Master formal and informal letter writing! Learn proper formats, appropriate language, and different purposes for letters in academic and personal contexts.
✅ Recommended for: Class 7-8 (Intermediate) | Class 9-10 (Review)
1. What is Letter Writing?
Letter: A written message from one person to another, usually sent by post. Letters can be formal (official/business) or informal (personal/friendly).
Purpose: To communicate information, make requests, express feelings, or maintain relationships when face-to-face conversation isn't possible.
Even in the digital age, letter writing remains important for official communication, job applications, complaints, and personal connections. Learning to write good letters helps you communicate effectively in various situations.
| Letter Type | When to Use | Examples | Language Style |
|---|---|---|---|
| Formal Letters | Official purposes, unknown recipients, business | • To principal/teacher • Job applications • Complaints to companies • Editor of newspaper |
Polite, respectful, professional |
| Informal Letters | Personal purposes, friends/family | • To parents • To friends • To relatives • Thank you notes |
Friendly, casual, conversational |
2. Formal Letter Format & Structure
Formal letters follow a strict format with specific parts in fixed positions:
| Part | Position | What to Write | Examples |
|---|---|---|---|
| Sender's Address | Top right corner | Your complete address without name | 45 Park Street New Delhi - 110001 Date: 15 March 2024 |
| Receiver's Address | Left side, below sender's address | Recipient's name, title, and address | The Principal Modern Public School Delhi - 110095 |
| Salutation | Left, after receiver's address | Formal greeting | Dear Sir/Madam, Respected Sir/Madam, |
| Subject Line | Below salutation, centered or left | Brief topic of letter | Subject: Request for leave of absence Subject: Complaint about faulty product |
| Body | After subject, paragraphs | • Introduction • Main content • Conclusion |
3-4 paragraphs explaining purpose |
| Complimentary Close | Right side, after body | Polite closing phrase | Yours faithfully, Yours sincerely, |
| Signature | Below complimentary close | Your signature, then printed name | [Signature] Rahul Sharma (Class 8-A) |
Important: In formal letters, never use contractions (can't → cannot, I'm → I am). Use complete sentences and polite language.
3. Informal Letter Format & Structure
Informal letters are more flexible but still have a basic structure:
| Part | Position | What to Write | Examples |
|---|---|---|---|
| Sender's Address | Top right corner | Your address (optional in emails) | 45 Park Street New Delhi 15 March 2024 |
| Salutation | Left, after date | Friendly, personal greeting | Dear Rahul, My dear Friend, Dearest Grandma, |
| Body | After salutation | • Opening้ฎๅ • Main news/message • Closing้ฎๅ |
Casual, conversational paragraphs |
| Complimentary Close | Right side | Warm closing | Yours lovingly, With love, Best wishes, |
| Signature | Below close | Your first name/nickname | Rahul Your friend, Love, |
| Postscript (P.S.) | After signature (optional) | Additional thought | P.S. Don't forget to send photos! |
Key Difference:
Formal: "I am writing to inform you..."
Informal: "I wanted to tell you..."
Formal: "I would be grateful if..."
Informal: "Can you please..."
4. Common Types of Formal Letters
| Type | Purpose | Key Phrases | Structure Tips |
|---|---|---|---|
| Application Letter | Apply for job, course, leave | "I wish to apply for..." "I am writing to apply..." "Please consider my application..." |
Mention qualifications, experience, why you're suitable |
| Complaint Letter | Express dissatisfaction | "I am writing to complain about..." "I wish to bring to your notice..." "I was disappointed with..." |
Describe problem clearly, suggest solution, be polite |
| Inquiry Letter | Ask for information | "I would be grateful if you could..." "Could you please send me..." "I am interested in knowing..." |
Be specific about what information you need |
| Letter to Editor | Express opinion on issue | "Through the columns of your newspaper..." "I would like to draw attention to..." "It is high time that..." |
Clear opinion, supporting reasons, constructive suggestion |
5. Common Types of Informal Letters
| Type | Purpose | Key Phrases | Structure Tips |
|---|---|---|---|
| Friendly Letter | Keep in touch, share news | "How are you?" "I hope this letter finds you well." "You'll never guess what happened..." |
Ask about recipient, share your news, show interest in their life |
| Thank You Letter | Express gratitude | "Thank you so much for..." "I really appreciate..." "It was so kind of you to..." |
Be specific about what you're thanking for, mention how it helped |
| Invitation Letter | Invite to event | "I would like to invite you to..." "Please join us for..." "We would be delighted if you could..." |
Include date, time, venue, purpose, RSVP request |
| Congratulatory Letter | Celebrate achievement | "Congratulations on..." "I was thrilled to hear..." "Well done on..." |
Mention specific achievement, express genuine happiness |
๐ฏ Letter Writing Challenge
1. What's the correct salutation for a formal letter to an unknown principal?
2. Write the complimentary close for a letter to your grandmother.
6. Language Differences: Formal vs Informal
| Aspect | Formal Letter Language | Informal Letter Language |
|---|---|---|
| Salutations | Dear Sir/Madam, Respected Sir | Dear Rahul, Hi Friend, Dearest Mom |
| Contractions | Avoid (cannot, will not, I am) | Use freely (can't, won't, I'm) |
| Vocabulary | Formal words (request, inform, inquire) | Everyday words (ask, tell, find out) |
| Sentence Structure | Complete, complex sentences | Simple, conversational sentences |
| Closing | Yours faithfully/sincerely | Yours lovingly, Best wishes, Take care |
| Abbreviations | Avoid (write full forms) | Okay (TV, ASAP, etc.) |
| Emoticons/Emphasis | Never use | Can use (!, ?, :), :) |
7. Common Mistakes to Avoid
1. Mixing formal/informal: Using "Hi" in formal letter or "Respected Sir" to friend
2. Wrong address placement: Sender's address on left, receiver's on right
3. Missing subject line: Formal letters need clear subject
4. Incorrect salutation/closing: "Yours faithfully" with name known → "Yours sincerely"
5. Too casual in formal: Using slang, contractions, emoticons
6. Too formal in informal: Sounding stiff with friends/family
7. Unclear purpose: Rambling without stating why you're writing
8. Memory Aids & Learning Tips
Formal Letter Formula:
S = Sender's Address (right)
R = Receiver's Address (left)
D = Date
S = Salutation (Dear Sir/Madam)
S = Subject (clear and brief)
B = Body (3 paragraphs)
C = Complimentary Close (Yours faithfully)
S = Signature + Name
Letter Writing Checklist:
1. ✓ Correct format (addresses, date positions)
2. ✓ Appropriate salutation for letter type
3. ✓ Clear subject line (formal letters)
4. ✓ Organized body paragraphs
5. ✓ Suitable language (formal/informal)
6. ✓ Proper complimentary close
7. ✓ Signature and printed name
๐ Practice Letter Writing
Go to Letter Writing WorksheetIncludes: Formal letters • Informal letters • Format practice • Language differences • Complete letters • Answer key
