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Formal letters are letters used mainly for impersonal discourses. They are used while communicating with officials or associates with whom the writer does not share a personal relation. These letters can be recognised by their tone which is often a combination of politeness and formality and their short length.
Format of a Formal Letter
Sender's Name
________________
________________
Date: (DD/MM/YYYY)
Recipient's Name,
Desigination &
Address
Subject : (One short sentence stating the purpose of the letter)
Salutation, ( E.g. Dear.....,)
Introduction: (Begin by introducing yourself and the purpose of writing the letter.)
Body Paragraph: (Explain the situation in detail listing factual information needed to validate your point.)
Conclusion: (End the letter by restating your request or an assurance, whichever is the case.)
Thanking you
Complimentary Ending
(E.g.: Yours sincerely/faithfully,) Sender’s Signature
Sender’s Name:
Sender’s Designation:
Types of Formal Letters:
These letters can be broadly classified into three wide categories
Sample Informal Letters:
Letter requesting for break time extension Rahul Nair B/205, Vivekanand Society S.V. Road Mahim, Mumbai 400 028 5th January 2024 The Principal Modal High School S.V. Road Mahim, Mumbai 400 028 Subject: Request for an extension in break time Respected Sir, With due respect, I, Rahul nair, studying in Class 9 B would like to request you to consider extending the break time from fifteen minutes to thirty minutes. Since many of our parents bring us lunch from home, it becomes difficult to go to the entrance to fetch it and finish eating it on time. We are therefore often late for the next lesson and are punished for the same. Also, it is the only time we get to practise for the annual day celebration. This extension will also allow us to play on the school grounds and prevent us from becoming mere book worms. Your understanding in this regard will be greatly appreciated. Thanking you Yours faithfully, Rahul Nair |
Letter for duplicate school leaving certificate Anuja R. Patil 15/B Sunita Apartments Kurla West Mumbai 400 085 7th June 2024 The Principal M. K. High School Off Lokhande Marg Mumbai 400 080 Subject: Application for duplicate school leaving certificate Respected Ma’am, I, the undersigned ex-student of your reputed school, request you to grant me a duplicate copy of my school leaving certificate. I misplaced my original certificate awhile ago, and I am in urgent need of it for my further education. I was a student of the 2006–2007 batch. My school roll number then was 52, and I was in Division B. My hall ticket number was A400152. I am enclosing a photocopy of my marksheet for your convenience. Kindly give me the document as soon as possible as its absence is causing hindrance in my admission process. I am ready to pay any charges applicable for the same. Thanking you, Yours sincerely, Anuja R. Patil |
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