Letter Writing in English: Format, Examples, Topics | Complete Guide for Students

letter writing with correct format, examples, and important topics. A complete guide for students to improve writing skills and score high in exams.

 

   इंग्रजी विषयात Letter Writing (पत्रलेखन) हा अत्यंत महत्त्वाचा घटक आहे. शालेय परीक्षा तसेच स्पर्धा परीक्षांमध्ये यावर हमखास प्रश्न विचारला जातो. योग्य Format, स्पष्ट मांडणी आणि अचूक भाषा वापरल्यास पूर्ण गुण मिळवणे सोपे जाते. या लेखात आपण Letter Writing चे प्रकार, Format, उदाहरणे आणि महत्त्वाचे Topics पाहणार आहोत.

Letter Writing is an important part of the English syllabus for school students. It is frequently asked in school exams and board examinations. If students understand the correct format, structure, and language style, they can easily score full marks.

In this complete guide, you will learn the types of letters, formats, examples, important topics, and exam tips.

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✉️ Types of Letter Writing

There are mainly two types of letters in English:

1️⃣ Formal Letter

A formal letter is written for official or professional purposes.
It is written to principals, managers, government officers, bank officials, or companies.

2️⃣ Informal Letter

An informal letter is written to friends, parents, relatives, or someone you know personally.

How to attempt Informal Letters:

1. This question involves writing letters to friends, relatives or acquaintances.
2. For this question, you have to give only your address, the date and the salutation (My dear ..., Dear ..., etc.).
3.  The language used for such letters is casual, informal and friendly.
4. Study the topic or issue on which you have to write the letter carefully. You will be given ads, webs, news lines or some pictorial information as guidelines.
5. Write about two or three paragraphs giving the required information.
6. Finish off with the subscription - 'Your loving......, 'Yours affectionately', etc.

General Format and Marking Scheme for an Informal Letter

(1) Sender's Address
(2) Pin Code
(3) Date
(4) Salutation (My dear Dear ... etc.)
(5) Body of the letter (in 3 or 4 paragraphs)
(6) Subscription (Complimentary Close like Yours affectionately, Yours lovingly. Your loving friend, etc.
(7) Name of the sender
(8) Proper use of Grammar

How to attempt Formal Letters :

1. This question involves writing letters to officials, editors of newspapers, heads of commercial or educational establishments, etc.
2. Two addresses are required for this type of letter: One is of sender's and the other is the address of the person you are writing to (the receiver).
3. The 'Subject' of the letter, that is, the main topic of the letter, must be written in brief. If you have referred to something. e.g. an advertisement in a newspaper, this must be written below the 'Subject' as 'Reference'.
4. The salutation has to be very formal, e.g., Sir/Madam, Dear Sir/Madam, Respected Sir/Madam, etc.
5. The language and tone used for such letters must be very formal, to-the-point and respectful.
6. The main body of the letter should consist of two to three paragraphs giving details or asking for information - as briefly as possible.
7. End off with respectful subscriptions such as 'Yours faithfully'. 'Yours sincerely', 'Yours truly', etc.
8. Webs, news items, ads, parts of letters or some other kind of information will be given for guidance. Read them carefully and use them to write the letter. You may add one or two points of your own.

General Format and Marking Scheme for a Formal Letter:

(1) Sender's Address
(2) Pin Code

(3) Date

(4) Name, Designation and address of the recipient

(5) Subject (a phrase about the general content of the letter)

(6) Reference (referring to a letter previously received/advertisement, etc.)

(7) Salutation (Dear Sir/Madam or simply Sir/Madam)

(8) Body of the letter (in 3 or 4 paragraphs)

(9) Subscription (Complimentary Close like Yours faithfully. Yours truly, etc.)

(10) Name of the sender

(11) Correct use of grammar

Ex. 1. Suppose you are Ramesh/Pallavi Chavan from Sai Sadan, Renapur. Read the  advertisement given below and attempt any one of the letters given below it:

Ans : Informal Letter :

Pallavi Chavan

'Sai Sadan',

At Post - Renapur

Tal. - Chiplun

Dist. - Ratnagiri.

5th February, 2026

Dear Shilpa,

I received your letter yesterday and happy to know your love an affection towards nature. I know your birthday falls on 15th Februar and you plant a tree every year and take care of it. This year I an going to bring you a big opportunity to work as a volunteer in a tre plantation drive.

Recently I read a hand bill circulated by Nagarpanchayat Renapur They are arranging a tree plantation drive on your birthday i.e. or 15th February and planting around 500 saplings at government schools, colleges, hospitals, streets and Nagarpanchayat from 9 am to 5 pm. I know you will be very happy to join in this drive initiated by Nagarpanchayat Renapur. It is a big opportunity for you to be an eye witness of tree plantation on your birthday. And I know you will enjoy the event.

You already know how important trees are. They provide shade and fruits, control soil erosion provide habitat for wildlife, act as a windbreak and balance carbon dioxide and oxygen. If you want to gift all those things to the nature on your birthday kindly register yourself as a volunteer for the drive. I am always with you to support

Convey my regards to uncle and aunt and love to little Yatin. Hope we will meet on the day of your birthday with a broad outlook for the nature. I am a phone call away to know your decision.

Your loving friend,

Pallavi

Ans : Formal Letter :

Pallavi Chavan

'Sai Sadan',

At Post Renapur Tal. - Chiplun Dist. - Ratnagiri

5th February, 2023

To

The Organizer,

Tree plantation drive, Nagarpanchayat, Renapur

Dist. Ratnagiri

Subject: Registration as a Volunteer

Respected sir,

I read the handbill circulated by you about 'Tree Plantation Drive' which is to take place on 15th February. It is really a good initiative taken by you to protect trees and help the nature to grow.

I am one of the trees lovers who knows the benefits of planting trees and its usefulness to the surrounding areas. I always have a love and affection towards trees. So when I read about your tree plantation drive, I decided to be a part of it as a volunteer. It is really a big opportunity for me to be an eye witness of planting 500 saplings. It is really a great joy to see the plant or tree growing sown or planted by us.

Kindly register my name as a volunteer for this tree plantation drive and help me to contribute for the nature. I would also like to know whether you are honouring with the certificate of participation or not? Are you going to make an arrangement of snacks/refreshments during the event? Hope you will intimate me about my registration as early as possible.

Thanking you,

Yours sincerely,

Pallavi Chavan