St.
Mary’s ICSE School, Koparkhairane
Grade V
English Language
Notes: Formal letter
Date: 10/07/2025
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Formal letters are written for official purposes. They should be short, clear, and to the point. We write formal
letters to individuals we don't know well or to those in positions of authority, like officials, authorities, and
professional contacts.
1. The Sender’s address
The Sender’s address is to be written in 4 lines. Place a comma after each line, but no punctuation after the
last line, i.e., after the pin code. A PIN code is necessary.
Sender’s Address:
Line 1,
Line-2,
Line 3,
Line 4
Leave a line.
2.Date: has to be the date of the Examination, e.g., 29th July 2025
Leave a line.
3. Receiver’s Address
Line 1, (Name of the person to whom you are writing the letter/The Principal, The Manager)
Line 2, (Designation of the person)
Line 3, (Name of the organization)
Line 4 (Address of the organization)
Leave a line.
4. Salutation
Use either Dear Sir or Dear Madam (Only one of the two). Always add a comma after the salutation.
Leave a line.
5. Body
Body: Start the body of the letter from the left margin. Leave a line between paragraphs to demarcate
paragraphs. The first paragraph introduces the purpose of the letter. The second paragraph provides a brief
overview. The third paragraph elaborates on the main subject matter, offering details and explanations. The
concluding paragraph summarizes the main points and may include a request, suggestion, or expression of
expectation. (Total 4 paragraphs should be there)
Leave a line.
7. Subscription
Yours truly/ Yours faithfully, (Comma after subscription) (Y capital- the tail of ‘Y’ shouldn’t come below the
line or else it would be considered small y. There is no apostrophe in ‘Yours’.)
8. Signature:
Include your first name with your surname after the subscription. Do not forget to put a full stop after your
surname.
Sample 1
Write a formal letter to the bookstore manager, requesting a replacement for the damaged books. Mention
the date of purchase, the nature of the damage, and your willingness to provide the receipt and return the
books.
201, Panchvati CHS,
Sector 5,
Vashi,
Navi Mumbai - 400703
6th July 2025
The Manager,
Pranam Bookstore,
Sector 14,
Koparkhairane,
Navi Mumbai - 400709
Dear Sir,
I am writing to bring to your attention an issue regarding a recent purchase made from your bookstore. On
2nd July 2025, I purchased a set of five academic books for the upcoming school term.
However, upon inspecting the books at home, I found that two of them were damaged, one had torn pages,
and the other had a misprint throughout.
I request a replacement for the damaged books at your earliest convenience. I have retained the original
receipt and am willing to bring the books to your store for verification.
I hope you will look into this matter and resolve it promptly. Your cooperation will be highly appreciated.
Thanking you,
Yours faithfully,
Krutika Sharma.
Sample 2
Write a letter to your Principal, asking for permission to organize a farewell party for your class teacher
who is retiring.
201, Panchvati CHS,
Sector 5,
Vashi,
Navi Mumbai - 400703
10th July 2025
The Principal,
St. Mary’s ICSE School,
Sector -10,
Koparkhairane - 400709
Dear Madam,
I am writing to seek your kind permission to organize a farewell party for our class teacher, Mrs. Sharma,
who is retiring at the end of this month.
We plan to hold the party in the school auditorium on Friday, the 18th of July, during the last two periods.
The event will include speeches, a few performances, and a token of appreciation from the students.
All arrangements will be made by the students of Class 5, under the supervision of our class monitor and a
few volunteers. We will also take care of cleaning up after the event and maintaining discipline
throughout.
We hope you will grant us permission to hold this farewell party and make it a memorable occasion for
our beloved teacher. Thank you for your consideration.
Yours sincerely,
Advik Jain.
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Homework
Write the following letters in your English Language notebook. Submit the notebook by 16.07.25)
1. Write a letter to a publishing company requesting it to send you certain books that are not available in the
market.
2. Write a letter to the librarian of your school, informing him/her that you have misplaced a library book.
