FORMAL LETTER
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Definition
A formal letter is a letter written to a person in an official position or to an organisation. It is written in a polite and respectful manner. Formal letters are used to make requests, lodge complaints, seek permission, or provide important information.
Features of a Formal Letter
• Written to officials, principals, managers, or organisations.
• Uses polite and formal language.
• Clearly states the purpose of writing.
• Follows a fixed format.
• Includes a subject line.
• Ends with a respectful closing.
Format of a Formal Letter
1. Sender’s Address
2. Date
3. Receiver’s Designation and Address
4. Subject
5. Salutation (Dear Sir/Madam)
6. Body of the Letter
– Introduction
– Main Matter
– Conclusion
7. Complimentary Close (Yours Faithfully/Yours Sincerely)
8. Sender’s Name
Important Points to Remember
✓ Be polite and respectful.
✓ Write the subject clearly.
✓ Keep the letter short and to the point.
✓ Use proper grammar and punctuation.
✓ Follow the correct format.
✓ End the letter with a suitable closing.
Sample Topics for Informal Letters
1.Question:
Write a letter to the Principal of your school requesting three days’ leave due to illness.
24, Green Park
New Delhi
10 July, 2026
The Principal
Sunrise Public School
New Delhi
Subject: Application for Three Days’ Leave
Dear Sir/Madam,
I am a student of Class VI. I am suffering from fever and the doctor has advised me to take rest for three days.
Therefore, I kindly request you to grant me leave from 11 July 2026 to 13 July 2026. I will complete all the classwork and homework after returning to school.
I shall be grateful for your kind consideration.
Thank you.
Yours faithfully,
Rohan Sharma
Class VI-A
_____________________________
2.Question:
Write a letter to the Municipal Commissioner complaining about garbage lying in your locality.
15, Rose Colony
Jaipur
20 August, 2026
The Municipal Commissioner
Municipal Corporation
Jaipur
Subject: Complaint Regarding Garbage in Our Locality
Dear Sir/Madam,
I would like to draw your attention to the problem of garbage lying in our locality.
The garbage is not being collected regularly. As a result, foul smell spreads in the area and many flies and mosquitoes gather around it. This creates an unhealthy environment for the residents.
I request you to take immediate action and ensure regular cleaning of the area.
Thank you.
Yours faithfully,
Ananya Gupta
_____________________________
3. Question:
Write a letter to the Librarian requesting new books for the school library.
32, Green Valley
Chandigarh
5 September, 2026
The Librarian
Green Valley School
Chandigarh
Subject: Request for New Books in the Library
Dear Sir/Madam,
I am a student of Class VI. I would like to request you to add some new books to our school library.
Many students enjoy reading, but there are only a few storybooks available. New books on science, history, general knowledge, and literature will help students improve their knowledge and reading habits.
I kindly request you to consider my suggestion.
Thank you.
Yours faithfully,
Ritika Sharma
Class VI-B
_____________________________4.Question:
Write a letter to the Chairman of the Municipal Council complaining about the increasing number of monkeys in your neighbourhood. Request him to take necessary action.
24, Green Park
Noida
22 October, 2025
The Chairman
Municipal Council
Noida
Subject: Problem of Monkeys in Our Neighbourhood
Dear Sir,
I am writing to inform you about the increasing number of monkeys in our neighbourhood.
The monkeys often enter our homes and take away food. They also scare children and elderly people. This creates problems for the residents.
I kindly request you to take necessary steps to solve this problem and ensure the safety of the people.
Thank you.
Yours faithfully,
Pallavi Patel
_____________________________
5. Question:
Write a letter to your school principal requesting new books for the school library. Explain why you think new books are needed and suggest a few titles.
25, Green Park
Lucknow
15 July, 2026
The Principal
Sunrise Public School
Lucknow
Subject: Request for New Books in the School Library
Dear Sir/Madam,
I am a student of Class VI. I would like to request you to add some new books to our school library.
Many students enjoy reading, but there are only a few books available. New books will help us improve our knowledge and develop good reading habits. Books such as The Jungle Book, Panchatantra Stories, Malgudi Days, and science books would be very useful.
I kindly request you to consider my suggestion and add more books to the library.
Thank you.
Yours faithfully,
Rohan Sharma
Class VI-A
_____________________________
6. Question:
Write a letter to the head of your local community centre complaining about the poor maintenance of the playground in your neighbourhood. Suggest some improvements.
18, Rose Colony
Jaipur
20 August, 2026
The Head
Community Centre
Jaipur
Subject: Poor Maintenance of the Neighbourhood Playground
Dear Sir/Madam,
I am writing to bring your attention to the poor condition of the playground in our neighbourhood.
The swings are broken, the grass is overgrown, and litter can be seen in many places. Children find it difficult to play safely. The playground needs regular cleaning and repair work.
I request you to repair the play equipment, clean the area, and install more dustbins.
Thank you.
Yours faithfully,
Ananya Gupta
_____________________________
7. Question:
Write a letter to your city’s transportation department requesting a new bus stop near your locality. Explain how it will help the residents, especially students.
12, Lake View Road
Bhopal
10 September, 2026
The Transport Officer
City Transportation Department
Bhopal
Subject: Request for a New Bus Stop Near Our Locality
Dear Sir/Madam,
I would like to request the construction of a new bus stop near our locality.
At present, the nearest bus stop is far away. Students, senior citizens, and working people have to walk a long distance to catch a bus. A bus stop nearby will make travel easier and safer for everyone.
I kindly request you to consider our needs and take the necessary action.
Thank you.
Yours faithfully,
Aditi Verma
_____________________________
8.Question:
Write a letter to the school canteen manager complaining about the quality of food being served. Provide specific examples and suggest ways to improve it.
30, Silver Street
Pune
5 October, 2026
The Canteen Manager
Green Valley School
Pune
Subject: Complaint Regarding the Quality of Food
Dear Sir/Madam,
I am writing to express my concern about the quality of food served in the school canteen.
Sometimes the food is not fresh, and the snacks are often too oily. Many students have also complained about the lack of healthy food options. Fresh fruits, sandwiches, and healthy snacks should be added to the menu.
I request you to improve the quality and hygiene of the food served in the canteen.
Thank you.
Yours faithfully,
Karan Mehta
Class VI-B
_____________________________
9. Question:
Write a letter to the Principal requesting permission to organize a tree plantation programme in your school.
22, Green Colony
Indore
15 July, 2026
The Principal
City Public School
Indore
Subject: Permission to Organize a Tree Plantation Programme
Dear Sir/Madam,
I am a student of Class VI. I would like to request permission to organize a tree plantation programme in our school.
Planting trees will help make our surroundings green and clean. It will also encourage students to care for the environment. Many students are willing to participate in this activity.
I kindly request you to grant permission for the programme.
Thank you.
Yours faithfully,
Aarav Singh
Class VI-A
_____________________________
10. Question:
Write a letter to the Postmaster complaining about the delay in receiving letters in your area.
15, Rose Garden
Kanpur
20 August, 2026
The Postmaster
Head Post Office
Kanpur
Subject: Delay in Receiving Letters
Dear Sir/Madam,
I would like to bring to your notice the delay in receiving letters in our area.
Many residents receive their letters several days late. Important documents and notices often do not reach on time. This causes inconvenience to everyone.
I request you to look into the matter and take necessary action to improve the postal service.
Thank you.
Yours faithfully,
Neha Verma
_____________________________
11.Question:
Write a letter to the Municipal Commissioner requesting more streetlights in your locality.
34, Shanti Nagar
Nagpur
5 September, 2026
The Municipal Commissioner
Municipal Corporation
Nagpur
Subject: Request for More Streetlights in Our Locality
Dear Sir/Madam,
I am writing to request the installation of more streetlights in our locality.
Several streets remain dark at night, making it difficult for residents to walk safely. Students and senior citizens face problems while returning home after sunset.
I kindly request you to install additional streetlights to improve safety in our area.
Thank you.
Yours faithfully,
Ritik