Letter Writing Format (2026): Formal & Informal Letters With Examples

Letter writing appears regularly in English exams worldwide—from CBSE and ICSE in India to Cambridge internationally. Whether you're writing a formal letter to the Principal or an informal letter to a friend, knowing the correct format is essential to score full marks. Let's learn both formats with examples!

Letter Writing Format at a Glance

Short on time? Use this quick-reference template, then read on for full worked examples.

Formal letter format (top to bottom):

• Sender's address
• Date
• Receiver's address (designation + institution)
• Subject line
• Salutation — Dear Sir/Madam,
• Body — purpose, details, closing request (3-4 short paragraphs)
• Complimentary close — Yours faithfully,
• Signature — your name and class/designation

Informal letter format (top to bottom):

Sender's address (optional)

Date

Salutation — Dear [Name],

Body — friendly, flowing paragraphs

Complimentary close — With love, or Your friend,

Signature — your first name

Two Types of Letters

Formal Letters - Professional or official letters

Informal Letters - Personal letters to friends and family

Formal Letter Format

Structure of a Formal Letter

A formal letter has seven parts:

1. Sender's Address

Write your address at the top-left corner:

Flat No. 5, Mayur Apartment New Delhi - 110092 18 February 2026

2. Date

Write the date below your address (format: DD Month YYYY):

18 February 2026 (correct)

18/02/2026 (also acceptable)

3. Recipient's Address

Write the address of the person you're writing to:

The Principal Delhi Public School New Delhi - 110089

4. Subject

Write a one-line subject line (underlined or bold): Subject: Request for Permission to Organize Sports Event

5. Salutation

Start with a formal greeting:

Dear Sir/Madam, (most common)

Dear Mr./Mrs./Ms. [Name], (if you know the person's name)

To the Principal, (less common)

6. Body

Write your letter in clear, concise paragraphs:

Paragraph 1: State the purpose of your letter

Paragraph 2-3: Provide details and explanation

Paragraph 4: End with your request or conclusion

7. Closing

End with a formal closing:

Yours faithfully, (if you started with "Dear Sir/Madam,")

Yours sincerely, (if you started with the person's name)

Respectfully yours,

Then add your name and signature.

Complete Formal Letter Example

Flat No. 8, Rose Garden Apartments Mumbai - 400080 15 February 2026

The Principal St. Xavier's High School Mumbai - 400081

Subject: Request for Leave of Absence

Dear Sir,

I am Priya Sharma, a student of Class 10-A. I am writing to request leave for three days from 18 to 20 February 2026.

My grandfather is ill and my family needs to visit him in Pune. This is an urgent family matter, and my presence is required. I have completed all my assignments and will catch up with any work I miss during these days.

I shall be grateful if you grant me permission for the above mentioned dates. Please let me know if you require any further information.

Thank you for your consideration.

Yours faithfully,

Priya Sharma Class 10-A

Informal Letter Format

Structure of an Informal Letter

An informal letter has a simpler structure:

1. Sender's Address (Optional)

You can include or skip your address:

5, Park Lane Bangalore - 560001 20 February 2026

2. Date

Write the date:

20 February 2026

20/02/2026

3. Salutation

Start with a friendly greeting:

Dear Rahul,

My Dear Priya,

Hi Arjun,

Dear Friend,

4. Body

Write your letter in natural paragraphs. Informal letters can have longer, flowing paragraphs with personal details.

5. Closing

End with a warm closing:

With love,

Your friend,

Affectionately yours,

Best wishes,

Warm regards,

Sign your name (first name is fine).

Complete Informal Letter Example

5, Rose Lane Delhi - 110023 15 February 2026

Dear Anjali,

How are you? I hope you and your family are doing well. It has been so long since we last met!

I'm writing to invite you to my birthday party next month. It's going to be on Saturday, 1 March, at my house. We'll have games, music, and lots of food! My mother is making my favorite chocolate cake. Please do come and bring your family along if they want to.

The party starts at 5 PM. I've already invited many of our classmates, so it will be a lot of fun. You know how much I miss talking to you every day now that you've moved to Bangalore.

Please let me know if you can come. I'm really looking forward to hearing from you!

With lots of love,

Priya

Key Differences Between Formal and Informal Letters

Types of Formal Letters

1. Complaint Letter

Purpose: Lodge a complaint

Subject: Complaint Regarding Poor Quality of Meals in Canteen

Dear Sir,

I am writing to lodge a formal complaint regarding the quality of food served in the school canteen...

2. Application Letter

Purpose: Request permission or apply for something

Subject: Application for Membership in Science Club

Dear Madam,

I am a student of Class 9-B and I am interested in joining the Science Club...

3. Request Letter

Purpose: Ask for something politely

Subject: Request for Library Extension

Dear Sir,

I am writing to request an extension of my book return date...

4. Thank You Letter

Purpose: Express gratitude

Subject: Thank You for the Scholarship

Dear Sir,

I am writing to express my sincere gratitude for awarding me the merit scholarship...

Tips for Scoring Full Marks in Letter Writing

Content (5-6 marks)

Include all necessary information

Answer all questions posed in the prompt

Use appropriate paragraphs

Keep the letter logically organized

Language (3-4 marks)

Use correct grammar and spelling

Use appropriate vocabulary for the letter type

Avoid repetition

Use varied sentence structures

Brush up the grammar examiners reward: subject–verb agreement, English tenses, and the common mistakes students make. A stronger vocabulary lifts your Language score too.

Format (1-2 marks)

Follow the correct format for formal or informal letters

Use proper salutation and closing

Include all required elements (date, address, subject)

Proper spacing and punctuation

Common Mistakes in Letter Writing

Mistake 1: Wrong format

Wrong: Starting an informal letter with "Dear Sir"

Correct: Use "Dear [Friend's name]"

Mistake 2: Mixing formal and informal language

Wrong: "I am kindly requesting..." (too formal for informal letter)

Correct: "Could you please..." (for informal)

Mistake 3: Missing subject line in formal letters

Wrong: Jumping straight to the salutation

Correct: Include "Subject: ..." line

Mistake 4: Wrong closing

Wrong: "Yours faithfully," for an informal letter to a friend

Correct: "Your friend," or "With love,"

Mistake 5: Not reading the prompt carefully

Wrong: Writing about something the prompt didn't ask for

Correct: Answer all parts of the question

Letter Writing Practice

Formal Letter Prompt

Write a formal letter to the Principal requesting permission to organize a charity event in your school.

Informal Letter Prompt

Write an informal letter to your cousin congratulating them on their success in entrance exams and asking them to visit during summer holidays.

Practise Letter Writing and Grammar

Letter writing is a guaranteed question in your exam, and clean grammar is what turns a good letter into a full-marks one. Practise free, with no sign-up:

English by grade: Class 8, Class 9, Class 10

Grammar drills: English grammar practice quizzes

Exam technique: How to score high in English board exams

FAQ: Letter Writing Questions