Letter Writing Notes: Formal and Informal Letter Format

Letter writing is a key part of descriptive English papers in SSC CGL (descriptive component), SSC CHSL, bank PO mains (SBI, IBPS, RBI Grade B in some phases), insurance exams and many state PCS and state-level clerical exams. Even when it is not directly tested, the ability to write a clear, polite and well-structured letter is a basic professional skill for any government officer, who must regularly write official communication, replies to citizens and representations to higher authorities. Examiners look for correct format, relevant content, appropriate tone, good language and staying within the word limit. This note explains both formal and informal letter formats, gives samples and lists the phrases and mistakes that matter most.

Quick Facts at a Glance

• Two main types: Formal (official, business, complaint, application) and informal (personal letters to friends and family).
• Key marking areas: Format, content, organisation, language and word limit.
• Typical word limit: About 150 to 250 words, depending on the exam. Always follow the limit in the question.
• Tone: Formal letters are polite, objective and concise; informal letters are warm and personal.
• Golden rule: Address every point mentioned in the question.

1. Parts of a Formal Letter

1. Sender's address: Top left (in many Indian exam formats). In exams, if asked not to reveal identity, write "Examination Hall" or "ABC Colony, XYZ City".
2. Date: Below the sender's address, for example, 12 October 2026.
3. Receiver's designation and address: "The Municipal Commissioner, Municipal Corporation, Delhi."
4. Subject line: One line that states the purpose: "Subject: Complaint regarding irregular water supply in Sector 5."
5. Salutation: "Sir/Madam," or "Respected Sir/Madam,".
6. Body: Usually three paragraphs: introduction (who you are and why you are writing), details (the facts, problems or request) and conclusion (what action you expect).
7. Complimentary close: "Yours faithfully," (when the salutation is Sir/Madam) or "Yours sincerely," (when you address a person by name).
8. Signature and name: Name, and if required, designation or contact details.

2. Sample Formal Letter (Complaint)

Write a letter to the Municipal Commissioner complaining about the poor condition of roads in your locality.

ABC Colony
XYZ City
12 October 2026

The Municipal Commissioner
Municipal Corporation
XYZ City

Subject: Complaint regarding damaged roads in ABC Colony

Sir/Madam,

I am a resident of ABC Colony and wish to draw your attention to the poor condition of the main road in our locality. For the past three months, the road has been full of potholes, which have become worse after the recent rains.

The damaged road has caused several accidents, especially involving two-wheelers. Schoolchildren and senior citizens find it difficult and unsafe to walk. Waterlogging in the potholes has also led to mosquito breeding, creating a health risk for residents. Despite repeated oral complaints to the local office, no repair work has begun.

I therefore request you to take urgent steps to repair the road and ensure proper drainage before the problem becomes more serious. The residents will be grateful for your prompt action.

Yours faithfully,
XYZ
Resident, ABC Colony

3. Types of Formal Letters

Type	Purpose	Typical receiver
Complaint letter	Report a problem and request action	Municipal officer, company manager, police
Application / request letter	Ask for leave, a job, a certificate, permission	Principal, employer, officer
Letter to the editor	Express views on a public issue	Editor of a newspaper
Official / business letter	Orders, enquiries, information	Companies, government departments
Letter of suggestion	Propose improvements	Authority concerned

Letter to the Editor: Special Points

Address it to "The Editor, [Newspaper name]". Request publication in the first paragraph: "Through the columns of your esteemed newspaper, I wish to draw the attention of the authorities to ..." Then discuss the issue and suggest solutions. This type is very common in SSC and state exams.

4. Parts of an Informal Letter

1. Sender's address and date (top left or top right).
2. Salutation: "Dear Rahul," / "Dear Mother,".
3. Body: Begin with a greeting and personal touch, discuss the main topic, and end with warm wishes.
4. Closing: "Yours lovingly," / "With love," / "Your friend,".
5. Name: Only the first name is enough.

No subject line is needed in an informal letter.

5. Sample Informal Letter

Write a letter to your younger brother advising him to manage his time well during exams.

ABC Colony, XYZ City
12 October 2026

Dear Aman,

I hope you are well. Mother told me that your board exams start next month and that you are feeling a little stressed. Don't worry, it is natural to feel this way.

Make a simple timetable and divide your day into short study sessions with small breaks. Revise difficult subjects in the morning when your mind is fresh. Solve previous years' papers to get used to the exam pattern, and sleep for at least seven hours, because a rested mind remembers better. Most importantly, avoid comparing yourself with others.

I am sure you will do well. Call me whenever you need help with any subject.

With love,
Your sister,
Priya

6. Useful Phrases

Purpose	Formal phrases
Opening	I am writing to draw your attention to ... / I wish to bring to your notice that ...
Giving details	The situation has worsened because ... / It has been observed that ...
Requesting action	I request you to kindly ... / I would be grateful if you could ...
Closing	I hope you will take prompt action. / Thanking you in anticipation.

7. Common Mistakes to Avoid

1. Writing "Yours faithfully" in an informal letter, or "Yours lovingly" in a formal one.
2. Missing the subject line in a formal letter.
3. Using informal language like "Hi", "gonna" or emojis in formal letters.
4. Writing your real name or roll number when the exam forbids it.
5. Going far beyond the word limit or leaving out points given in the question.
6. Writing one very long paragraph instead of three clear ones.

Preparation Strategy

• Memorise one formal and one informal format perfectly.
• Write one letter every two days, alternating between complaint, application, editor and informal letters.
• Time yourself: aim for 15 to 20 minutes per letter, including a quick review.
• Count words in your first few letters to develop a sense of the limit.
• Read official notices and good newspaper letters to absorb formal tone.

8. Sample Letter to the Editor

Write a letter to the editor of a newspaper about the growing problem of stray plastic waste in public places.

Examination Hall
XYZ City
12 October 2026

The Editor
The Daily News
XYZ City

Subject: Need for urgent action against plastic waste in public places

Sir/Madam,

Through the columns of your esteemed newspaper, I wish to draw the attention of the authorities and citizens to the growing problem of plastic waste in our city's parks, markets and drains.

Despite rules restricting single-use plastics, polythene bags and disposable cups are still widely used. They choke drains, cause waterlogging during the monsoon and harm stray animals that eat them. Plastic burnt in open spaces also adds to air pollution. The problem is made worse by the lack of separate bins for dry and wet waste in many areas.

The municipal body should strictly enforce the existing rules, place segregated bins in public places and run regular awareness drives in schools and markets. Shopkeepers can be encouraged to offer cloth or paper bags, and residents' welfare associations can organise monthly clean-up campaigns. Citizens, too, must carry their own bags and refuse plastic items.

I hope this letter will motivate both the authorities and the public to act before the situation becomes worse.

Yours faithfully,
XYZ

9. Sample Application for Leave

A short application is also a frequent exam question. Address it to the head of the office or institution, give the subject ("Application for leave for three days"), mention the reason briefly and politely, state the exact dates, assure that pending work will be completed or handed over, and close with "Yours faithfully" or "Yours obediently" followed by your name and designation. Keep it within 100 to 120 words unless the question asks for more. Short applications are marked mainly on format and clarity, so precision matters more than length.

How Examiners Mark a Letter

Although schemes differ between exams, examiners generally look for five things: correct format for the letter type; content that covers all points in the question; logical organisation into paragraphs; language that is grammatically correct, polite and suitable in tone; and adherence to the word limit. A letter that is perfectly formatted but misses a key point in the question loses marks, and so does one with good content but informal language. Re-read the question after writing to confirm every point has been addressed.

Related Notes

• How to Write a UPSC Essay
• Parts of Speech and Tenses Notes
• Subject-Verb Agreement and Error Spotting Notes
• All English Notes

Frequently Asked Questions

What are the main types of letters?

Formal letters, such as complaints and applications, and informal letters, written to friends and family.

What is the correct format of a formal letter?

Sender's address, date, receiver's address, subject, salutation, body in paragraphs, complimentary close and signature.

When do we use "Yours faithfully"?

When the letter begins with "Sir" or "Madam" and the receiver is not addressed by name.

When do we use "Yours sincerely"?

When the receiver is addressed by name, such as "Dear Mr Sharma".

Is a subject line needed in an informal letter?

No. A subject line is used only in formal letters.

What is the usual word limit for letters in exams?

It is usually about 150 to 250 words, but always follow the limit given in the question.

What should I write instead of my address in the exam?

Write "Examination Hall" or a dummy address like "ABC Colony, XYZ City" if the exam forbids revealing identity.

How many paragraphs should a formal letter have?

Usually three: introduction, details and conclusion with the request.

Is letter writing asked in SSC exams?

Yes. Letter writing is part of descriptive English in SSC CGL and CHSL, along with essay writing.

How is a letter to the editor different?

It is addressed to a newspaper editor and requests publication to raise awareness about a public issue.

Can I use contractions like "don't" in formal letters?

It is better to avoid them and write "do not" in formal letters.

How can I improve my letter writing quickly?

Memorise the formats, learn useful phrases and practise writing one letter every two days with a timer.