Format and Sample Formal Letter

Formal Letter Writing Format

Stages Examples

Greeting/Opening Dear Sir/Madam | Dear Mr/Mrs +

Surname I hope this letter/email finds
you well.
Thank you for your letter/email regarding…

Starting the letter and reason for writing I am writing to complain/inform…

I am writing to request information
about… I am writing to you regarding…

Providing information We are delighted to confirm your role at… You

will be required to bring your passport to the
interview
Please find attached my application form.

Closing sentence I look forward to hearing from you.

I look forward to meeting you.

Formal ending Yours sincerely (Dear Mr/Mrs)

Yours faithfully (Dear Sir/Madam)

House 52, Road 10

Uttara, Dhaka.
Wednesday, 6th February, 2022

Chillers Restaurant,
30 Azampur Road,
Banani, Dhaka.

Dear Sir/Madam,

I am writing to complain about an incident that occurred in your restaurant on 26 January 2022.

While my family and I were enjoying our meal, we overheard staff members arguing in the restaurant.
This type of behaviour is very unprofessional and particularly distressing for my children to have to
hear. My family and I have been regular customers at your restaurant for years, and we hope that we
can continue to enjoy your service.

I trust that you will investigate this matter and take the necessary actions required to ensure customer
satisfaction.

I look forward to hearing from you.

Yours faithfully,

Nusrat Jahan
Note: When you are writing for academic purposes, you may exclude the address and start directly
from “Dear Sir/Madam”

Another Sample (Sick Leave Application):

Format and Sample Formal Letter

What is a Sick Leave Application?

When students apply for sick leave, the school approves the students to relax at home with permission
to treat the illness.

In case of sickness, students write a sick leave letter, they let the school know of their absence due to
health issues. A medical certificate is additionally required in case of long sick leave. Sending a sick
leave application is a formal way of communicating to inform the Principal that students are unable to
join the classes due to illness.

Format:

• Address your Principal

• Start with greetings

• Make a subject of your leave letter

• Open your letter respectfully

• Describe your reason politely

• Mention required leave period

• Provide your contact information

• Your signature (you can just type your name)

Sample:

The Principal,
DPS STS School,
Dhaka, Bangladesh.

6th February 2022

Subject: Application for sick leave.

Dear Sir,

My name is Nusrat Jahan, a student of Grade 6 of your school. I want to inform you that I am currently
unwell due to a high fever and cough. I am suspecting it is a flu caused by the sudden change in the
weather. I will not be able to attend the school in this condition as the flu may spread to other students
from me.
Hence, kindly grant me a leave from Thursday, 6th February 2022 to Wednesday, 13th February
2022. I shall recover by then and not be contagious. I shall be grateful to you if you approve my 7-
day leave.

Yours sincerely,

Nusrat Jahan