Sender’s Address (Return Address)
Date Line-
(April 10, 2021 or 10 April 2021 or 10.04.2021)
Do not use 10-05-2021 etc.
Inside Address (Receiver’s Address e.g. Designation, Organization, City)
Salutation: Dear Sir/Dear Madam/Respected Sir/Respected
Madam/Dear Mr. Singh/Ms. Singh etc. (Avoid writing Mam)
Subject: …… (Bold/Underlined)… (no full stop at the end – but write a Descriptive Subject – not just a
single word)
Three Parts are there in the Body of Letter:
 WHY (The Reason/Problem) (e.g. I wish to state…)
 Details/Explanation of the Problem
 Action Required from the Receiver (e.g. Therefore, I request you to…)
Expression of Goodwill:
(e.g. Thanking you in anticipation. or Thank You. - Do not forget to mark a Full Stop.
Thanking you (no full stop with it)
Complimentary Close:
Yours sincerely/faithfully (Your’s Sincerely)
…Signatures…
Name
Designation
 Letters are used for EXTERNAL COMMUNICATION
 This is BLOCK Format.
 Every part is indented to the LEFT.
 Do not JUSTIFY the text.
 In the BODY, the paragraphs should not be indented. Each Paragraph will begin from the extreme left.
 No Punctuation Mark is used after the Subject statement, Salutation & Complimentary Close.