Formal Letter Writing – Class 10 English
1. What is a Formal Letter?
A formal letter is a letter written in a formal tone to someone in an official capacity (for example: to a school principal, to an editor, to a government department). It deals with official matters such as complaints, inquiries, placing orders, suggestions, etc.
Key points:
- Use formal language (no slang, “hey”, or friendly chatty tone).
- Follow the correct structure/format.
- Stick to the word-limit (for CBSE Class 10 formal letter: around 100-120 words).
- Address the right person/organisation, include subject line, and closing properly.
2. Format / Structure
When writing a formal letter for Class 10, make sure you include these parts in the correct order:
- Sender’s address (your address) – top left.
- Date – below or beside your address.
- Receiver’s address – below date, left side.
- Subject line – centred or left, usually with “Subject:” (optional in some formats but recommended).
- Salutation – “Dear Sir/Madam,” (or “Respected Sir/Madam,”).
- Body – paragraphs: introduction, main part (details), concluding part (request/expectation).
- Complimentary closing – e.g., “Yours faithfully,” (if you used Sir/Madam) or “Yours sincerely,” (if you know the name).
- Signature & Name – your name at the bottom, and designation if needed.
- (If applicable) Your designation (e.g., Class X student), contact details or reference.
These elements are standard.
3. Types of Formal Letters (Common for Class 10)
Here are the usual types asked in the CBSE exam for Class 10:
- Letter to the Editor (of a newspaper) – raising a public issue.
- Letter of Complaint – about poor service, faulty product, pollution, etc.
- Letter of Inquiry – asking for information (courses, admission, products).
- Letter of Order/Placing Order – ordering goods, materials, etc.
- Letter to the Principal / School Authority – e.g., suggestion, problem, request.
- Letter to Government / Police / Municipal Authority – about public issues (road, drainage, safety).
4. Marking Scheme (What the examiner looks for)
For Class 10 Formal Letters (typically 100-120 words):
- Format: 1 mark
- Content: 2 marks
- Organization of ideas/flow: 1 mark
- Accuracy (grammar, spelling, punctuation): 1 mark
Total = 5 marks (in some exams 7 marks depending on variant)
Therefore, you must do all parts well: correct format + relevant content + neat structure + correct English.
5. How to Write a Good Formal Letter – Step by Step
Step 1: Read the question carefully
- Identify the person writing (you), your address, date, who you are writing to (receiver), and key points you must include.
- Identify type of letter (complaint, inquiry, etc.).
- Note the word-limit (100-120 words).
Step 2: Write the draft / outline in your head
- What is the issue or purpose?
- What are the details you must include? (cause of problem, what you want done, info you need, goods you are ordering).
- What is the request / conclusion?
Step 3: Write introduction
- Briefly mention who you are (if required), what you are writing about.
- Example: “I am a student of Class X of St. Mary’s School, New Delhi. I am writing to bring to your notice …”
Step 4: Write body
- Paragraph 1: state the fact / problem / purpose.
- Paragraph 2: give details (when, where, how, reasons, effect).
- Paragraph 3 (if needed): say what you want the receiver to do / your expectation.
Step 5: Write conclusion
- A polite closing remark: “I hope you will look into the matter at the earliest.”
- Thank the receiver for their time/attention.
Step 6: Finish with closing
- “Yours faithfully,” (if unknown name)
- Then signature, then name, maybe your class/roll no.
Step 7: Check your work
- Word-limit maintained.
- Format is complete.
- Tone is formal and polite.
- No spelling or grammar errors.
- All required points are covered.
6. Sample Formal Letter
Question:
You are Rohan/Rohini of 42, Green Avenue, Mumbai. Recently you purchased a wrist-watch from XYZ Electronics, Mumbai but the watch stopped working within a week. Write a letter to the Manager, XYZ Electronics, Mumbai, complaining about the product and requesting a replacement or refund. (Word limit: 100-120 words)
Answer:
42, Green Avenue
Mumbai–400001
10 September 2025
The Manager
XYZ Electronics
123, Lok Road
Mumbai–400002
Subject: Complaint regarding defective wrist-watch
Dear Sir/Madam,
I purchased a wrist-watch (Model X100) from your store on 1 September 2025. The watch stopped working on 8 September and the display is blank. I visited your service desk, but the staff said the warranty was invalid because I had not registered online, which was not mentioned at the time of purchase. I request you to either replace the watch with a new one of the same model or refund the amount paid (₹2,500). I have attached the purchase receipt and warranty card.
I hope you will resolve this issue at the earliest. Thank you for your prompt attention.
Yours faithfully,
Rohan Sharma
Class X, Roll No. 23
7. Useful Phrases & Vocabulary
- I am writing to draw your attention to …
- I wish to lodge a complaint regarding …
- I would be grateful if you could …
- Kindly send me full details of …
- I purchased / I registered / I visited …
- The product developed a fault / stopped working / failed to meet expectations.
- I look forward to your early reply / prompt action.
- Please treat this as urgent.
8. Common Mistakes to Avoid
- Using informal language (“Hi”, “Hey”).
- Ignoring the word-limit (writing too long).
- Missed format (no sender/receiver address, no date, no subject).
- Including personal opinions or irrelevant details.
- Grammatical errors, spelling mistakes.
- Writing in very casual tone.
- Omitting the request or next step you want.
