How to Write a Formal Letter in English: Structure, Polite Phrases and a Sample
A formal letter follows a fixed order: addresses and date, greeting, a clear purpose, details, a request and a matching sign-off. This guide shows the layout, polite phrases for each part, a full sample complaint letter and the mistakes to avoid.
- The layout of a formal letter
- Greetings and sign-offs that match
- The opening paragraph: say why you are writing
- The body: give the details clearly
- The closing paragraph: ask for a clear action
- Polite language: formal versus informal
- A short sample formal letter
- Phrases for common types of formal letter
- Common mistakes to avoid
- Checklist before you send
- What this article cannot tell you
A formal letter in English has seven parts in a fixed order: your address and the date, the recipient's name and address, a greeting (Dear Ms Patel or Dear Sir or Madam), an opening line that states why you are writing, one or two body paragraphs with the details, a closing paragraph that says what you want to happen next, and a sign-off with your full name. In British English, end with Yours sincerely if you used the person's name and Yours faithfully if you began with Dear Sir or Madam; in American English, Sincerely works for both. Keep the tone polite and direct, avoid contractions such as I'm and don't, and make your request clear in the first two sentences. This guide shows the layout, gives polite phrases for every part and includes a complete sample letter you can adapt.
When to write a formal letter: to complain to a company, apply for a job or course, write to a bank, landlord, school, council or government office, request information, or respond to an official letter. For everyday work messages, a formal email is more common; see our guide on how to write work emails in English.
The layout of a formal letter
Most modern formal letters use a block layout: every line starts at the left margin, with a blank line between paragraphs. It is the easiest layout to type and is accepted in both British and American English.
| Part | Where | Example |
|---|---|---|
| 1. Your address | Top (left in block layout; top right in traditional British layout) | 14 Elm Road, Leeds LS6 2AB |
| 2. Date | Under your address | 12 November 2026 (UK) / November 12, 2026 (US) |
| 3. Recipient's name, title and address | Left, below the date | Ms Anna Patel, Customer Services Manager, Brightline Energy Ltd, … |
| 4. Subject line (optional, recommended) | Above the greeting | Re: Account number 48213 – incorrect bill |
| 5. Greeting | Left | Dear Ms Patel, |
| 6. Body | Opening, details, closing paragraphs | I am writing to… |
| 7. Sign-off and name | Left, with space for a signature | Yours sincerely, [signature], Daniel Okafor |
Do not write your own name at the top above your address; it goes at the bottom. In British English it is common to leave out punctuation after the greeting and sign-off in block layout; in American English a colon after the greeting (Dear Ms. Patel:) is traditional in business letters. Choose one style and use it consistently.
Greetings and sign-offs that match
The greeting decides the sign-off. This pairing is one of the most tested points in exams such as IELTS General Training and Cambridge B1 and B2, and BBC Bitesize gives the same British rule in its guide to writing a formal letter.
| If you know… | Greeting | Sign-off (British English) | Sign-off (American English) |
|---|---|---|---|
| The person's name | Dear Mr Khan / Dear Ms Rossi / Dear Dr Lee | Yours sincerely | Sincerely / Sincerely yours |
| Only the role, not the name | Dear Sir or Madam / Dear Hiring Manager | Yours faithfully | Sincerely |
| The person well, but the context is formal | Dear Anna | Kind regards / Best regards | Best regards |
- Use Ms for a woman unless you know she prefers Mrs or Miss. If you are unsure of someone's title or gender, write the full name: Dear Sam Taylor.
- Use the surname with a title, never the first name: Dear Mr Khan, not Dear Mr Imran.
- British English writes Mr, Mrs, Ms, Dr without a full stop; American English uses Mr., Mrs., Ms., Dr.
- Avoid To whom it may concern in most letters. It sounds distant, and a role-based greeting is usually better.
The opening paragraph: say why you are writing
A formal reader wants the purpose immediately. Your first sentence should say what the letter is about; your second can give the key fact.
- I am writing to complain about…
- I am writing to apply for the position of… advertised on…
- I am writing to request information about…
- I am writing with regard to / in connection with your letter of 3 November.
- I am writing to inform you that…
- Further to our telephone conversation on Monday, I would like to confirm…
Avoid long introductions about yourself before you state the purpose. If the reader must know who you are, add it in one clause: As a customer since 2019, I am writing to…
The body: give the details clearly
Use one paragraph per main point. A good body paragraph answers what happened, when, and what evidence you have. Useful linking phrases:
| Purpose | Formal phrases |
|---|---|
| Giving background | On 2 October I ordered… / According to your website… / As stated in my contract… |
| Adding a point | In addition, … / Furthermore, … / I would also like to point out that… |
| Contrasting | However, … / Despite this, … / Although I contacted you twice, … |
| Explaining a result | As a result, … / Consequently, … / This means that… |
| Referring to documents | Please find enclosed a copy of… / I attach… / I have enclosed my receipt. |
Keep facts specific: dates, order numbers, amounts and names. I have called many times is weak; I called your helpline on 14, 21 and 28 October is strong.
The closing paragraph: ask for a clear action
End by saying exactly what you want and, if needed, by when. Then add a polite closing line.
- I would be grateful if you could refund the full amount within 14 days.
- Could you please confirm the start date in writing?
- I would appreciate it if you could send me further details about…
- I look forward to hearing from you. (Note: hearing, not hear.)
- Please do not hesitate to contact me if you require any further information.
- Thank you for your time and attention to this matter.
Polite language: formal versus informal
Formal English is not about long words; it is about distance and politeness. Indirect questions, full forms and neutral vocabulary do most of the work.
| Informal | Formal |
|---|---|
| I want to know… | I would like to know… / I would be grateful if you could tell me… |
| Can you send me…? | Could you please send me…? / I would appreciate it if you could send me… |
| I'm sorry about… | I apologise for… / Please accept my apologies for… |
| I got your letter. | Thank you for your letter of 5 November. |
| I need it ASAP. | I would appreciate a reply at your earliest convenience. |
| Tell me if you need anything else. | Please let me know if you require any further information. |
| It's not good enough. | I am disappointed with the service I received. |
| Thanks! | Thank you for your help. |
Other formal habits: write I am, not I'm; avoid exclamation marks, slang and emoji; avoid phrasal verbs where a neutral verb exists (receive rather than get, contact rather than get in touch), though common phrasal verbs such as fill in a form are fine. Our guide to common phrasal verbs shows which ones are informal.
A short sample formal letter
This sample is a complaint to an energy company. All names, addresses and numbers are invented. In a real letter, put each line of an address on its own line.
14 Elm Road, Leeds LS6 2AB
12 November 2026
Ms Anna Patel, Customer Services Manager, Brightline Energy Ltd, 20 Station Street, Manchester M1 4BT
Re: Account number 48213 – incorrect October bill
Dear Ms Patel,
I am writing to complain about my October electricity bill, which charges me £286.40 for the period 1–31 October 2026. This is more than three times my usual monthly amount.
On 1 November I submitted a meter reading of 15872 through your website, and I have enclosed a photograph of the meter taken that day. However, the bill shows an estimated reading of 17140. I called your helpline on 4 and 7 November, and on both occasions I was told the bill would be corrected, but I have received no new bill.
I would be grateful if you could issue a corrected bill based on my actual reading and confirm in writing that the direct debit of £286.40 due on 20 November will be cancelled. I would appreciate a reply by 19 November.
Thank you for your attention to this matter. I look forward to hearing from you.
Yours sincerely,
Daniel Okafor
Enc. Meter photograph dated 1 November 2026
Notice how the letter works: the purpose is in the first sentence, the facts are specific, there is one request with a deadline, and the greeting (a name) matches the sign-off (Yours sincerely).
Phrases for common types of formal letter
| Type | Opening | Key request or closing |
|---|---|---|
| Complaint | I am writing to express my dissatisfaction with… | I would ask you to replace the item / issue a full refund. |
| Job or course application (cover letter) | I am writing to apply for the post of… advertised on… | I would welcome the opportunity to discuss my application at an interview. |
| Request for information | I am writing to enquire about… | I would be grateful if you could send me details of… |
| Apology | I am writing to apologise for… | Please accept my sincere apologies for any inconvenience caused. |
| Letter to a landlord | I am writing to inform you that the boiler at the above address… | Could you please arrange for a repair as soon as possible? |
| Resignation | I am writing to inform you of my decision to resign from my position as… | Thank you for the opportunities I have had during my time at… |
For job applications, pair your letter with good interview preparation; see our guide to the job interview in English.
Common mistakes to avoid
- Mixing greeting and sign-off: Dear Sir or Madam … Yours sincerely (British English expects Yours faithfully).
- I look forward to hear from you: it must be hearing, because to here is a preposition.
- Burying the purpose in the third paragraph.
- Too many requests: one clear request is more likely to get a result than five.
- Emotional language: This is outrageous! Replace with facts and a calm statement of disappointment.
- Over-formal, old-fashioned phrases: I humbly beg to inform you or Kindly do the needful sound unnatural to most British and American readers. Plain, polite English is better.
- Wrong date format for the reader: 03/11/2026 means 3 November in the UK and March 11 in the US. Write the month as a word.
Checklist before you send
- Is the purpose in the first sentence?
- Do the greeting and sign-off match?
- Are all dates, numbers and names correct?
- Is there one clear request, with a deadline if needed?
- Have you removed contractions, slang and exclamation marks?
- Is each paragraph about one point?
- Have you mentioned and attached any enclosures?
- Have you checked articles and verb tenses? Our guides on a, an and the and common grammar mistakes cover the errors that appear most often in letters.
What this article cannot tell you
- Legal wording. For legal disputes, contracts or formal complaints to regulators, check the organisation's official complaint process and, if needed, take legal advice.
- Every country's conventions. Business letter layouts vary. This guide follows common British and American practice; organisations in other countries may expect a different format.
- Exam marking rules. Exams such as IELTS General Training and Cambridge English have their own task requirements and word counts. Check the official task instructions and use our exam preparation courses for targeted practice.
For more practice with formal openings and endings in emails, see the British Council's free LearnEnglish unit on starting and finishing emails.
Frequently asked questions
Should I write Yours sincerely or Yours faithfully?
In British English, use Yours sincerely if you started with the person's name (Dear Ms Patel) and Yours faithfully if you started with Dear Sir or Madam. In American English, Sincerely is used in both cases.
How do I start a formal letter?
State your purpose in the first sentence, for example: I am writing to complain about, I am writing to apply for, or I am writing to request information about.
Can I use contractions in a formal letter?
It is best not to. Write I am, do not and I would rather than I'm, don't and I'd.
How do I end a formal letter politely?
Make one clear request, then add a closing line such as I look forward to hearing from you, followed by the matching sign-off and your full name.