Formal Letter Writing Format for Class 6–12 (with Samples)

A formal letter is written for official purposes. The format used in CBSE and most state boards has eight parts in a fixed order: sender's address, date, receiver's address, subject, salutation, body, complimentary close, and name with signature.

The Formal Letter Format (Step by Step)

#	Part	What to write
1	Sender's address	Your address (or as given in the question)
2	Date	e.g. 24 October 2026
3	Receiver's address	Designation, organisation, city
4	Subject	One line stating the purpose
5	Salutation	Sir / Madam / Respected Sir
6	Body	3 short paragraphs: intro, details, request
7	Complimentary close	Yours faithfully / sincerely / obediently
8	Name & signature	Your name

Layout: most schools now follow the block format — every line starts at the left margin, no indentation.

Sample 1: Complaint Letter (to a Municipal Officer)

You are Anita/Arjun of Shanti Nagar, Kanpur, writing to the Municipal Commissioner about uncollected garbage.

42, Shanti Nagar, Kanpur
24 October 2026

The Municipal Commissioner
Kanpur Nagar Nigam, Kanpur

Subject: Complaint about uncollected garbage in Shanti Nagar

Sir,

I am a resident of Shanti Nagar and wish to bring to your notice the poor state of garbage collection in our colony. For the past three weeks, no garbage vehicle has visited our lane, and waste has piled up near the park gate.

The heaps give off a foul smell and attract stray animals and mosquitoes. With the change of season, we fear the spread of dengue and other diseases.

I request you to restore daily garbage collection and place covered dustbins at the corner of the lane. I hope you will take prompt action in this matter.

Yours faithfully,
Anita

Sample 2: Leave Application (to the Principal)

The Principal, Green Valley Public School, Noida
24 October 2026

Subject: Application for two days' leave

Respected Ma'am,

I am a student of Class 8 B. My elder sister's wedding is on 30 October 2026, and our family will be busy with ceremonies that day and the day before.

I request you to kindly grant me leave for two days, from 29 to 30 October 2026. I will complete all missed work with my classmates' help.

Thanking you,
Yours obediently,
Rahul, Class 8 B, Roll No. 21

Sample 3: Letter to the Editor

15, Lanka, Varanasi
24 October 2026

The Editor, The City Times, Varanasi

Subject: Need to control late-night noise pollution

Sir,

Through the columns of your esteemed newspaper, I wish to highlight the growing problem of loud music played late at night at weddings and functions in residential areas.

Loudspeakers often continue well past 10 pm, disturbing students, babies, patients and senior citizens.

I request the authorities to enforce time limits on loudspeakers strictly and set up a helpline for residents to report violations.

Yours faithfully,
Kavya

"Yours Faithfully" or "Yours Sincerely"?

Use	When
Yours faithfully	Writing to an officer/editor, addressed "Sir/Madam"
Yours sincerely	Addressing the person by name
Yours obediently	Traditional choice, student to principal

Common Mistakes

• Missing the subject line, or writing one that's too long.
• Writing "Your's Faithfully" instead of "Yours faithfully" (no apostrophe).
• One long paragraph instead of three short ones.
• Using informal words like "plz" or "gonna".

Frequently Asked Questions

What is the correct format of a formal letter?
Sender's address, date, receiver's address, subject, salutation, body, complimentary close, name and signature, in that order.

How many paragraphs should the body have?
Usually three: the purpose, the details, and the request or conclusion.