101 Best Guide “How To Write A Formal Letter?”

101 Best Guide “How To Write A Formal Letter?”

Despite a glorious history and many importances, the use of handwritten letters is much affected by the advent of modern technologies. Nevertheless, its significance can never be neglected and is still existing. Especially, when the letters are effectively written, the prospects can never be undermined.

In the succeeding paragraph, we will precisely talk about the procedures of writing effective letters.

Knowing how to write a formal letter:

Somebody has quoted so truly that vigorous writing is the concise one. If you want to create impact through your letter then you should adhere to its basic formats and avoid unnecessary exaggeration, particularly when writing a formal letter. As so much of one’s professional career may rely on the efficiency of their correspondence, he/she must be aware of its sincerity.

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Before you sit to write a formal letter, know about its fundaments. Effective formal letters must not be too long or exaggerated. It is always desired to have your letter concise and more abridged. So, you may directly move on to the agenda rather than prefacing too much.

Relevant language and tone:

You are not encouraged to use inappropriate language or tones in your formal letter. The language you choose has to go within the norms of formal letters. To add more to this, the use of slang and abbreviations are not accepted in a formal letter. There are certain language structures by which one must need to abide by.

write a formal letter


When you will be done with your letter, remind yourself to go through your letter once before you finally post it, just to meet that grammatical accuracy and ensure error-free writing.

Follow the etiquette of a formal letter:

While writing your letter, keep in mind to not ruin all your labor with minor mistakes such as the ill selection of ink, low-quality paper, or a random envelope to cover your letter. Clean and official colors are much applied and are accepted when writing formal letters.

Besides, one has to be aware of margins, heading, body, paragraph, salutation, and signature as well.

Sample of a formal letter :

214 Pragati Marg
Anamnagar /Singha durbar road
Kathmandu, Nepal
August 12, 2021

Mr. Shridesh Tripathi
Lekhnath Municipality Pokhara
Ward 7, Shanti Sudhar Basti
House – 112

Dear Mr. Tripathi

Allow me to begin with a response to your query regarding our new software which is soon about to be launched. As you had enquired about the date to launch, I hereby would like to kindly inform you that the developers had successfully finalized the software and are ready to go into the market within a week.

Meanwhile, everything is running as per the company’s plan except the demands of our engineers about the delay in their payment. As the country is still dealing with the covid crisis, they are requesting the due payment of last time. Hence, I would like to ask for your permission to put forth the request on their behalf for the release of timely salary so as to keep them duly motivated to remain loyal with us always.

Sincerely yours
Prithak Rai

Sample of an appointment letter:

August 12, 2021
ABC Higher Secondary School
Kumaripati, Lalitpur
E-mail: [email protected]

Dear Miss Malini,

It is with great pleasure that we write about the confirmation of you being appointed as the secondary level math teacher in our school. We genuinely feel glad to welcome you as our new faculty member and at the same time would like to congratulate you on becoming a part of our proud family.

Your duties and the list of responsibilities will be handed over to you on the first day of your school.

We are looking forward to working with you and strongly believe in your potential to further strengthen the legacy of our glorious school.

Sincerely yours

( Principal )

Sample of a business letter:

August 12, 2021

ABC Textiles and Fabrics Pvt. Ltd
Bharatpur, Chitwan Nepal
Contact: +977-012145343
E-mail: [email protected]

Mr. Srinath Shrestha
Business Development Manager
Shrestha Enterprises
Chakrapath Kathmandu, Nepal
Contact: +977-014434534
E-mail: [email protected]

Dear sir,

This is with sheer urgency and utmost responsibility, we are writing to inform you about the amendment we have made with the name of our company to meet some legal requirements. Hence, we want to put forth our request regarding any of the future payments by you to be made in the name of ABC Textiles and Fabrics Pvt.Ltd, now onwards.

We hereby would like to ensure you with the same letter that there has nothing been compromised with the quality of our products and will be supplying you in the same consistency.

Should there be any queries to make, please feel free to write to our company correspondent anytime.

Yours Sincerely


(General Manager)

5 best ways to write a formal letter

Sample of a job application letter:

August 14, 2021

Mr. Sushant Sinha
Managing director
Sinha Group of Industries and Hotels

Sub: Application for the post of PRO

With reference to your post on Facebook regarding the post of Public Relations Officer in your Company, I would like to present myself as a candidate with my personal and professional background to date. My name is Roshan Rai and an MBA graduate with few years of intern and working experience in other companies. The only reason that I am applying to your company is because of its reputation and years of accountability and sincerity that you are showing up on the customers in the market.

My strong belief is to flourish under this company if I would get selected and to meet the qualification parameters, I have attached all my academic and other credentials with this letter.

I will be looking forward to getting an immediate response from you in this regard.

Thank you

Sincerely yours

Roshan Rai

Sample of a University letter:

Ref: August 12, 2021

Office of the controller of examination
Trivuwan University
Balkhu, Kathmandu, Nepal


This is to bring to the information of all students and the stakeholders that the already confirmed date for the Bachelors level examination of Humanities under the affiliation of Tribhuvan University is called off with this notice due to the new directives as per the CCMC. The University will finalize the new date within a few days so all the students are requested to be acquainted with the official page of our university to know about the date.

Trivuwan University would like to apologize for the inconvenience caused by this.




With some important formats shown above, we hope you are able to gain some ideas on how to write a formal letter and if it has assisted you in any possible way then please don’t compromise to leave your feedback in the comment section.

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