A guide on how to write a formal letter

If you’re reading this guide, you’re probably facing the following task: write a formal letter—and perhaps you’re unsure exactly how to go about it. Whether you’re applying for a job, contacting a university tutor, or lodging an official complaint, this guide will walk you clearly and confidently through each step of the formal letter-writing process.

In this guide, you’ll find straightforward advice on structuring your letter, choosing the right language, and avoiding common mistakes. You’ll also see practical examples tailored to typical situations you might encounter as a student or young professional. By the end, you’ll know exactly how to write a formal letter that makes a strong, professional impression—every single time.

Standard Structure of a Formal Letter

Formal letters follow a standard structure with a clear beginning, middle, and end. Adhering to this structure helps the reader navigate your letter and find key information easily.

The main components of a formal letter include:

• Sender’s address and date – usually placed at the top (more details below).
• Recipient’s address – the address of the person or organisation you are writing to.
• Salutation (greeting) – a formal greeting to the recipient (e.g. “Dear Ms Smith,”).
• Subject line (optional) – a brief statement of the letter’s subject or reference, sometimes used in business or academic letters.
• Introduction – the opening paragraph stating your purpose for writing.
• Body – one or more paragraphs with details, facts, or points supporting the purpose.
• Conclusion – a closing paragraph that summarises or indicates desired action and goodwill.
• Complimentary close and signature – a polite closing phrase (e.g. “Yours sincerely,”) and your name/signature.
• Postscript – Possibly, you’ll want to add the p.s. bit addendum after close.

Each part is discussed in detail in the following sections. Ensuring the correct format is important: a university writing guide emphasises that readers expect certain conventions to be followed. If any parts are missing or improperly ordered, the letter may look unprofessional or confuse the reader.

Sender’s Address and Date

Begin the letter with your address (the sender’s address) at the top. In UK format, you often place this in the top right-hand corner of the page. You can also left-align it in modern block formats. Do not include your name in the sender’s address – your name will appear at the end with your signature. Include your street address, city, and postcode (and country if it’s an international letter). It is not usually necessary to include your phone number or email in this top section unless relevant, though some people do add them for completeness.

Below your address, add the date for when you wrote the letter. Skip one line after the address and then write the date. There are multiple correct date formats. In the UK, the day-month-year format is standard, e.g. 5 April 2025 (without the st/nd/rd/th suffix). Avoid purely numeric dates that can be confusing (e.g. 05/04/25 could mean different things in different contexts). Write the month in words to be clear. You can place the date on the right (aligned with your address) or on the left, depending on letter style. Consistency and clarity are key – ensure the date is unambiguous and easy to find.

Recipient’s Name and Address

After the date, include the recipient’s address (also called the inside address). This goes on the left side of the page, starting a few lines below the date. Include the name and title of the person you are writing to (if known), followed by their job position (if relevant), company or institution name, and full postal address. Make the address as complete as possible – this ensures correct delivery of the letter and also so the reader sees it is for them. For example:

The Admissions Tutor 

Department of English 

University of Bristol 

Bristol 

BS8 1TH

Include a personal title (Dr, Mr, Ms, etc.) with the name if you know it. Always try to address the letter to a specific person rather than a generic department if possible. Taking the time to find the appropriate recipient (for instance, the hiring manager’s name or the professor’s name) shows professionalism. If you do not have a name, you may use a role or department (as in the example above) or a general greeting in the salutation (see next section). Remember to skip a line between the date and the recipient’s address, and between the address and the salutation for clarity.

Salutation (Formal Greeting)

The salutation is the formal greeting at the start of the letter, always preceded by the word “Dear”. It should normally include the recipient’s title and surname, followed by a comma in British style (or a colon in American style). For example: “Dear Mr Smith,” or “Dear Dr Jones,”. Use Ms for women unless you know they prefer Miss or Mrs, as Ms is a safe and respectful neutral title. If the person has a specific title or honorific (for example, Dr., Professor, Sir, Dame, etc.), use that in the salutation (e.g. “Dear Professor Green,”). Do not use first names in a salutation unless you are on a very familiar, first-name basis with the person – in formal letters it is safer to use the last name with a title.

If you don’t know the recipient’s name, traditional etiquette in the UK is to use “Dear Sir,” or “Dear Madam,” as appropriate. To avoid gender-specific language, a common modern approach is “Dear Sir/Madam,” or “Dear Sir or Madam,” when addressing an unknown person. This is slightly less personal but acceptable. Note that starting with “Dear Sir or Madam” will affect how you close the letter (more on this below). Avoid overly old-fashioned phrases like “To whom it may concern,” in most cases – they can sound impersonal.

Common mistake: Don’t mix up titles or use incorrect names.

Always double-check the spelling of the recipient’s name and use the correct title. Using “Dear Mrs. [Surname]” for someone who is a Dr or misgendering a recipient can create a poor impression. If you are unsure of a woman’s preference of title, use Ms rather than Miss or Mrs.

Finally, punctuation in the salutation: In British correspondence, it is now common to omit the comma after “Dear [Name]” (and not use any punctuation at the end of the line), though a comma is also acceptable. For example, both “Dear Ms Brown,” and “Dear Ms Brown” (with no comma) will occur. But the important thing is to be consistent. In American formatting, you often use a colon (e.g. “Dear Ms Brown:”). Choose one style and stick to it. In this guide, we will use the British style with a comma for the examples.

Subject Line (Optional)

In many formal letters, especially business or academic letters, it is helpful to include a subject line that states the main purpose of the letter. This is not a mandatory part of a personal formal letter, but it is increasingly common. The subject line allows the reader to immediately see what the letter is about. It is typically a brief phrase highlighted in bold or underlined. For instance, for a job application one might write “Re: Application for Graduate Trainee Position”.

There is some variation in where the subject line is placed. One convention is to put it between the salutation and the body of the letter (as often done in the UK). In this case, you might write:

Dear Dr Williams, 

**Re: Request for an Extension of Thesis Deadline**

Another style, used in some official letters and in the US, is to include a subject line above the salutation (sometimes introduced by “Subject:” or “Re:” for “regarding”). For example:

Subject: Request for Special Examination 

Dear Dr Skool,

Both formats are acceptable; just be consistent and clear by making the subject stand out (through bold text or underlining) and keeping it concise. If you are replying to a letter that had a reference number, you should include that reference in your subject line as well, usually preceded by “Re:” or “Ref:” (e.g., “Re: Your Ref. 123/ABC”). 

If a subject line is not needed (for example, a short informal formal letter), you can omit it and simply begin with the salutation and the introductory paragraph.

Introduction (Opening Paragraph)

The first paragraph of a formal letter is crucial. It should  clearly state the purpose of the letter in a concise manner. The reader should not have to guess why you are writing. A good strategy is to start with a straightforward statement such as: “I am writing to [inform/ask/apply/complain]…”. This immediately signals the intent of your letter. For example:

• “I am writing to apply for the MSc Computer Science programme starting in 2025.” (academic request)
• “I am writing to request an extension for my assignment deadline.” (academic request)
• “I am writing to complain about the service I received at your store on 5 March.” (complaint)
• “I am writing to appeal the decision to terminate my scholarship.” (appeal)

Write a Letter = Making the Purpose Clear

Such opening sentences make the letter’s purpose explicit. According to an official university guide, the first sentence or two should directly state why you are writing. This helps busy readers immediately understand the context. If you are responding to a previous correspondence, you should acknowledge it in the opening. For example: “Thank you for your letter of 15 April regarding my application.” This kind of polite reference is clearer and more modern than old-fashioned phrases like “I acknowledge receipt of your letter dated…”.

After stating the main purpose, you can, if appropriate, give a one-line summary of the context or the most important information. For instance, in a job application letter, after saying you are applying for a position, you might mention where you saw it advertised and a broad qualification statement: “This position was advertised on your website, and I believe my background in project management makes me a strong candidate.” Keep the introduction brief – typically 1–3 sentences. The detailed explanation will come in the body.

Example – Opening of a Job Application Letter:

Dear Mr Sands,

I am writing to apply for the job of Fitness Instructor, as advertised in last Thursday’s newspaper. This is an ideal job for me given my enthusiasm for sport and my related experience and qualifications.

(Opening lines clearly state the purpose and why the writer is suited for the position.)

Body (Middle Paragraphs)

The body of the letter contains the details that support your request or message. This section may be one paragraph or several, depending on the complexity of your letter. Each paragraph in the body should deal with a single aspect or point, to keep the letter well-organised. It’s important to keep the body clear, concise, and relevant. Busy readers often prefer letters that “get straight to the point” rather than lengthy, rambling explanations.

Provide necessary detail

Include facts, explanations, or examples that back up your main point.

• For a request, this might be the background of the situation.
• Alternatively, with a job application, it could be a summary of your qualifications or achievements (but avoid repeating your entire CV).
• For a complaint, describe what went wrong with factual details.

Stay concise

Only include information directly related to your purpose. Avoid unnecessary digressions or overly long explanations. Some believe that sticking to relevant points and not including unnecessary or repetitive information. Letters should ideally be no more than one page, and extra-long letters risk being ignored. Divide text into short paragraphs so it’s not just a wall of text.

Use clear and polite language

Even while explaining a problem or making a request, maintain a respectful tone. If you are complaining or delivering bad news, do so factually and without aggressive language. For example, instead of saying “Your service was terrible and unacceptable,” you could say “I was disappointed with the service I received, which did not meet expectations.” This states the issue without being rude.

Be factual and specific

Especially in formal requests or appeals, give concrete facts and dates. Rather than vague statements, provide specifics the reader can verify. For instance: “I missed the exam on 23 January because I had to attend my grandfather’s funeral on 20 January; I have attached a copy of the flight tickets as evidence.” Specific details and any supporting documents (mentioned as enclosures) make your case stronger.

Maintain logical flow

Present information in a logical order. You might use chronological order for an explanation, or order of importance for points. Ensure the letter “flows” and isn’t just a random collection of statements. Sometimes using transitional phrases between paragraphs (e.g., “Furthermore,”, “In addition,”, “However,”) can help the coherence of the letter.

Body might look different

Depending on the type of letter, the body might look different.

Job Application Letter

In a job application letter, you might have one paragraph about your education and another about relevant work experience or skills, each tying back to the requirements of the job. You want to highlight why you are a strong candidate. Keep it focused: don’t recount everything on your CV, but rather draw attention to the key points that make you suitable. For example, a cover letter might note a few academic achievements or projects that align with the job’s needs, as illustrated in the Fitness Instructor letter where the writer mentions relevant courses and certifications.

Academic/Request Letter

In an academic or request letter (such as asking for an extension or special permission), the body should provide a brief explanation of the situation. State the relevant facts (dates, circumstances) and, if appropriate, acknowledge any responsibility or steps you’ve taken. For example, “I was hospitalised from 10–15 March and could not complete the assignment by the due date. I have attached a medical certificate. I have informed my group members and completed part of the work, and I am requesting an extension until 30 March to submit the full assignment.” This is factual, specific, and shows you are proactive and responsible, which strengthens your request.

Complaint Letter

In a complaint letter, describe what happened clearly and objectively. Focus on the main problem without venting or including irrelevant issues. A good approach is to explain what went wrong and how it affected you. For instance, a letter of complaint to a pharmacy might say: “I was given the wrong dosage of my medication, which could have caused a serious overdose if I hadn’t noticed. I understand mistakes can happen, but this error is concerning.”* Stick to facts and avoid insults. After describing the issue, you can suggest a resolution or express what you expect to be done (e.g., a refund, an apology, a corrective action).

Simplicity

It can be helpful to follow a simple structure for the body of any formal letter: situation -> problem (or request) -> solution (or action needed). In other words, first give the context, then explain what the issue or request is, and finally state what outcome you are seeking. This ensures you cover all necessary points. The British Council’s writing guide for complaints suggests including (1) the reason for writing, (2) what went wrong, and (3) what you would like to happen now – a formula that can be adapted to many situations (for a request letter, it would be what you are asking for and any suggested solution).

Throughout the body, maintain a tone that is formal but not stilted. Use everyday professional language similar to what you would use in an academic essay or report. Avoid slang and jargon that the reader might not understand. Also avoid overly emotional or subjective language (e.g., “terrible,” “awful,” “I feel this is unfair”) – instead, describe the facts and let the reader conclude the gravity of the situation. If you need to express dissatisfaction or regret, do so politely and factually (e.g., “I was very disappointed to find that…”). Always be respectful, even if you are frustrated or angry about something; a polite tone will get you further than an accusatory one.

Conclusion (Closing Paragraph)

The conclusion of a formal letter should sum up your message and clearly state the desired next steps or outcome. It is usually a short paragraph (one to three sentences). You do not generally need to introduce new information here; instead, you reinforce your request or offer thanks, and indicate any expected follow-up.

Depending on the purpose of the letter, the concluding lines may include:

• A thank you to the reader for their time and consideration. For example: “Thank you for considering my request.” or “Thank you very much for your time and assistance.” This is particularly appropriate in request letters, cover letters, and appeals. It leaves a polite impression.
• A call to action or expression of expectation. In a job application, you might say: “I look forward to the opportunity to discuss my application with you in an interview.” In a request or appeal, something like: “I would appreciate your approval of this request and look forward to your response.” In a complaint, perhaps: “I hope you will investigate this issue and ensure it does not happen again.” This gently reminds the reader what you hope they will do next.
• An offer of further contact or information if needed: “Please feel free to contact me if you require any additional information.” This shows openness and cooperation.
• A final polite closing sentence. The Plain English Campaign suggests that a summary is often not needed, and an appropriate final sentence could be along the lines of “I hope this has addressed your questions”, “Thank you for your help”, or “If you have any further questions, please do not hesitate to contact me.” Choose a closing sentence that fits the tone: appreciative if you’re asking for something, or calmly reaffirming your main point if you’re making a complaint or delivering information.

Wrapping it up

After the closing sentence, you may add a phrase like “I look forward to hearing from you.” Many people use this as a polite signal that a response is expected, and it is a common convention. However, ensure that this phrase matches the context. If you have already indicated next steps, “I look forward to hearing from you” can be somewhat generic. It’s not wrong to include it – just be mindful that it doesn’t guarantee a response; it’s a courteous way to end. Some style guides note that this phrase can be a bit perfunctory, so use it if it feels appropriate but it’s not absolutely required.

The key is that the reader should finish the letter knowing exactly what you want from them or what you expect, and feeling positively towards you. Ending on a polite and optimistic note can leave a good final impression.

Closing and Signature (How to End a Letter)

Knowing how to end a letter is just as important as how to begin it. The end of a formal letter consists of a complimentary close and your signature/name. The complimentary close is a polite farewell phrase followed by a comma (in British style). Common closes for formal letters include “Yours sincerely,” and “Yours faithfully,”. The general rule in UK usage is:

• Use “Yours sincerely,” if you addressed the letter to a specific person by name (e.g., “Dear Ms Smith,”).
• Use “Yours faithfully,” if you did not know the name and used a generic salutation (e.g., “Dear Sir or Madam,”).

Consistency in Formality

This rule is a traditional guideline taught in British schools and helps maintain consistency in formality. For example, a letter that begins “Dear Mr Jones,” should end “Yours sincerely,“, whereas one beginning “Dear Sir or Madam,” would end “Yours faithfully,”. The logic is that if you have taken the effort to find the person’s name, “sincerely” is appropriate; if not, “faithfully” (as in, you remain a faithful correspondent). In practice, if you are unsure, “Yours sincerely” is a safe choice for most formal letters to a specific individual, and “Yours faithfully” for a generic salutation. Make sure only the first word is capitalised (“Yours” not “yours”), and always put a comma after these phrases in a letter. There is no need for any punctuation after your typed name (some older styles put a comma after the name, but modern practice leaves it unpunctuated).

Other closing phrases (such as “Kind regards,”, “Best regards,”, “Yours truly,”) are slightly less formal but can be used in semi-formal correspondence or when you know the recipient somewhat. An academic or official letter will usually stick to the more formal closings. A peer-reviewed article on correspondence etiquette notes that “Sincerely,” is by far the most appropriate closing salutation for a business letter, whether writing to a stranger or to an acquaintance. In a UK context, “Yours sincerely” effectively serves the same purpose as “Sincerely,” and is widely accepted as a proper closing. Phrases like “Best regards” or “Best wishes” are friendly but may be seen as too informal for a first contact or very official letter. It is best to save those for situations where a warmer tone is acceptable (for example, correspondence with someone you already know, or perhaps at the end of a series of communications).

Signature

After the complimentary close, sign your name. If it is a printed letter, leave a few blank lines for a handwritten signature above your typed name. For example:

Yours sincerely,

<signature>

Alex Chen

If you are sending a physical letter, sign in blue or black ink between the closing and your typed name. In an emailed letter or electronic document, you can simply type your name, or insert a digital image of your signature if appropriate. Below your name, you might also include your position or title (if relevant to the context) on the next line, and possibly your contact information (though contact info can also be placed in the header or footer). For example, a student might write their name and on the next line “Student, Department of X, University of Y” in an academic request letter, if relevant.

If you have any enclosures (attachments such as a CV, transcript, or supporting documents), add an indication of that below your printed name, e.g., “Encl: CV” or “Enclosures (2): CV, Reference Letter.” This alerts the reader to look for additional documents. Also, if you are sending copies of the letter to others, use “Cc: [Name]” notation below the enclosure line to show who else received a copy.

In summary, to end the letter: use an appropriate closing phrase, sign the letter, and include your printed name (and title if needed). Ending a letter well, with courtesy and all necessary elements, leaves a strong final impression of your professionalism.

Tone and Language in Formal Letters

Using the right tone is critical in formal letter writing. The tone should be polite, professional, and measured. Even if you are writing about a problem or a complaint, you must remain courteous. An academic skills guide advises that letters should be polite, even if you’re complaining. Here are key considerations for tone and language:

Formality

Use a formal register, similar to academic writing, but not overly verbose or old-fashioned. You want to sound respectful and businesslike. Avoid extremely formal archaic phrases (“Herewith I enclose…” or “heretofore” etc.) as they can sound forced. Also avoid very casual language. Aim for a neutral, polite tone. For example, instead of “I want to get info about…”, say “I am writing to request information about…”. Instead of “you guys sent me the wrong item,” say “I received the wrong item in my order.” This level of formality shows respect.

Clarity and simplicity

Use clear and direct language. Short, straightforward sentences are usually better than long, complex ones in a letter. Don’t use jargon or technical terms unless necessary (and if so, explain them briefly). Remember, the goal is to communicate your message, not to confuse the reader. The Plain English Campaign recommends using plain language in letters and keeping paragraphs to an average of three to four sentences.

No slang or text-speak

Avoid colloquial expressions, slang, or abbreviations like you might use in a text message or informal email. For instance, do not write “I wanna know if u can…” in a formal letter. Use full words and proper grammar (write “you” instead of “u”, “want to” instead of “wanna”). Contractions (like I’m, didn’t, you’ll) are generally best avoided in formal writing. It’s not a strict rule, but writing out the full forms (I am, did not, you will) comes across as more formal and careful.

Positive and respectful tone

Even when highlighting an issue, try to use positive or neutral phrasing. For example, rather than “You failed to do X”, rephrase as “X does not appear to have been done” or “I did not receive X”. If you made a mistake or there’s an issue on your side, take responsibility politely (e.g., “I apologise for missing the deadline due to…”). Being humble and respectful encourages the reader to be sympathetic. On the other hand, if you are too angry or accusatory, the reader may become defensive. Always imagine the letter being read by someone who has the power to help you – you want them on your side. Using words like “please” and “thank you” appropriately can help maintain a courteous tone (e.g., “Please could you advise on the next steps”, “Thank you for your understanding”).

Modal verbs for politeness

In English, using modal verbs like could, would, might can soften requests and make them more polite. For example, instead of “Send me the information,” a more polite phrasing is “I would be grateful if you could send me the information.” Instead of “I need an extension,” say “I would like to request an extension.” These forms are more deferential. However, don’t overdo it – you still want to be clear about what you need. Piling on too many polite phrases can make the sentence clumsy. Find a balance between politeness and directness.

Avoid emotional language and manipulation

Especially in complaints or appeals, it can be tempting to use very emotional language, exaggerate, or attempt to guilt-trip the reader. Avoid doing this, as it often backfires. Threatening, pleading, or flattery are considered manipulative and are usually ineffective. For instance, do not write something like “If you don’t give me a second chance, my life will be ruined” or “You are the only person who can save me by doing this, I beg you”.

Such language is overly dramatic for a formal letter. Stick to facts and respectful requests. If feelings are involved (e.g., you are expressing regret or disappointment), own your feelings in a straightforward way: “I was very disappointed to receive a lower grade than expected” rather than “It is utterly devastating and unfair to me”. Keeping the tone measured will make you come across as mature and rational.

Grammar and spelling

Always use standard grammar and correct spelling in formal letters. Proofread your letter carefully (more on this in the next section on mistakes to avoid). Do not use dialect or non-standard abbreviations. If English is not your first language, consider having someone proofread your letter for any awkward phrasing. Remember, a formal letter is not the place to be creative with language – clarity and correctness are the priorities.

In summary, the language of a formal letter should be clear, concise, and courteous. Imagine the kind of respectful tone you would use when speaking to a senior official or potential employer in person, and translate that into writing. As one guide puts it, use similar language to what you use in academic writing – formal but understandable. By maintaining a professional tone throughout, you enhance the effectiveness of your letter.

Common Mistakes to Avoid

When learning to write formal letters, students often make a few common mistakes. Being aware of these pitfalls can help you avoid them. Here are some frequent errors and how to avoid them:

• Omitting essential parts of the letter: Ensure you include all the key components (your address, date, recipient’s address, salutation, body, closing, signature). Forgetting the date or failing to sign the letter at the end are common oversights. Always double-check the format before sending.
• Using the wrong salutation or closing: Make sure you match your salutation and closing correctly. For example, don’t start with “Dear Sir or Madam,” and then end with “Yours sincerely.” That combination is a known mistake; it should be “Yours faithfully” in that case. Similarly, using a very informal greeting (like “Hi John,”) in a formal letter is a mistake – save that for emails or if you know the person well.
• Being too wordy or indirect: Some writers go overboard trying to sound polite or formal and end up with very long, convoluted sentences or paragraphs. This can confuse the reader. It’s better to be straightforward and to-the-point. Avoid unnecessary filler phrases (e.g., “I am writing this letter to kindly ask if it would be at all possible to…”) when “I am writing to ask if I could…” gets the job done clearly. Keep paragraphs under, say, 100–150 words to maintain clarity.
• Including irrelevant information: Stay focused on the purpose of your letter. Adding unrelated anecdotes or extraneous details will dilute your message. For instance, if you are requesting an extension due to illness, the letter should not delve into unrelated personal issues or course feedback. Stick to what is relevant for the recipient to make a decision.

Other Matters to Consider

• Tone too informal or too harsh: Avoid slang, emojis, or casual language (“you know,” “awesome,” “cheers”) – these are too informal for a formal letter. On the other hand, avoid angry or sarcastic tones even if you’re frustrated. Writing “I can’t believe how incompetent your staff were” in a complaint letter, for example, will likely offend the reader and harm your case. Maintain professionalism at all times.
• Grammatical and spelling errors: Mistakes in grammar or spelling can undermine the professionalism of your letter. Always proofread your letter carefully. Use spellcheck tools, but also read it yourself (spellcheck might miss correctly spelled but wrong words, e.g. “form” vs “from”). If possible, have someone else review it as well. Errors can create a bad impression and may distract from your message.
• Using clichés without thought: Phrases like “I look forward to hearing from you” or “Please do not hesitate to contact me” are standard and fine to use. But ensure they fit your letter. Don’t copy a template blindly without adapting to your specific context. Also be genuine; for example, only say “I sincerely apologise” if you mean it and it’s appropriate. Insincere flattery or generic statements can ring false.
• Not being specific enough: Vague requests or complaints can lead to misunderstandings. For instance, writing “I had an issue with your service” doesn’t clearly tell the recipient what happened. Be specific: “The product I received (Order #12345) was damaged upon arrival” gives a clear picture. If you want something, specify exactly what you want (e.g., a refund, a replacement, an extension until what date, etc.). As one source advises, include factual detail but avoid dramatisation.
• Trying to manipulate or threaten: As mentioned earlier, attempting to strong-arm the recipient (e.g., “If you don’t respond, I’ll take legal action” in the first letter) or making exaggerated promises (“I’ll be your best employee ever if you hire me”) is not professional. Save any hard escalation for when it’s truly needed and after more polite attempts. In a first contact letter, these tactics are a mistake.
• Poor presentation: Even if your content is good, a messy or badly formatted letter can undermine it. Common presentation mistakes include: wrong alignment of addresses, inconsistent font (stick to a standard readable font like Times New Roman or Arial at 11 or 12pt), too-small or too-large text, forgetting to leave spaces between sections, or printing on low-quality paper with smudges (for physical letters). Make sure the final document is clean and well-formatted. As a final step, ensure you have spelled the recipient’s name correctly and that you have actually signed the letter – these small details matter for credibility.

Quick Checklist

Before sending your letter, it’s wise to run through a quick checklist to catch these common errors. For example, you can ask yourself:

• Have I included all the necessary parts (addresses, date, salutation, closing, signature)?
• Is the purpose of my letter clear from the start?
• Did I keep the content focused, factual, and polite?
• Have I checked spelling, grammar, and punctuation carefully?
• Is the formatting tidy and professional-looking?

If you can answer yes to all, you likely have a well-written formal letter ready to send. As the Plain English Campaign guide suggests, always “check that you have said everything you wanted to; answered any questions; been helpful and polite; and that the letter is clear and concise.” Taking the time to review your letter will pay off.

Examples of Formal Letters for Students

To solidify the concepts, here are a few examples of formal letters relevant to student situations. These examples illustrate different tones and structures for various purposes. (Names and details are fictitious, but the format and language follow the guidelines above.)

Example 1: Academic Request Letter (Deadline Extension)

Scenario: A student is writing to a university lecturer to request an extension on an essay deadline due to illness.

Your Address (e.g., 10 College Road, Bristol, BS8 1ZZ)
Date (e.g., 20 March 2025)
Recipient’s Address: Dr. Jane Smith, Department of History, Bristol University, Bristol, BS8 1TH

Dear Dr Smith,

Re: Request for Assignment Extension

I am writing to request a short extension for the essay due on 25 March in HIS205: Modern European History. Unfortunately, I fell ill with a severe flu last week and was confined to bed rest from 10–17 March, which significantly set back my progress on the assignment. I have attached a medical certificate from the University Health Service confirming my illness.

I have completed approximately half of the essay, including all the research, but I need a few more days to finish writing and proofreading it to meet the expected quality. I respectfully request an extension of five days (until 30 March 2025) to submit the essay. This will allow me to fully recover and produce work that meets the course standards.

Thank you very much for considering my request. I apologise for any inconvenience caused by this situation. Please let me know if you require any additional information (for example, I can also provide my health service discharge papers if needed).

I look forward to your response and hope for your understanding regarding this extension request.

Yours sincerely,
[signature]
Alexandra Lee
Undergraduate, BA History, Year 2

Why this works

The letter begins with a clear statement of purpose (requesting an extension) and provides a valid reason (illness) with evidence. The tone is polite and factual, not overly emotional. The student specifies how much extension is needed and until what date, making it easy for the lecturer to decide. The letter ends with thanks and a courteous closing. All necessary parts are present and properly formatted.

Example 2: Job Application Cover Letter

Scenario: A recent graduate is applying for a job as a Marketing Assistant. This is the cover letter accompanying their CV, addressed to the hiring manager.

12 Green Street
Nottingham NG1 234
15 July 2025

Ms Rachel Whitfield
Hiring Manager, Bright Marketing Ltd
78 King’s Road
Nottingham NG2 5LM

Dear Ms Whitfield,

Re: Application for Marketing Assistant position

I am writing to apply for the position of Marketing Assistant (reference ID: MA100) at Bright Marketing Ltd, as advertised on your company’s website. I am a recent graduate of the University of Nottingham with a B.A. in Business and Marketing (First-Class Honours), and I believe I have the skills and enthusiasm required to contribute effectively to your team.

In my degree, I completed several projects that mirror the responsibilities listed in your job description. For example, in a marketing strategy module, I led a team that developed a social media campaign for a real client, increasing their engagement by 30% in two months. This experience honed my skills in content creation, data analysis, and team coordination. I have also completed a summer internship at XYZ Media, where I assisted in market research and gained practical experience in SEO and email marketing. Additionally, I am proficient in Adobe Creative Suite and MS Office, which will be useful for creating marketing materials and reports.

I am particularly drawn to Bright Marketing Ltd because of your focus on innovative digital campaigns for eco-friendly brands. This aligns with my personal values and creative interests. I am confident that my academic training and internship experience have prepared me to quickly learn and contribute in a fast-paced agency environment. My enclosed CV provides further details of my coursework and experience.

Thank you for considering my application. I would welcome the opportunity to discuss how I can contribute to your team in an interview. I look forward to hearing from you.

Yours sincerely,
[signature]
Ayesha Khan

Why this works: This letter uses a professional tone and clearly targets the specific job. The first paragraph states what position is being applied for and the applicant’s qualification. The body provides evidence of skills and experiences relevant to the job (tailored to the job description). The applicant shows knowledge of the company, which personalises the letter. The letter is concise (all fitting on one page) and ends with a confident yet polite conclusion. It uses “Yours sincerely” since the letter is addressed to a named person. There are no spelling or grammar errors, and the format is clean.

Example 3: Letter of Complaint

Scenario: A student is writing to a landlord to complain about a serious maintenance issue in their student flat that has not been addressed.

Flat 4, 22 Bridge Street
Manchester M1 1AB
3 October 2025

Mr John Doe
Property Manager, Manchester Student Homes
45 Market Street
Manchester M1 4WX

Dear Mr Doe,

I am writing to express my concern and dissatisfaction regarding the living conditions in Flat 4, 22 Bridge Street, which I rent from your agency. Despite multiple requests over the past two months, the significant black mould issue in the bedroom and bathroom has not been resolved.

The mould was first reported on 1 August 2025 (Request #5847B) via your online maintenance system. A follow-up phone call was made on 15 August, yet as of today, no remediation has occurred. The mould has now spread on the bedroom ceiling and is causing health concerns. I have experienced increased asthma symptoms, which my doctor attributes to the poor air quality caused by the mould. I have attached a letter from my GP and photographs of the affected walls for your reference.

This situation is in breach of the tenancy agreement clause requiring the property to be maintained in habitable condition. I respectfully insist that proper action be taken immediately to remove the mould and address the underlying cause (such as leaking pipes or lack of ventilation). If the issue is not addressed within the next two weeks, I will have to consider further action, including contacting the local council’s housing department, as this issue poses a serious health risk.

I hope you understand the urgency of this matter and will respond with a plan of action by 15 October 2025. Thank you for your prompt attention to this complaint.

Yours sincerely,
[signature]
Michael Green

Why this works

The letter begins by stating it is a complaint and specifying the issue (mould). It documents the history of the problem (dates of reports) and the impact (health concerns), staying factual and firm. The tone is serious but still professional – the student is insistent but not rude. They reference the contract to support their case and set a reasonable deadline for action. The letter also indicates the consequence (contacting council) in a formal, non-threatening way. It concludes with an expectation for a reply and an appropriate closing. This letter is likely to be taken seriously due to its clarity and tone.

Each of these examples shows a slightly different style, but all adhere to formal letter conventions. They include the necessary components, maintain a polite tone, and communicate their message clearly. As you write your own formal letters, you can model your approach on these examples while adjusting the content to fit your specific situation.

Conclusion

Mastering formal letter writing is a valuable skill for students and professionals alike. This guide has walked through how to write a formal letter step by step: from setting out the addresses and date, to crafting a clear introduction, developing the body with the right tone and detail, and finishing with an appropriate closing. Key takeaways include being clear about your purpose, using a polite and formal tone, keeping the content concise and relevant, and following standard formatting conventions. Always tailor your letter to your audience and purpose – a letter to a professor might differ slightly from one to a company, but both should remain professional and well-structured.

Remember that practice and careful proofreading are essential. If you are unsure about any aspect, refer back to this guide or the cited sources for clarification. In time, writing formal letters will become easier and you’ll gain confidence in your communication skills. Whether you are writing to apply for your dream job, to request something important, or to address a problem, a well-written formal letter can make a powerful impact. Good luck with your letter writing, and always strive for clarity, courtesy, and correctness in your correspondence.

References

• Birmingham City University (n.d.) 1.06 How to write a formal letter. Centre for Academic Success. 
• Plain English Campaign (n.d.) The Plain English Guide to Writing Letters. [Online]. Available: plainenglish.co.uk.
• San Diego State University (n.d.) Writing an Effective Appeal or Request Letter. Office of the Student Ombudsman.
• British Council (n.d.) LearnEnglish B2 Writing: A letter of complaint. [Online]. Available: learnenglish.britishcouncil.org.
• Whang, Y. & Wendler-Shaw, P. (2021) ‘Writing letters and emails in English: correspondence for the editorial office‘, Science Editing, 8(2), pp. 186–192.
• Northern Michigan University Writing Center (n.d.) Parts of a Business Letter. [Online]. Available: nmu.edu/writingcenter.
• Purdue University Online Writing Lab (n.d.) Writing the Basic Business Letter. [Online]. Available: owl.purdue.edu.
• Birmingham City University – Sample Cover Letter (2007) Application for Fitness Instructor. (Example content used in guide)