Sample Letter Format: We have shifted and progressed to a world where communication is majorly done online. We have instant messaging platforms and emails as major communication mediums but in the business world, most of the communications are done using formal letters such as across companies and departments. It is important that you know the letter writing format to effectively communicate and deliver your messages.
Due to the usage and importance of letter writing, many competitive examinations have a descriptive exam phase to test the candidate’s ability to deliver the messages. SSC CGL, SSC CHSL, and other few banking exams test your letter writing skills before recruitment.
There are majorly two types of letter format, formal letter format, and informal letter format. The letter writing format for the categories differs as the purpose differs. While curating formal letters, one must stick to the formal letter format only whereas the informal letter is a little flexible.
In this article, we have tried explaining the official letter format for writing a sample letter here.
Correct formatting gives a proper structure and formation to the letter. It includes the correct usage of greeting, spacing, closing, and signature.
Sample Letter Format for Writing a Letter
Sender’s Contact Information
The purpose of mentioning the sender’s address is to convey the complete postal address to receive further communication. It includes the following information,
The date mentioned in the letter is the date on which you are writing the letter.
Recipient’s Contact Information
This is the difference between a formal letter format and an informal letter format. Recipients’ address is not written in the informal letter writing. In the formal letter writing, the recipient’s contact information contains the following information,
Greeting (Salutation Examples)
In Formal letter writing, the greeting or the beginning of the body of the letter is done with Dear Mr./Ms. Last Name. If you do not know the name of the person, you can just write Dear Sir/Ma’am.
In Informal letter format, you can use first names while greetings as you have a personal relationship with them. You can begin your letter with Dear (name of the person)
Body of Letter
The first paragraph of the letter generally contains an introduction to why you are writing the letter. This gives the recipient an overview of the content of the message.
Then, in the succeeding paragraphs, give more information and particular details about the message and the concerning topic.
The last paragraph of the letter should contain a subtle reiteration of the message and the final result that you wish to achieve after writing the letter.
For e.g., I am hopeful that there shall be a swift resolution to my demands and complaints.
After that, thank the reader for considering the request. You can also mention prospects of future communication or expectation of a reply.
The closing of the letter varies as per your relationship with the recipient.
Best regards, (Closing Example)
Handwritten Signature (For a hard copy letter, use blue or black ink to sign the letter)
Example / Layout
For a visual reference of the sample letter format, you can refer to the image below.
After you have finished writing, you must go through the letter for mistakes and errors. Proofread the letter for spelling mistakes and grammatical errors. This is an important step and must not be skipped.
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