Formal Letters

The correct format for writing an official letter, in about 80 words.

Formal Letters

Formal Letter वह पत्र है जो किसी official person, authority, institution, editor, officer या organisation को किसी official, public या serious matter के संबंध में लिखा जाता है।

Easy Concept: Formal Letter में हम किसी अपने friend या relative से बात नहीं कर रहे होते हैं। हम किसी official person या authority को अपनी बात, request, complaint, application या information देते हैं। इसलिए इसकी language polite, formal, clear और respectful होनी चाहिए।

1. Formal Letter कब लिखा जाता है?

Formal Letter निम्न situations में लिखा जा सकता है:

  • Newspaper के Editor को letter लिखना।
  • किसी authority को complaint करना।
  • किसी समस्या के समाधान के लिए request करना।
  • School Principal को किसी विषय में application देना।
  • Public problem के बारे में अधिकारी को लिखना।
  • Newspaper में किसी social issue की ओर ध्यान आकर्षित करना।
  • किसी सुविधा की मांग करना।
  • किसी official information या action के लिए request करना।

2. Formal Letter और Informal Letter में अंतर

Formal Letter Informal Letter
Official person/authority को लिखा जाता है। Friend/relative को लिखा जाता है।
Language formal और polite होती है। Language friendly और personal होती है।
Personal बातें कम होती हैं। Personal बातें अधिक हो सकती हैं।
Subject important होता है। आमतौर पर subject नहीं लिखा जाता।
Complaint, request, application आदि के लिए। Personal communication के लिए।

3. Formal Letter का Basic Format

Formal Letter का format सही रखना बहुत important है। Exam में content के साथ-साथ presentation और format पर भी ध्यान देना चाहिए।

  1. Sender's Address
  2. Date
  3. Receiver's Address
  4. Subject
  5. Salutation
  6. Introduction
  7. Body
  8. Conclusion / Request
  9. Subscription
  10. Name / Designation
Remember the Order:

Sender's Address → Date → Receiver's Address → Subject → Salutation → Body → Conclusion → Subscription → Name

4. Sender's Address

Letter लिखने वाले व्यक्ति का address सबसे ऊपर लिखा जाता है। Exam में ऐसा address दिया जा सकता है या question के अनुसार suitable address लिखा जा सकता है।

Example:

12, Gandhi Nagar,
Patna, Bihar

5. Date

Sender's address के नीचे date लिखी जाती है। Date को clear format में लिखना चाहिए।

Example:

8 September 2026

6. Receiver's Address

जिस व्यक्ति या authority को letter लिखा जा रहा है, उसका designation और institution/office का address लिखा जाता है।

Example:

The Editor,
The Hindustan Times,
Patna, Bihar

या:

The Principal,
ABC High School,
Patna, Bihar

Important: Formal Letter में receiver का personal name पता न हो तो designation लिखना पर्याप्त है, जैसे The Editor, The Principal, The District Magistrate आदि।

7. Subject क्या होता है?

Subject letter का बहुत छोटा summary (सार) होता है। इसे देखकर receiver को तुरंत समझ आ जाना चाहिए कि letter किस बारे में है।

Good Subjects:

  • Subject: Complaint about poor sanitation in the locality
  • Subject: Request for repairing the damaged road
  • Subject: Application for leave
  • Subject: Complaint against irregular water supply
  • Subject: Request for opening a public library
Subject Rule: Subject को छोटा, specific और clear रखें। पूरे paragraph को subject में नहीं लिखना है।

8. Salutation

Formal Letter में respectful salutation का प्रयोग किया जाता है।

Receiver Salutation
Editor Sir/Madam,
Principal Sir/Madam,
Officer Sir/Madam,
Authority Sir/Madam,

9. Introduction कैसे लिखें?

Formal Letter की शुरुआत में तुरंत और clearly बताया जाता है कि letter क्यों लिखा जा रहा है। Introduction बहुत लंबा नहीं होना चाहिए।

Useful Sentences:

  • I am writing to draw your attention to...
  • I wish to bring to your notice...
  • I would like to inform you about...
  • I am writing this letter to request...
  • Through the columns of your esteemed newspaper, I wish to draw attention to...

10. Body कैसे लिखें?

Body में problem, reason, effect और required action को logically explain करना चाहिए।

Complaint Letter के लिए Structure

  1. Problem क्या है?
  2. Problem कब से है?
  3. इससे लोगों को क्या परेशानी हो रही है?
  4. Problem का possible effect क्या है?
  5. Authority से क्या action चाहते हैं?

Problem → Reason/Details → Effect → Request for Action

Application/Request Letter के लिए Structure

  1. आप कौन हैं?
  2. आप किस purpose से लिख रहे हैं?
  3. आपकी समस्या/request क्या है?
  4. उसका reason क्या है?
  5. आप authority से क्या चाहते हैं?

11. Formal Letter की Language

Formal Letter में language respectful और professional होनी चाहिए। बहुत casual expressions से बचना चाहिए।

Informal / Casual Formal / Polite
Give me a leave. Kindly grant me leave.
Fix the road quickly. I request you to arrange for the repair of the road.
You should do something. I request you to take necessary action.
We have a big problem. The residents are facing serious difficulties.

12. Useful Formal Expressions

  • I would like to request... — मैं अनुरोध करना चाहता हूँ।
  • I kindly request you to... — मैं आपसे विनम्र अनुरोध करता हूँ।
  • I shall be highly obliged... — मैं अत्यंत आभारी रहूँगा।
  • I would be grateful if... — यदि ऐसा हो तो मैं आभारी रहूँगा।
  • I request you to take necessary action. — आवश्यक कार्रवाई करने का अनुरोध।
  • I hope you will look into the matter. — आशा है आप मामले पर ध्यान देंगे।
  • Through the columns of your newspaper... — आपके समाचार पत्र के माध्यम से...

13. Conclusion कैसे लिखें?

Conclusion में authority से action लेने की request या hope लिखी जाती है।

Examples:

  • I hope you will take immediate action in this matter.
  • I request you to look into the matter at the earliest.
  • I shall be highly obliged for your kind consideration.
  • I hope that the concerned authorities will take necessary steps.

14. Subscription

Formal Letter में सामान्यतः निम्न closing expressions का प्रयोग किया जा सकता है:

  • Yours faithfully,
  • Yours sincerely,

इसके नीचे अपना नाम लिखा जाता है।

15. Example – Letter to the Editor about Poor Sanitation

Question: Write a letter to the Editor of a newspaper complaining about poor sanitation in your locality.

Question को समझें:

  • किसे? → The Editor
  • क्यों? → Poor sanitation की complaint
  • क्या लिखना है? → Problem, effects और action की request

25, Rajendra Nagar,
Patna, Bihar
8 September 2026

The Editor,
The Hindustan Times,
Patna, Bihar

Subject: Complaint about poor sanitation in our locality

Sir/Madam,

Through the columns of your esteemed newspaper, I wish to draw the attention of the concerned authorities to the poor sanitation condition in our locality.

Garbage is not removed regularly and waste materials are often found lying on the roads. The drains are also blocked and emit a foul smell. During the rainy season, dirty water accumulates on the roads and creates serious problems for the residents. The unhygienic surroundings may also cause various diseases.

I request the concerned authorities to arrange regular cleaning of the locality, proper disposal of garbage and cleaning of the drains.

I hope that necessary action will be taken at the earliest.

Yours faithfully,
Amit Kumar

16. Example – Complaint about Damaged Road

Question: Write a letter to the District Magistrate complaining about the poor condition of roads in your locality.

18, Shastri Nagar,
Gaya, Bihar
8 September 2026

The District Magistrate,
Gaya, Bihar

Subject: Complaint about the poor condition of roads

Sir/Madam,

I wish to draw your attention to the poor condition of the roads in our locality. Most of the roads are damaged and full of potholes.

The residents, especially school children, elderly people and two-wheeler riders, face great difficulty while travelling. During the rainy season, the potholes become filled with water and increase the risk of accidents. The poor condition of the roads also causes traffic problems.

I request you to kindly arrange for the repair of these roads at the earliest. This will provide great relief to the residents.

I hope you will take necessary action soon.

Yours faithfully,
Ramesh Kumar

17. Example – Application for Sick Leave

Question: Write an application to the Principal of your school requesting leave for three days due to illness.

Class X,
ABC High School,
Patna, Bihar
8 September 2026

The Principal,
ABC High School,
Patna, Bihar

Subject: Application for three days' sick leave

Sir/Madam,

I am a student of Class X in your school. I am suffering from fever and have been advised to take rest for a few days.

Therefore, I kindly request you to grant me leave for three days from 9 September to 11 September 2026. I shall attend school regularly after recovery and complete all the missed classwork.

I shall be highly obliged for your kind consideration.

Yours obediently,
Rahul Kumar
Class X, Roll No. 12

18. Example – Request for a Library

Question: Write a letter to the Principal requesting him/her to provide more books in the school library.

Class X,
ABC High School,
Bhagalpur, Bihar
8 September 2026

The Principal,
ABC High School,
Bhagalpur, Bihar

Subject: Request for more books in the school library

Sir/Madam,

I am a student of Class X in your school. I would like to request you to provide more books in our school library.

At present, the library has a limited number of books, and many students are unable to find useful books for their studies and general knowledge. Reference books, story books, science books and competitive examination books would be very useful for the students.

I therefore request you to kindly add more useful and updated books to the library. This will encourage students to develop the habit of reading.

I shall be highly obliged for your kind consideration.

Yours obediently,
Aman Kumar
Class X

19. Example – Letter to the Editor about Water Supply

Question: Write a letter to the Editor of a newspaper about irregular water supply in your locality.

15, Gandhi Nagar,
Muzaffarpur, Bihar
8 September 2026

The Editor,
The Hindustan Times,
Muzaffarpur, Bihar

Subject: Irregular water supply in our locality

Sir/Madam,

Through the columns of your newspaper, I wish to draw the attention of the concerned authorities to the irregular water supply in our locality.

For the last several weeks, residents have been receiving water for only a short period each day. Sometimes there is no water supply at all. As a result, people are facing great difficulty in meeting their daily needs. The problem is especially serious for elderly people and families with young children.

I request the concerned authorities to take immediate steps to ensure a regular and adequate supply of clean water.

I hope the matter will receive immediate attention.

Yours faithfully,
Suresh Kumar

20. Question को देखकर Formal Letter कैसे बनाएं?

Exam में पूरा letter याद करने के बजाय question को parts में divide करना ज्यादा useful है।

Example

Question:

Write a letter to the Editor of a newspaper highlighting the problem of increasing plastic waste in your city and suggesting measures to control it.

Question में क्या दिया है? Letter में क्या लिखना है?
To whom? The Editor
Problem? Increasing plastic waste
Effects? Pollution, blocked drains, health problems
Suggestions? Reduce plastic, recycling, awareness
Final request? Authorities should take necessary action
Golden Rule: Question में जितने important points दिए गए हैं, letter में उन सभी को cover करें। इससे content relevant (प्रासंगिक) और complete रहेगा।

21. Formal Letter लिखते समय क्या Avoid करें?

  • Hey, Hi, Hello जैसे casual greetings का प्रयोग न करें।
  • Very informal expressions से बचें।
  • Unnecessary personal details न लिखें।
  • एक ही बात को बार-बार न दोहराएँ।
  • बहुत aggressive (आक्रामक) language न लिखें।
  • Authority को आदेश देने जैसी language न लिखें।
  • Question से बाहर की बातें unnecessarily न जोड़ें।

22. Common Mistakes

  • Sender's address भूल जाना।
  • Receiver's address गलत format में लिखना।
  • Subject बहुत लंबा लिखना।
  • Subject छोड़ देना।
  • Salutation गलत लिखना।
  • Formal letter में friendly/casual language का प्रयोग करना।
  • Question के सभी points को cover न करना।
  • Complaint में problem लिखना लेकिन solution/request न लिखना।
  • बहुत लंबे और confusing sentences लिखना।
  • Closing और name लिखना भूल जाना।

23. Exam में Formal Letter लिखने की Step-by-Step Strategy

  1. Read: Question को ध्यान से पढ़ें।
  2. Identify: Receiver और purpose पहचानें।
  3. Break: Question को 3–5 points में divide करें।
  4. Format: Address, Date, Receiver, Subject और Salutation सही क्रम में लिखें।
  5. Introduce: पहले paragraph में letter का purpose साफ करें।
  6. Explain: दूसरे paragraph में problem/details लिखें।
  7. Request: अंतिम paragraph में required action या request लिखें।
  8. Close: Proper subscription और name लिखें।
  9. Check: Grammar, spelling, format और question के सभी points check करें।
Exam Mantra:

FORMAT + SUBJECT + RELEVANT CONTENT + POLITE LANGUAGE + CLEAR REQUEST

24. Quick Revision

  • Formal Letter official या public purpose के लिए लिखा जाता है।
  • Language polite, formal और clear होनी चाहिए।
  • Sender's Address सबसे ऊपर लिखा जाता है।
  • Date address के नीचे लिखी जाती है।
  • Receiver's Address उसके बाद लिखा जाता है।
  • Subject short और specific होना चाहिए।
  • Salutation में Sir/Madam का प्रयोग किया जा सकता है।
  • Body में problem/details और required action लिखें।
  • Complaint Letter में Problem → Effect → Request का structure useful है।
  • Application में Reason → Request → Expected Action clear रखें।
  • अंत में Yours faithfully/sincerely और अपना नाम लिखें।

25. One-Line Revision

Formal Letter में किसी authority या official person को किसी समस्या, request, complaint या public matter के बारे में स्पष्ट, विनम्र और व्यवस्थित तरीके से लिखा जाता है।

Lesson 27 of 41
On This Page