Formal Letter Writing: Sample and Practice Questions

 

Formal Letter Writing: Format



 Sender's Address

Date

Receiver's Designation
Organisation/Office Name
Address

Subject: (One clear sentence)

Sir/Madam,

Introduction
State the purpose of writing.

Body
Explain the issue or request clearly with relevant details.

Conclusion
Request appropriate action and thank the reader.

Yours faithfully,

Your Name

Sample 1: Application for Leave

45, Shanti Nagar
Bengaluru – 560001

12 July 20XX

The Principal
Green Valley Public School
Bengaluru – 560001

Subject: Application for Three Days' Leave

Sir,

I am a student of Class X-A in your school. I am suffering from viral fever and my doctor has advised me to take complete rest for three days.

Kindly grant me leave from 13 July to 15 July. I shall complete all the missed classwork after returning to school.

I shall be grateful for your kind consideration.

Yours faithfully,

Rahul Sharma

Sample 2: Complaint about Poor Sanitation

18, Lake View Colony
Jaipur – 302001

20 August 20XX

The Municipal Commissioner
Jaipur Municipal Corporation
Jaipur

Subject: Complaint Regarding Poor Sanitation in Our Locality

Sir/Madam,

I wish to draw your attention to the unhygienic condition of our locality. Garbage has not been collected for several days, and stagnant water has become a breeding ground for mosquitoes.

The situation may lead to serious health problems. Kindly arrange immediate cleaning and regular garbage collection.

Thank you for your prompt attention.

Yours faithfully,

Ananya Gupta

Sample 3: Request for Library Membership

22, Rose Garden
Pune – 411002

5 September 20XX

The Librarian
City Central Library
Pune – 411001

Subject: Application for Library Membership

Sir/Madam,

I am a Class X student and an enthusiastic reader. I wish to become a member of your library to improve my reading habits and prepare for my examinations.

Kindly provide me with the membership application form and inform me about the required documents and membership fee.

I look forward to your positive response.

Yours faithfully,

Neha Verma

Sample 4: Complaint about Streetlights

15, Green Park
Lucknow – 226010

10 October 20XX

The Executive Engineer
Electricity Department
Lucknow

Subject: Complaint Regarding Non-functioning Streetlights

Sir/Madam,

I would like to inform you that several streetlights in our locality have not been working for the past two weeks. As a result, the streets remain dark at night, causing inconvenience and safety concerns.

Kindly arrange for the repair of the streetlights at the earliest.

Thank you for your cooperation.

Yours faithfully,

Arjun Singh

Sample 5: Request for Sports Equipment

National High School
Mumbai – 400001

8 November 20XX

The Principal
National High School
Mumbai

Subject: Request for New Sports Equipment

Sir,

On behalf of the students of Class X, I request you to provide new sports equipment for the school playground. Most of the footballs, cricket bats, and badminton rackets are old and damaged.

New equipment will encourage students to participate actively in sports and improve their fitness.

Kindly consider our request.

Yours faithfully,

Riya Kapoor

Class Representative

Practice Questions

Instructions

Write a formal letter in 100–120 words using the correct format. Maintain a polite, formal tone and include all relevant details.

1. Leave Application

Write a letter to your Principal requesting five days' leave to attend your cousin's wedding.

2. Complaint Letter

Write a letter to the Municipal Commissioner complaining about the overflowing garbage bins in your neighbourhood.

3. Application for a Bonafide Certificate

Write a letter to your Principal requesting the issue of a Bonafide Certificate for a scholarship application.

4. Request for a Library

Write a letter to your Principal requesting the addition of more reference books and storybooks to the school library.

5. Complaint about Water Supply

Write a letter to the local Water Supply Officer complaining about irregular water supply in your locality.

6. Request for Extra Classes

Write a letter to your English teacher requesting extra revision classes before the board examination.

7. Complaint about a Defective Product

You purchased a school bag online, but it arrived damaged. Write a letter to the Customer Service Manager requesting a replacement or refund.

8. Request for Permission

Write a letter to your Principal seeking permission to organise a Science Quiz Competition in your school.

9. Complaint about Noise Pollution

Write a letter to the Police Inspector complaining about loud music being played late at night in your locality.

10. Request for a Bus Stop

Write a letter to the District Transport Officer requesting the construction of a school bus stop near your residential area for the safety of students.

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