Formal Letter Format - Invitation
FORMAT
Sender’s Address
Date
Receiver’s Address
Subject
Body (Starting: It is with immense pride that we are celebrating etc, Mid: We shall
consider it a great honour, if you could grace the occasion and preside over the
function, End: Kindly confirm your gracious presence by [Date])
Name
Signature
Designation (in round brackets)
Example Question: As the Cultural Secretary, Vignesh Kumar, of JKL School,
Jamshedpur, draft an invitation for the Annual Music Festival, inviting Gajendra
Hansda, an acclaimed local musician, to perform and judge the event. Provide the
essential details in about 50 words.
JKL School
Jamshedpur
December 10th, 2025
Gajendra Hansda
The Music Academy
Jamshedpur
Subject: Invitation to perform and judge the school’s Annual Music Festival
Respected Sir,
It is with immense pride that we are celebrating our school’s Annual Music
Festival in our school’s auditorium at 10am. We shall consider it a great honour, if
you could grace the occasion and preside over the function to perform and
judge the event. Your presence will greatly motivate the participants.
Kindly confirm your gracious presence by [Date]
Vignesh Kumar
Signature
(Cultural Secretary)
Formal Letter Format - Reply (Acceptance)
FORMAT
Sender’s Address
Date
Receiver’s Address
Subject
Body (Starting: Dear Sir, being an alumni of this institution, it is an honour to
receive an invitation….., Mid: It is a matter of great pride to interact…., End: Thank
you again for the invite, I will surely be a part of…..)
Thanking you
Yours faithfully
Name
Formal Letter Format - Reply (Rejection)
FORMAT
Sender’s Address
Date
Receiver’s Address
Subject
Body (Starting: Dear Sir, being an alumni of this institution, it is an honour to
receive an invitation….., Mid: I regret to inform you that I won’t be able to join due to
prior commitments…., End: Thank you again for your consideration.)
Thanking you
Yours faithfully
Name
Format - Letter to the Editor
FORMAT
Sender’s Address
Date
Receiver’s Address
Subject
Body (Dear Sir, to the esteemed columns of your newspaper……)
Thanking you
Yours truly
Name
Format - Notice
Name of issuing authority- organisation/ agency
NOTICE
Date of Issue/Release of Notice:
Title/Subject of Notice
Body (Written Content, Date, Venue and Time)
Authorisation name, designation & signature (bottom left)
Job Application
Format - Cover Letter
Sender’s Address
Date
Receiver’s Address
(including Designation,
Name of the organisation and
Address)
Subject: Application for the post of………
Salutation
(Dear Sir/Ma’am, With reference to…… My biodata is enclosed herewith for your
perusal/sympathetic consideration)
Thanking you
Yours truly
Signature
Name
Example Phrases:
1. Perfectly match my qualifications
2. According to the advertisement
3. Am submitting my resume
4. Am applying for
5. Am confident that
6. Am certain that an ideal candidate for the position of
7. Are compatible with
8. As described in
9. As indicated in your job description
10.As advertised in
Enclosure: Biodata/Resume
- Draw a line and start writing resume (preferably in another page)
Biodata/Resume Format
Name
Father’s Name
Mother’s Name
Communication Details: Address, Mobile, Email
Languages Known
Hobbies
Education Qualifications:
Passed Class X with ___,
Passed Class XII with ___,
Graduation ____
Postgraduation _____
PhD ____ (if mentioned)
Professional Qualifications
Experience
References
Salary Expected
Format - Article
Title (Illustrate thematic connect/eye catching)
Byline (Name/Designation of the writer)
Introductory Para (relevant topic sentence + expansion)
Development of topic (1 or 2 paras - discussion of various aspects of the topic, causes
effects etc presented strongly with evidence)
Concluding Para (writer’s opinions/comments + recommendations or solutions + hope/call
for action/warning)
Format - Report Writing
Headline
By line (Name of the reporter, Designation)
Reporting Place and Date:
Content
1st Para - Who, What, When and Where
2nd Para - How (Detailed Account)
3rd Para - Feedback/Observation/Eye witness account
