format of formal letter writing
Answers
Answer:A formal letter is of 6 elements: the Address (Sender's/Receiver's), Date, Salutation, Subject, Body Text & Ending.
Formal Letter Format
A formal letter has a format which needs to be followed. A typical formal letter format is
Sender’s address
Date
Name / Designation of Addressee
Address of the Addressee
Salutation
Subject
Body – Introduction, Content, Conclusion
Complimentary Close
Signature / Name of the Sender
Designation of the Sender
formal letter format
Types of Formal Letters and Formal Letter Format
A. Letter of Enquiry
As the name suggests this type of letter is the source of collecting information. People usually use a letter of inquiry as one of the most used business letter or formal letter. A letter of inquiry helps a person to have information like some course or job inquiry, prices of services and products, terms and orders or working agreements etc. One must always keep in mind
Give a brief introduction about yourself
Include the name of the organization (if possible)
Provide clear details about the area of inquiry
Present your queries and doubt in a clear and understandable form
Mention the deadlines by which you need the information
Learn more about the Business Letters here with examples in detail.
The format of this letter is the same as the formal letter format.
Sample
16 Ring Road
Nagpur – 01
November 30, 20xx
The Director
ABC Classes
35 Patel Street
Delhi − 18
Dear Sir,
Sub.: Enquiry about CAT Coaching Classes.
This is with reference to your advertisement in the ‘The Times of India’ for CAT Coaching classes. I have passes the B.Sc. degree examination with Statistics as the main subject. I am keen on joining your institute for the coaching classes.
Kindly let me know about the procedure of applying for the qualifying test and its date. I would also like to know the duration of the coaching programme, the duration and the number of classes per week along with the available mode of classes. Information about the fees payable and the study materials is highly appreciated. Could you please send me a copy of your prospectus?
I would like to enroll as soon as possible. Your early response will enable me to decide fast.
Thanking you.
With kind regards
XYZ
Browse more Topics under Writing Formal Letters
Formal letters and Pointers for Formal Letters
Format of Formal Letters
Learn more about Formats of Resume here in detail.
B. Order Letter
When a buyer needs to order some goods, he writes an order letter to the seller. The three main parts of this letter are
The details of the items or the goods being ordered must be clearly stated. It must have complete information like the quantity of the goods, model number (if possible), etc.
The information related to the shipping must also be clearly given. The mode of shipping, shipping location and the desired date for the goods to be shipped must be clearly stated.
The inquiry related payment whether it is the mode of payment, date of payment or terms and conditions regarding payment should be clearly mentioned.
Let’s look at the format with an example.
Sample
New Era Business
16 Ring Road
Delhi – 01
November 30, 20xx
The Manager
Woods and Worlds
35 Patel Street
Delhi − 18
Dear Sir,
Sub.: Placing order for furniture.
As we have discussed telephonically, on behalf of our company I like to place an immediate order for the supply of the following set of furniture.
Model No. Name of the Item Quantity
1254 Chair 25
1478 Chair 12
2148 Conference Table 03
4615 Table 50
2418 Sofa 02
As we have discussed, we are sending a demand draft of Rs. 20,000 as advance payment. The rest will be paid at the time of delivery. Kindly ship the above order at the above-mentioned address.
Kindly adhere to the terms of the agreement. We hope to receive the order in four working days.
Thanking You.
Yours truly
XYZ
HR