Letter Writing in English: Format, Types and 12 Examples
Letter writing is the skill of putting a message on paper in a set order, so the reader knows who wrote it, why, and what to do next. This page explains what a letter is, the main types of letter, and the parts of a letter in order. Then it gives 12 English letter examples: formal letters, informal letters, applications, business letters and emails.
Enter your name, address and city in the boxes at the top of the page, and they appear in each sample. Edit the remaining bracketed details, then copy the letter, print it or save it as a Word file.
Formal Letter Example: Post Letter Format for a Missing Parcel
A formal letter to the Postmaster when a speed post parcel has not arrived. It shows the full from to letter format.
City
Head Post Office
City
I am writing to report that a speed post parcel sent to me has not reached my address. It was booked on start date with tracking number Tracking Number. The online status has shown "out for delivery" for the last number of days days.
The parcel contains my original mark sheets, which I need for college admission. Nobody has left a delivery slip at my house, and my family has been at home on all these days.
I request you to trace the parcel and have it delivered at the earliest. I can also collect it from the post office if that is faster. Please contact me at Phone.
Letter Writing Class 10: Request to a Public Library
A CBSE-style formal letter from a student to the chief librarian asking for longer reading room hours during board exams.
City
District Public Library
City
I am a Class 10 student and a member of your library. I request you to keep the reading room open till 9 p.m. during the board exam months.
At present, the reading room closes at 6 p.m. Many students like me have no quiet place to study at home in the evening. The library is calm, well lit and has reference books we cannot afford to buy.
Even two extra hours would help us a great deal. Students are ready to follow every rule and keep the room clean. I hope you will consider this request kindly.
Member No. Member Number
Letter Writing for Class 6: Letter to a Pen Friend
A simple informal letter for Class 6, 7 or 8 students, introducing yourself to a new pen friend in another state.
City
Our teacher gave me your address for the pen friend project, and I am very happy to write to you. My name is Your Name and I study in Class Class.
I live with my parents and my little brother. I love drawing birds, and on Sundays I play badminton with my father. Our city is famous for its old fort and spicy street food.
Please write back and tell me about your school, your family and the festivals you celebrate. I am sending a small drawing of a kingfisher with this letter.
What Is Letter Writing? Types of Letter
A letter is a written message from one person to another. Letter writing follows a fixed format, so that the address, date, purpose and request are easy to find. In school exams, letter writing questions test both the format and how clearly you say what you want.
There are two main types of letter writing: formal and informal. Applications, business letters and emails are special kinds of formal writing.
| Type | Written to | Tone | Subject line | Closing |
|---|---|---|---|---|
| Formal letter | Officials, editors, offices | Polite and to the point | Yes | Yours faithfully / sincerely |
| Informal letter | Family and friends | Warm and personal | No | Yours lovingly / Your friend |
| Application | Principal, manager, HR | Respectful, with a clear request | Yes | Yours obediently / sincerely |
| Business letter | Customers, suppliers, firms | Professional, with facts and figures | Yes, often with a reference number | Yours faithfully / sincerely |
| Anyone with an email address | Formal or friendly, always short | Yes, in the subject box | Regards |
See full guides and more samples on the formal letter, informal letter, application format, business letter and email writing pages. A letter to the editor is a formal letter to a newspaper, and notice writing is a separate short format for schools and societies.
Informal Letter in English to Grandfather
A warm letter from a grandchild telling grandfather about learning to swim. Good for Class 7 and 8 letter writing topics.
City
I hope you and Dadiji are keeping well. I have some exciting news. I have finally learnt to swim.
Do you remember how scared I was of water when we visited the river near your village? This summer, Papa joined me in a swimming class near our house. For the first week I held the side of the pool. By the end of the month I could swim the whole length without stopping.
My coach says I can take part in the inter-school race next term. I will show you my new stroke when I come home for the holidays. Please take care of your knee and do not skip your walk.
Your grandson/granddaughter,
Internship Letter Format (Application to HR)
A college student applying for a summer internship. It follows the application format with a short self-introduction.
Address
City
Email | Phone
Company Name
City
I am a second-year student of College Name, and I wish to apply for a summer internship in your Department team for number of weeks weeks, from start date to end date.
In my course I have studied basic accounting, data handling and report writing. Last semester I led a college project on stock records for a local shop, which taught me to work with real numbers and deadlines. I am comfortable with spreadsheets and presentations.
An internship with your company would help me learn how a large team works. I am ready to take up any task given to me. My resume and a letter from my college are enclosed. I am available for an interview at your convenience.
Transfer Letter Format: Request for Transfer to Another Branch
An employee asking HR for a transfer to another city because of a family need.
Company Name
City
I am working as Designation in the Department department, Employee ID Employee ID. I request a transfer to our Branch Name branch from start date, if a suitable post is open there.
My parents live in that city, and my father needs regular care after a recent illness. Being near them would let me look after him without taking frequent leave.
I have enjoyed working with my present team and will hand over all my files properly before I move. I am willing to take up the same role or a similar one at the new branch. I request you to consider my application.
Designation, Department
Phone
Office Letter Format: Claim for Travel Expenses
An internal office letter from an employee to the accounts department after a work trip.
Company Name
City
I travelled to City from start date to end date for a client meeting, as approved by my reporting manager. I request reimbursement of Amount spent on this trip.
The amount covers train tickets, two nights of hotel stay and local taxi fares. All original bills are attached, and my manager has signed the approval form.
Kindly credit the amount to my salary account. Please let me know if any other document is needed.
Designation, Department
Employee ID: Employee ID
Forwarding Letter Format
A head of office sending an employee's application to a higher office with a short note. Schools and government offices use this often.
School Name
City
City
I am forwarding the application of Teacher's Name, a science teacher of this school, for study leave from start date to end date.
The teacher has been selected for a one-year training course. The school has checked the documents attached with the application and found them in order. Classes will be managed by the other science teachers during this period, so the students will not suffer.
The application is recommended for your approval.
Principal
Business Letter: Confirmation Letter Format for an Order
A supplier confirming a customer's order in writing, with quantity, price and delivery date.
Address
City
Organisation Name
City
Thank you for your order no. Order Number dated start date. We are pleased to confirm it as per the details below.
Item: Product Name. Quantity: Quantity. Total value: Amount, including taxes. The goods will be delivered to your warehouse on or before end date.
Payment is due within number of days days of delivery, as agreed in our quotation. If you wish to change the quantity or delivery address, please inform us at least three days before dispatch. We value your business and look forward to serving you.
Designation
Company Name
Concern Letter Format: Poor Quality Goods
A school or office raising a concern with a supplier about a faulty batch, while keeping the relationship polite.
Address
City
Company Name
City
We received Quantity notebooks from you on start date against our order no. Order Number. We wish to bring a quality problem to your notice.
About one in five notebooks has loose binding, and the paper in many of them is so thin that ink shows through. These notebooks were meant for our students for the full term, and they cannot be used in this condition.
We request you to replace the faulty notebooks within number of days days. Your representative may visit the school to check the stock. We have bought from you for many terms and hope this will be set right soon.
Store In-charge
Job Letter Format by Email: Accepting an Offer
A candidate replying to HR to accept a job offer and confirm the joining date.
Thank you for the offer letter for the post of Designation in the Department team. I am glad to accept the offer on the terms mentioned in it.
I confirm that I will join on start date. I will bring the documents listed in your email, including my ID proof, education certificates and relieving letter.
Please let me know the reporting time and the person I should meet on the first day.
Phone
Email Writing Example: Asking About Weekend Classes
A parent writing to a coaching centre to ask about timings and seats before enrolling a child.
My child studies in Class Class and needs extra support in mathematics. I would like to know if you run weekend batches for this class.
Please share the batch timings, the number of students in each batch, and the fee for one term. I would also like to know if a trial class is possible before we enrol.
You can reach me at Phone on weekdays after 6 p.m.
Letter Writing Format: Parts of a Letter in Order
This is the format of letter writing used in Indian schools and offices. A formal letter has all eight parts. An informal letter skips the receiver's address and the subject.
- Sender's address (From): your address at the top left. In a CBSE exam, write "Examination Hall" or the address given in the question.
- Date: just below your address.
- Receiver's address (To): the post, office name and city of the person you are writing to.
- Subject: one line, under 10 words, that tells the purpose.
- Salutation: "Sir/Madam" or "Dear Sir/Madam" in formal letters, "Dear Aunt" or a first name in informal letters.
- Body: usually three short paragraphs. Say why you are writing, give the details, then say what you want.
- Complimentary close: "Yours faithfully" when you do not know the person by name, "Yours sincerely" when you do.
- Signature: your name, and your post or class if needed.
People often call this the "from to letter format", because the formal letter starts with From and To. An application to a principal is shorter: it starts with "To" and skips the sender's address.
Letter Writing Topics for Practice (Class 6 to 10)
Use these letter writing questions for practice. Decide first whether each one is formal or informal.
- Write to your friend about a science fair you visited. (Informal, Class 6)
- Write to your uncle thanking him for a set of storybooks. (Informal, Class 7)
- Write to the principal asking for a cycle stand in the school. (Application, Class 7)
- Write to your sister about a new hobby you have picked up. (Informal, Class 8)
- Write to the municipal officer about a broken footpath outside your colony. (Formal, Class 8)
- Write to a bookseller ordering books for the school library. (Business, Class 9 and 10)
- Write to the station master about a lost bag on a train. (Formal, Class 10)
- Email your class teacher about a change in your contact number. (Email, any class)
Tips for Letter Writing in English
- Decide the type first. If you would talk to the reader casually, write an informal letter. If not, use the formal format.
- Put the purpose in the first two lines of the body. The reader should know why you wrote before the end of the first paragraph.
- Keep the subject line under 10 words and start it with a noun, such as "Request for" or "Complaint about".
- Use short paragraphs: one idea in each. Three paragraphs are enough for most letters.
- Match the salutation to the closing. "Sir/Madam" goes with "Yours faithfully", and a name goes with "Yours sincerely".
- In exams, stay within the word limit and do not write your real name or address if the question gives one.
- Read the letter once before sending. Check names, dates and numbers, since these are the usual mistakes.
Questions people ask
What is letter writing?
Letter writing is writing a message to a person or office in a fixed format. The format includes the address, date, salutation, body and closing. It is used for requests, complaints, orders, invitations and personal news.
How many types of letter are there?
There are two main types: formal and informal. Formal letters include applications, business letters, official letters and letters to the editor. Emails can be formal or informal depending on the reader.
How do I write a letter in English for an exam?
Read the question and decide if it is formal or informal. Write the sender's address, date, receiver's address and subject for a formal letter. Then write three short paragraphs, the closing and your name. Keep to the word limit in the question.
What is the from to letter format?
It is another name for the formal letter format. The letter starts with the sender's address (From), then the date, then the receiver's address (To), followed by the subject, salutation, body and closing.
What is the difference between Yours faithfully and Yours sincerely?
Use "Yours faithfully" when you start with "Sir/Madam" and do not know the reader's name. Use "Yours sincerely" when you know and use the reader's name. In informal letters use closings like "Your loving friend".
Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.
Other letters you may need
- Formal letter format9 samples
- Informal letter11 samples
- Application format11 samples
- Business letter11 samples
- Email writing12 samples
- Letter to the editor10 samples