict action against those who
spoil the beauty and purity of the
Historical Places.

Saurabh Das
Parijat Colony
Pune 411051

The Municipal Commissioner
Pune Municipal Corporation
Pune, Maharashtra

Subject: Request for Strict Action against those who Spoil the Beauty and Purity of Historical Places

Respected Sir/Madam,

I am writing to you to bring your attention to the issue of spoiling the beauty and purity of historical places in Pune. As a concerned citizen of Pune, I feel it is our collective responsibility to preserve the heritage of our city.

Historical places are the national treasures that reflect our rich cultural heritage and history. Unfortunately, some people indulge in vandalism and deface the historical monuments. They damage the walls, inscribe graffiti and carve their names on the walls, which not only destroys the beauty of these places but also degrades their historical value.

It is disheartening to see that some people do not value the importance of our historical monuments and indulge in such unethical activities. Therefore, I urge you to take strict action against those who spoil the beauty and purity of historical places in Pune.

I would like to suggest a few measures that can be taken to address this issue. First, the Municipal Corporation should install CCTV cameras in and around the historical monuments to monitor any suspicious activities. Second, the Corporation should increase the frequency of patrolling by security personnel to deter vandals. Third, the Corporation should impose heavy fines on those who indulge in defacing the historical monuments.

I hope that you will take this matter seriously and take appropriate action to preserve the historical monuments of Pune. Thank you for your attention to this important matter.

Yours Sincerely,

Saurabh Das

Formal Letter 2

Imagine you are Rohit/ Richa residing at, Sainik Colony, Pune 411051.’

Write a letter to a famous scientist
inviting him/her as a Chief Guest of the
‘Science Day Celebration’ of your

Sainik Colony
Pune 411051


Dr. Utkarsh Moon
Mahatma Gandhi College of Science
Gadchandur Dist Chandrapur

Subject: Invitation to be a Chief Guest at the Science Day Celebration of our school

Dear Sir,

I am writing this letter to extend a warm invitation to you to grace the upcoming Science Day Celebration of our school as the Chief Guest. Our school is organizing a Science Exhibition to mark the occasion and showcase the creativity and ingenuity of our students.

As you are one of the most renowned scientists in the field, we believe your presence at the event would inspire our students and help them develop a deeper interest in science. Your valuable insights and experiences in the field of science will undoubtedly enrich the knowledge of our students and provide them with a platform to learn from the best.

The event is scheduled to be held on [Date] at [Time] at our school premises. The exhibition will showcase innovative projects and experiments by our students, and we would be honored if you could take some time out of your busy schedule to attend the event as our esteemed Chief Guest.

We understand that you have a busy schedule, and we will do our best to accommodate your convenience. We will be happy to arrange for your travel and accommodation as per your requirements.

We look forward to your kind response and sincerely hope that you will accept our invitation to be the Chief Guest at the Science Day Celebration of our school.

Thanking you in anticipation.

Yours Sincerely,


Q.5 (A) Letter Writing (5 Marks)
Al or A2 Do any one of the following.
Suppose you are Tanvi / Tanmay Mugale. Read the advertisement given below and attempt
any one of the letters given below it.

A1. Letter Writing

Look at the following advertisement. Write a letter to Mr. Shrihari Jadhav informing
him that you are interested in joining the camp. Ask about the things to be carried
with you for the camp.

Join SUMMER Camp
Organized By : Mr. Shrihari Jadhav
Shivpuri Colony, Omerga.
Duration : 15 days, 16th May to 30th May, 2021
Fees : 2000/- Mobile No. 9403864601
● camp for children to learn ● developing personality
● a good social activity ● makes you confident
● training in joyful activities ● improves the hidden qualities

Look at the following advertisement. Write a letter to your friend appealing to him / her to
join. Make use of the points in the advertisement and you may add your own.

A2. Letter Writing


Dear Mr. Shrihari Jadhav,

I hope this letter finds you in the best of health and spirits. I came across your advertisement regarding the SUMMER Camp being organized by you at Shivpuri Colony, Omerga. I am writing this letter to express my keen interest in joining the camp.

The duration of 15 days from 16th May to 30th May seems perfect for me as I have my summer break during that time. I am excited about the camp’s various activities and training, which can help me learn new things, develop my personality, and boost my confidence.

I wanted to inquire about the things that I should carry with me for the camp. It would be helpful if you could provide me with a list of essential items that I should pack to make the most of my stay at the camp.

I am looking forward to hearing back from you soon and hope to join the camp with enthusiasm.

Thank you for considering my application.


Tanvi / Tanmay Mugale


Dear [Friend’s Name],

I hope this letter finds you in good health and high spirits. I am writing to you today to bring to your attention a unique opportunity that I came across recently. Mr. Shrihari Jadhav is organizing a SUMMER Camp for children at Shivpuri Colony, Omerga, from 16th May to 30th May, 2021.

The camp has a lot of exciting activities lined up that can help us develop our personality, improve our hidden qualities, and boost our confidence. As you know, summer breaks can be long, and it can be challenging to find productive ways to spend our time. This camp is an excellent way to make the most of our vacation while also learning new skills.

Apart from these benefits, the camp is also a good social activity where we can interact with children our age from different parts of the city. This can be an excellent opportunity to make new friends and broaden our horizons.

The fees for the camp are only 2000/-, which is quite reasonable considering the benefits that the camp offers. I think it would be a great experience for us to attend this camp together and learn and grow in a fun and engaging way.

I hope you consider my proposal and join me at the SUMMER Camp. I look forward to hearing back from you soon.

Thank you for your time and consideration.

Best regards,

Tanvi / Tanmay Mugale

B. Write a letter to the Principal of your college requesting him to grant you leave of absence owing to the wedding in the family.

Subject: Leave of Absence Request for Family Wedding

Dear Principal,

Name of College

I hope this letter finds you in good health. I am writing to formally request your approval for a leave of absence from college due to a significant family event – my sister’s wedding.

The wedding ceremonies are scheduled to take place from [start date] to [end date], and my active involvement and support are crucial during this joyous occasion. I understand the importance of maintaining regular attendance and keeping up with academic responsibilities. Therefore, I assure you that I will make every effort to catch up on missed lectures and assignments promptly.

I have also informed my professors about my intended absence and have discussed strategies to make up for any academic gaps during this period. I am committed to ensuring minimal disruption to my academic progress.

I kindly request your understanding and support in granting me leave for the mentioned period. If necessary, I am willing to provide any additional documentation or information to facilitate this process.

I appreciate your consideration of my request and look forward to your positive response. Thank you for your time and understanding.


[Your Full Name]
[Your College ID]
[Your Contact Information]


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