Structure of a Formal Correspondence

 Here are the parts of a formal letter using the context of a transactional text particularly a letter of complaint.

Aside from the parts of a letter, writers also follow different LETTER FORMAT STYLES to organize how a letter looks on the page. These format styles affect the alignment of text, paragraph structure, and overall presentation of the message.

Different situations require different formats. Formal letters usually follow structured and professional layouts, while informal letters may use more relaxed and traditional styles. Understanding these formats helps writers present their messages clearly, appropriately, and in a way that matches their purpose and audience.

Format Style	Description	Key Feature	Types of Letters Used	Role / Purpose of the Format
Block Style	All parts of the letter are aligned to the left margin	No indentation; clean, straight layout	Formal letters (complaints, business letters, applications, requests)	Ensures clarity, professionalism, and easy reading in official communication
Semi-Block Style	Paragraphs are indented, but other parts are left-aligned	Mix of block alignment and indentation	Formal and semi-formal letters	Balances readability and traditional formatting; still professional but less rigid
Indented Style	First line of each paragraph is indented	Traditional handwritten-style format	Informal letters and personal correspondence	Creates a relaxed, personal feel suitable for friendly or casual communication