Formal Letter Format CBSE

Formal letters are sent out when we write to various public authorities or agencies for our civic needs. For example, we may need to request a certificate or report a change of address. A letter is generally the first in a series of communications between two individuals or parties.

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Formal Letter Format

Some other points that students must take into consideration before writing a formal letter are:

1. Purpose
2. Person to whom it is addressed
3. Tone you should adopt
4. Completeness of the message
5. Action required
6. Conciseness of expression

Given below is the formal letter format that students must consider before drafting a formal letter in the board examinations.

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Marking Scheme to be followed for Letter Writing Question in CBSE

• Format – 1 mark

• Content – 2 marks

• Expression – 2 marks

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Formal Letter Sample

Students can refer to the sample below to understand how to write a proper formal letter:

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Formal Letter Examples for Practice

Here are some examples that students must practice to score well and comprehend better for their CBSE board examinations:

• You happen to come across a group of children in tattered clothes begging on the roadside. Their bones were peeping out of their skin- a perfect picture of malnutrition. You were very much touched. You decided to write a letter to the editor of 'The Tribune, Chandigarh'. Write the letter in about 180 words.
• You intend to join coaching classes at the International Coaching Center situated in Raipur. The institute specializes in teaching science to classes XI-XII. Write a letter of inquiry in 100-120 words addressed to the Administrator in charge of the institute seeking clarification about the timings, duration, staff, transport, and other necessary details for joining the institute. You are Rajesh/Rajni 2, Library Road Jabalpur.
• Write a letter to the editor of an English daily, making a plea to the ordinary people to switch over to solar energy to conserve electricity and limit electricity bills.
• Though there is a movement like 'Sarvashiksha Abhiyan' and enrolling underprivileged children in schools, there are still many children, like the one in the picture, who do not go to school, rather have never seen a school. It is indeed disturbing. You decide to write a letter to the editor of a newspaper expressing your views and the steps. Take ideas from the MCB unit 'Education'. Write the letter in about 120 words.
• Write a letter to the editor of a national daily, expressing your opinion and views on the increased human dependence on technology. Everyone wants gadgets only- cell phone, iPod, laptop, etc. This also harms social relationships. Using your ideas and the unit, 'Science', write the letter in 100-120 words.

Basic Components Of Formal Letter

Letter writing is of two types, one is an informal letter, and the other is a formal letter. The informal letters are written to close relations like friends, family, relatives, etc. Informal letters are written in casual language. On the other hand, formal letters are written for official purposes and represent the organization. Therefore, they need to have a professional tone and not have any mistakes with the address and body of the letter. Usually, the letters in the portion are addressed to Editor, Business, Principal or Application for Job. The body of a formal letter usually contains:

Salutation 

It is a formal greeting used to address the receiver of the letter. For example, for formal letters, an appropriate salutation to be used could be “Respected Sir Madam”.

Address 

Even though you are handing the letter in person, writing the sender’s address is very important. Along with the address, one should also write the position of the reader. For example, for Principal, you should write, 

To

The Principal,

 XYZ University,

Urban city -12345.

Date and Subject

The date must be written below the sender’s address. A date is important for arching and keeping a record of documents. A subject summarizes the letter in one line, which helps the reader understand what the letter is about before reading it. Your subject must state the purpose of the letter. 

Body

The body is the apex of the letter and contains the information that needs to be relayed to the reader. Ideally, there should be three paragraphs in a letter. The first one should have the introduction of the sender. The second one should be the content that the sender wants to replay, and the third should be a request regarding the content in the second paragraph. Almost every formal letter has a three-paragraph body. Write the three paragraphs by keeping in mind the specified points given below:

• Specifying what action or information the recipient is needed to take.
• Providing information/explaining steps performed
• Calling for immediate action and offering future help

Closing the letter 

The letter should be closed with thanking the reader for the request and the signature of the sender. Sometimes even the address of the sender is mentioned in the closing format.