Formal Letter Format for School: Learn With Examples
Formal Letter Format: Learning formal letter writing and formal letter structure for school is very important. It will assist students in comprehending the formal communication rules. Formal letters should be simple and straightforward.
Formal letters are typically used to make formal requests to the principal, obtain authorization from a guardian, and reply to any difficulties. Formal letters are written in an orderly and conventional manner, following a predefined pattern, primarily for official purposes .
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In this article, we have covered everything you need to know about the formal letter format to the principal, as well as the regulations to follow when writing one. Continue reading to learn everything there is to know about the formal letter format for school.
1. Sender’s Details/Address: The sender’s details should be written at the top of the page. The sender’s details should include all the detailed information about the sender, such as name, address, and contact details.
2. Date: Followed by the sender’s details, the date should be mentioned. The sender should mention the date on which the letter is written.
3. Receiver’s Details/Address: Here, you should mention the address of the receiver. As you’re writing a formal letter for school officials (Principal, teacher, HOD, etc.), you should mention the name/position of the receiver followed by the address of the school.
4. Subject of The Formal Letter: Followed by the receiver’s details, you must include the subject line. Basically, this subject line talks about the purpose of the letter.
5. Salutation: You should greet the person to whom you are writing the letter. As you are writing a formal letter, the greeting should not be too personal.
6. Body of The Letter: Basically, the body of the letter is divided into 3 parts which are as under: Paragraph 1: Introduce yourself and the purpose of writing this letter. Paragraph 2: Now explain the reason in detail. Paragraph 3: Conclude the letter. This section must say what you’re expecting or the solution.
7. Complimentary Closing: Now conclude the letter with complimentary closing like yours sincerely, yours faithfully, etc.
8. Signature: Below the complimentary message, write your name followed by your signature and designation.
Formal Letter Format to Principal
The format of a formal letter to the principal of a school is given below:
Sender Address: [Name] [Class you belong to] [Name of the school] [Address of the school]
Salutation: [Dear Sir/Madam Respected Class Teacher, etc.]
Body of the Letter: Paragraph 1 [Introduce yourself and state the purpose of the letter] Paragraph 2 [Here start writing detailed information, in case if you’re taking leave or interested in participating in any of the events conducted by the school, mention the purpose and brief your reason] Paragraph 3 – [Now conclude your letter; that is, write what you are expecting]
Complimentary Closing: [Now end the letter with – yours sincerely, faithfully, thankfully]
Signature: [Name followed by Signature]
Rules for Writing Formal Letter to Principal
Before writing a formal letter to the school or to the principal, one must be aware of the rules to be followed while writing the letter. The format is similar for all education boards in India, including CBSE, ICSE, etc. Some of the key points to remember while writing a formal letter to school are listed below:
Don’t use flowery language,
Don’t use abbreviations and slags,
The letter must be precise and the message should be direct,
Always include the subject line,
Always follow the formal letter format for school.
In the following section, we have provided different sets of formal letter writing by students to the principal and teacher. Go through the sample formal letters for the school as they will give you an idea of how to write a letter to your school Principal or other officials.
Formal Letter to Principal Example 1: School Leaving Letter
Imagine there is a girl named Varsha who wants to write a letter to the school Principal asking permission to remain absent from school for 2 days on account of her sister’s marriage. Now write a letter to the principal requesting leave for 2 days.
The Principal, ABC School, 6th Sector, 7th Road, Banglore-500001
Subject: Application for leave for two days.
Respected Sir, I am Varsha from Class VI-B, and I am writing this letter to inform you that I will remain absent for the next 2 days on account of my sister’s marriage.
My sister’s wedding ceremony will begin from 24th January to 25th January 2021, and as a younger sister, my presence at the wedding ceremony is unavoidable. As a sister, I have so many duties to be carried out at the wedding and also, I am responsible for looking after the arrangements for the wedding ceremony.
So, I kindly request you to grant me 2 days’ leave (24th and 25th of January). The wedding card is attached herewith for your perusal.
Thanking you. Yours Sincerely, Varsha [Signature]
Formal Letter Writing Example 2: Sick Leave Application for School
Imagine you were suffering from a fever. Without informing your school, you took leave. Now write a sick leave application for the school teacher for fever which you have already taken.
Understand the application format for the school formal letter from the following sample letter:
The Class Teacher, VI-B, ABC School, 6th Sector, 7th Road, Banglore-500001
Subject: Application for Sick Leave
Respected Mam, I am Varsha studying VI-B at ABC school. I am writing this letter to inform you that I took leave on 21st and 22nd of January 2021 because of a fever.
Since I was suffering from a high fever and cold, the doctor advised me to take bed rest for 2 days. So, I was unable to attend school for 2 days.
So, I kindly request you to grant me a leave of absence for 2 days and allow me to attend the classes from today (23rd January). The medical reports are attached for inspection.
Thanking you. Yours Sincerely, Varsha [Signature]
Note: Provide a parent’s signature and contact number as formal etiquette.
Formal Letter Writing Tips
These are some of the tips to write a formal letter to the principal:
Start off with your address. Regardless of the type of letter, it is also advised to start with your address. Then write the recipient’s address.
Leave one line of space and then write the current date and time.
Use proper greetings and salutations like Mr., Mrs., Dr. etc.
Write a clear and concise subject line that describes the motive for writing the letter.
Write the content of your letter inside the body of the letter. Be precise and explain everything.
Always use proper greetings to sign off like: Yours Truly, Sincerely, etc.
Things to Avoid While Formal Letter Writing
While you are writing a formal letter to the principal or teacher, you must keep in mind some important things:
(i) Don’t use bad language or slang while writing letters as it is completely unprofessional. (ii) Do not make up anything or write anything that is not true. Always stick to the facts. (iii) Don’t hand-write articles. It does not seem professional to see handwritten letters. Use Microsoft Word or Google Docs to write formal letters. (iv) Don’t forget to check and proofread your writing before submitting it. (v) Keep the tone of your writing formal yet friendly. However, don’t make it too friendly and informal.
The frequently asked questions on school leave application letter format or formal letter format are given below:
Q1. How do you write a letter to the school principal? Ans. To write a letter to the principal, introduce yourself first and greet the person to whom you are writing the letter. Explain your problem and the solution or conclusion that you are expecting from that person. For a detailed formal letter format to the principal, refer to this page.
Q2. How do you start a formal letter? Ans. You can begin your formal letter with Dear or Respected before the name of the person to whom you are writing.
Q3. How do you end a formal letter? Ans. You can end the formal letter by mentioning Sincerely, Regards, Yours truly, Yours Sincerely followed by your name and signature.
Q4. Can I write an email to the principal instead of using a handwritten or printed letter format? Ans: Although you can drop an email to the principal for leave or any other reason, it’s preferable to use a typed, printed and signed letter, as it is more convenient to read it that way.
Q5. How do I write a formal letter to the principal when a teacher is not doing a good job? Ans: If you are not satisfied with a teacher’s performance, you can write a formal letter to the principal. You need to have a professional tone. Do not use provoking words. Do not send the letter before you are sure of the legitimacy of all the information that you choose to mention in the letter. Make sure you also mention the date and time carefully.
Now you are provided with all the necessary information regarding the format of formal letter to the principal, school, or the teacher. Formal letters are often asked in school exams and other competitive exams. So, one must practise writing formal letters on a wide variety of subjects. This will help not only in exams but also in real life.