Formal letters follow a fixed structure in English. Once you memorise the template below, you can adapt it to almost any formal situation — job applications, complaints, official requests, or school reports.
The structure
- Your address / date (top right or top left, depending on format)
- Recipient's name and address
- Greeting (salutation)
- Opening line — state your reason for writing
- Body paragraphs — details, explanation, request
- Closing line — what you expect to happen next
- Sign-off
Greetings and sign-offs
| Situation | Greeting | Sign-off |
|---|---|---|
| Name known | Dear Mr./Ms. [Surname], | Yours sincerely, |
| Name unknown | Dear Sir or Madam, | Yours faithfully, |
| Semi-formal email | Dear [First name], | Best regards, / Kind regards, |
Rule to remember: "Dear Sir or Madam" pairs with "Yours faithfully." A named greeting pairs with "Yours sincerely." Mixing these is one of the most common formatting mistakes in formal English.
Useful phrases by purpose
- Opening: "I am writing to inquire about…" / "I am writing to express my concern regarding…" / "I am writing in response to…"
- Making a request: "I would be grateful if you could…" / "Could you please confirm…"
- Complaining (staying polite): "I was disappointed to find that…" / "I would like to request a refund/replacement for…"
- Closing: "I look forward to hearing from you." / "Please do not hesitate to contact me if you require further information."
Full worked example
Dear Sir or Madam,
I am writing to express my concern regarding a delayed order (Order #4521), which was due to arrive on 12 March but has not yet been delivered.
I would be grateful if you could confirm the current status of the shipment and provide an updated delivery date. If the item cannot be delivered within the next five working days, I would like to request a full refund.
I look forward to hearing from you at your earliest convenience.
Yours faithfully,
A. Sharma
Common mistake: Using contractions ("I'm," "can't," "don't") in formal letters. Always write the full form — "I am," "cannot," "do not" — in formal writing.
Keep learning: browse more Writing Skills notes or head back to the homepage to explore other subjects.