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 .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.

Letter To Principal – Formal Letter Format

The letter writing format to the principal or school is given below:

• 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.
• Date: Followed by the sender’s details, the date should be mentioned. The sender should mention the date on which the letter is written.
• 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.
• 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.
• 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.
• 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.
• Complimentary Closing: Now conclude the letter with complimentary closing like yours sincerely, yours faithfully, etc.
• 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:

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 the school are listed below:

1. Don’t use flowery language,
2. Don’t use abbreviations and slags,
3. The letter must be precise, and the message should be direct,
4. Always include the subject line,
5. Always follow the formal letter format for school.

Formal Letter Examples

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.

Know how to write a formal letter to the principal from a student from the sample letter. You can easily understand the letter to principal format from this example:

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:

Formal Letter Writing Tips

These are some of the tips to write a formal letter to the principal:

1. 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.
2. Leave one line of space and then write the current date and time.
3. Use proper greetings and salutations like Mr., Mrs., Dr. etc.
4. Write a clear and concise subject line that describes the motive for writing the letter.
5. Write the content of your letter inside the body of the letter. Be precise and explain everything.
6. 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:

1. Don’t use bad language or slang while writing letters as it is completely unprofessional.
2. Do not make up anything or write anything that is not true. Always stick to the facts.
3. Don’t hand-write articles. It does not seem professional to see handwritten letters. Use Microsoft Word or Google Docs to write formal letters.
4. Don’t forget to check and proofread your writing before submitting it.
5. Keep the tone of your writing formal yet friendly. However, don’t make it too friendly and informal.

FAQs on Formal Letter Format for School

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.