Letter Writing – Formal and Informal

Letter writing is one of the oldest and most meaningful forms of written communication. Even in the age of emails, instant messaging, and social media, the art of writing a letter has not lost its relevance. Letters are more than just words on paper – they reflect thought, intent, and personality. A well-crafted letter conveys emotions, instructions, and official information with clarity. Broadly, letters are categorized into two types: formal letters and informal letters. While formal letters are professional, structured, and objective, informal letters are personal, emotional, and flexible. Understanding the differences between the two and mastering both styles is a key aspect of developing communication skills.

Formal Letters

A formal letter is written for professional or official purposes. It follows a strict format, uses polite and respectful language, and communicates information in a direct, clear, and precise manner. Formal letters are commonly used in academic, business, legal, and administrative settings. Examples include job applications, complaint letters, requests for information, resignation letters, and letters of recommendation.

Structure of a Formal Letter

• Sender’s Address: Placed at the top-left corner.
• Date: Written below the sender’s address.
• Receiver’s Address: The address of the person/authority receiving the letter.
• Subject Line: A one-line summary of the purpose of the letter.
• Salutation: Respectful greeting, e.g., Dear Sir/Madam.
• Body: Divided into introduction, main content, and conclusion.
• Closing: Standard phrases like Yours sincerely/faithfully.
• Signature: Sender’s name and designation (if applicable).

Language and Tone

The tone of a formal letter is polite, professional, and objective. Words are chosen carefully to avoid emotional expressions. Sentences are direct and concise. Abbreviations, slang, or casual remarks must be avoided.

Example of a Formal Letter

Sender’s Address:
25, Green Avenue
Delhi – 110012

Date: 15 September 2025

Receiver’s Address:
The Manager
Delhi Electricity Board
Delhi – 110001

Subject: Complaint regarding irregular electricity supply

Salutation: Dear Sir/Madam,

Body:
I am writing to bring to your attention the problem of frequent power cuts in our locality, Green Avenue, over the past two weeks. The irregular supply has caused severe inconvenience to students, working professionals, and elderly residents.

I request you to kindly look into the matter at the earliest and ensure uninterrupted electricity supply.

Closing: Yours faithfully,
(Signature)
Rajesh Sharma

Informal Letters

An informal letter is written to friends, family members, or acquaintances for personal communication. Unlike formal letters, informal letters do not follow a rigid format. They allow free expression of thoughts, emotions, and experiences. The tone is friendly, conversational, and warm.

Structure of an Informal Letter

• Sender’s Address
• Date
• Salutation: Dear + Name/Nickname
• Body: Conversational style with introduction, details, and conclusion
• Closing: Yours lovingly, Best wishes, With love, etc.
• Signature: First name or nickname

Language and Tone

The language of an informal letter is casual, emotional, and expressive. Writers often use personal anecdotes, humor, and descriptive details. There is no need for rigid sentences or technical words – the focus is on warmth and natural flow.

Example of an Informal Letter

Sender’s Address:
78, Lake View Colony
Srinagar – 190001

Date: 10 September 2025

Salutation: Dear Ayaan,

Body:
I hope this letter finds you in good health and high spirits. I wanted to share my experience of my first week at college. The campus is lively, the teachers are helpful, and I have already made a few good friends. The library here is especially impressive, and I spend most evenings exploring new books.

Do let me know how things are going at your end. I am eagerly waiting for your reply.

Closing: Yours lovingly,
(Signature)
Zoya

Formal vs. Informal Letters – A Comparison

Aspect	Formal Letter	Informal Letter
Purpose	Professional, official communication	Personal communication
Language	Polite, concise, objective	Casual, expressive, emotional
Format	Strict, structured	Flexible, free-flowing
Examples	Job application, complaint, resignation	Letter to a friend, sibling, or relative

Vocabulary

• Salutation: Greeting at the beginning of a letter.
• Subject line: One-line statement of purpose in a formal letter.
• Closing: Ending phrase such as Yours sincerely.
• Complaint: A formal expression of dissatisfaction.
• Conversational tone: Friendly and natural style of writing.

Exercises

Fill in the Blanks

• A formal letter must always include a __________ line.
• An informal letter is usually written to __________.
• Formal letters require a __________ and polite tone.

MCQs

• Which of the following is NOT part of a formal letter? a) Salutation b) Subject line c) Nickname d) Signature
• The phrase “Yours lovingly” is used in: a) Complaint letter b) Informal letter c) Business letter d) Resignation letter
• Formal letters are generally: a) Emotional b) Structured c) Casual d) Humorous

Short Answer Questions

• Write three key differences between formal and informal letters.
• What is the importance of subject line in formal letters?
• Why are informal letters flexible in structure?

Long Answer Questions

• Explain the structure of a formal letter with an example.
• Write an informal letter to your cousin describing your new city.
• Discuss the significance of letter writing in the digital age.

References

1. Raman, M. & Sharma, S. (2019). Technical Communication: Principles and Practice. Oxford University Press.
2. Lesikar, R.V. & Pettit, J.D. (2018). Business Communication. McGraw Hill Education.
3. Guffey, M.E. & Loewy, D. (2021). Essentials of Business Communication. Cengage Learning.
4. Butterfield, J. (2017). Effective Business Writing. Kogan Page.

Answer Key

Fill in the blanks

• A formal letter must always include a subject line.
• An informal letter is usually written to friends or relatives.
• Formal letters require a professional and polite tone.