Formal letter writing is a structured and professional mode of communication commonly used in various fields, including engineering, to convey information, make requests, or address specific issues. It follows a predefined format and tone, adhering to established conventions and etiquette. The purpose of formal letters is to maintain clarity, professionalism, and a sense of formality in written communication. **Key Elements of Formal Letter Writing:** 1. **Sender's Address:** Positioned at the top right corner of the letter, it includes the sender's name, address, and contact information. 2. **Date:** Placed below the sender's address, indicating the date when the letter is written. 3. **Recipient's Address:** Positioned on the left side below the date, containing the recipient's name, title, company/organization, and address. 4. **Salutation (Greeting):** A formal greeting addressing the recipient, such as "Dear Mr. Smith," or "To Whom It May Concern." 5. **Introduction/Opening:** The initial paragraph that introduces the purpose of the letter and establishes a formal tone. 6. **Body:** The main content of the letter, where the sender presents information, makes requests, or discusses specific matters in a clear and organized manner. The body can be divided into paragraphs for better readability. 7. **Closing:** A formal closing statement that summarizes the purpose of the letter and leads to the conclusion. Common closings include "Sincerely," "Yours faithfully," or "Best regards." 8. **Signature:** A space for the sender to sign the letter, usually placed between the closing and the typed name. **Types of Formal Letters:** 1. **Job Application Letters:** Used when applying for a job, internship, or any employment opportunity. 2. **Cover Letters:** Accompany resumes or job applications, providing additional information about the applicant's qualifications and interest in a particular position. 3. **Business Letters:** Addressed to individuals or organizations for various business-related purposes, such as inquiries, complaints, or proposals. 4. **Complaint Letters:** Express dissatisfaction or make a complaint regarding a product, service, or situation. 5. **Inquiry Letters:** Seek information or clarification on a particular matter. 6. **Recommendation Letters:** Provide a positive endorsement or reference for an individual, typically used in employment or academic contexts.

1. Formal Letter Writing
(Application Writing)
Sagarika Chakravorty
Assistant Professor
Professional Communication Department
Kanpur Institute of Technology

2. What is a formal letter (application)?
Formal Letters, also called Business Letters,
Professional Letters or Applications are letters that
are written in a strict, formal and ceremonious
language and follows a certain stipulated format.
Such letters are written for official purposes to
authorities, dignitaries, colleagues, seniors, etc and
not to personal contacts, friends or family.

3. We live in a world of technology backed
communication. E-mails, texts, etc are most
of our preferred modes of communication.
However, letters still have a major use and
importance in our society. Especially formal
letters (applications) written to authorities
or professional contacts, because they
generally stay on record.

4. Purpose for writing:
Formal letters (applications) can be written for a number of
purposes such as,
to express your concerns in the professional setup
to provide official information across your workspace (sick
leave and others)
to order goods, to apply for employment
to the Editor of a newspaper or any government department
addressing the problems faced by various groups of people in
different areas, etc.

5. Types of Formal Letter (Application)
Letters Sub Categories
Business Letters • Letter of Enquiry
• Order Letter
• Complaint Letter
• Reply to a Letter of Complaint
• Promotion Letter
• Sales Letter
• Recovery Letter
Official Letters • Cover Letters
• Letters of recommendation
• Interview follow up letters
• Offer Letters
• Letters of commendation
• Letters of resignation
• Thank you letters
• Apology Letters
• Office Memorandum
• Welcome Letters
• Request Letter
• Announcement Letters
• Termination Letters

6. Steps to write a Letter (Application)
1. Receiver’s Address: Make sure that the receiver’s
address is clear and precise. It is written at the top
on the left-hand corner of the page. It comprises of
the receiver’s name/designation and the complete
address.
Example:
The Team Manager
Tata Consultancy Services
Indra Tower, Darya Ganj
Delhi – 110002

7. 2. Date: While writing date, always remember the day is written in
figures, month in words and year in full figures.
Example
19th September, 2022
3. Subject: One of the most important parts of a Formal Letter is the
subject. One must ensure that the subject expresses the main
theme or crux of the letter clearly. It must be brief as possible,
maximum three or four words.
Example
Leave Required
Application for Sick Leave

8. 4. Salutation: The salutation used in formal letters is a
greeting to whom the letter is addressed. The form of
greeting or salutation depends on the relation and degree
of intimacy between the writer and the addressee in
personal letters. But in official letters, we may use
salutation keeping in mind the gender, if specified in the
question.
Example
Respected Sir/Ma’am,
Dear Mr./Ms./Mrs. {Recipient’s Name},

9. 5. Body of the Letter: The body of the letter is a complex part
which contains all the information the writer (you) wants to
convey. For this, start with introducing the purpose of writing.
Then build up the topic.
The body includes three main parts. It should be:
i) Introductory Paragraph/Sentence: It should be aimed at
introducing yourself and stating the purpose of your letter.
Example
With due respect and courtesy, I Ram Sharma, HR executive
of your company, writing to let you know that I developed an
acute case of food poisoning last night. I hoped it would go
away by this morning, but it looks like I am still unwell.

10. ii) Informative Paragraph: It should furnish all the
required details of the problems, cause, effect, possible
solution etc.
Example
Please grant me leave for {X days} days so that I can
take proper rest. I will join the office after {X days},
once my health comes back to normal.

11. iii) Concluding Paragraph/Sentence: Where you lay
out your hope, comment, request, suggestion etc.
Example:
I will be available to answer emails and phone
calls if you need urgent help, however, {Colleague's
name} will handle my workload today to ensure all
deadlines are met.
Thank you for understanding.

12. 6. Complimentary Close: This is a courteous way of
ending a letter. For this, we write-
Yours sincerely/Yours faithfully/Yours truly.
The first letter of the second word (here ‘s’, ‘f’, ‘t’) is
never written in capital letter.
7. Sender/Signature: Just below the complimentary
close, sender’s name is written as a mark of signing off.
If application, the sender’s designation may be added
in brackets.
Example
Ram Sharma
(HR Executive)

13. Points to be Kept in Mind
Answer the following questions while drafting the letter:
• Who are you writing to?
• What is the reason for writing the letter?
• What do you expect as the result of writing this letter?
1. Everything starts with left hand corner after the margin.
2. Get right to the purpose of the letter in polite and formal
language. It should focus on the desired topic.
3. Be clear, concise and to the points. Stick to the word limit of
100-150 words.
4. Use simple language so that the letter is easy to understand.
Do not use long-winded sentences.
5. Review your finished letter for clarity from the reader’s
viewpoint, who should understand the action to be taken in
response to the letter.