How to Write an Official Letter

An official letter is a formal way of communicating with institutions, companies, or government offices. Whether you’re applying for a job, making a request, or lodging a complaint, knowing how to write an official letter is an important skill.

Structure of an Official Letter

1. Sender’s Address
   Write your address at the top left corner of the page.

2. Date
   Add the date just below your address.

3. Recipient’s Address
   Write the name, title, and address of the recipient.

4. Salutation
   Use a polite greeting such as Dear Sir/Madam.

5. Subject Line
   Briefly state the purpose of the letter (e.g., Application for Internship).

6. Body of the Letter

   • Introduction: State why you’re writing.

   • Main Content: Provide details clearly and professionally.

   • Conclusion: End with a courteous closing line.

7. Closing and Signature
   Use phrases like Yours faithfully or Sincerely, then sign and write your full name.

Example Format

Your Address
Date

Recipient’s Name
Title/Position
Organization’s Name
Address

Dear Sir/Madam,

Subject: [State Subject Here]

[Introduction paragraph]
[Main content paragraph(s)]
[Conclusion paragraph]

Yours faithfully,
[Your Name]
[Signature]

Tips for Writing an Official Letter

• Keep the tone polite and professional.

• Use clear and simple language.

• Avoid slang, abbreviations, or emojis.

• Proofread to correct spelling and grammar mistakes.

FAQs

1. What font should I use for an official letter?
Times New Roman or Arial, size 12, is commonly preferred.

2. Should I handwrite or type an official letter?
Typed letters are more professional, but handwritten ones may be acceptable in informal situations.

3. How long should an official letter be?
Keep it brief — usually one page is enough.

4. Can I send an official letter by email?
Yes, just follow the same structure and use a professional email format.

5. What is the difference between official and informal letters?
Official letters are formal and professional, while informal ones are casual and personal.

Conclusion

Writing an official letter is simple when you follow the right structure. With a clear format, polite language, and professional tone, you can communicate effectively in any formal setting.