How to Write a Formal Application in Hindi and English

03 Nov 2026

A good formal application is short, polite and specific. Offices receive many letters every day, and the ones that state the problem clearly in the first few lines are the ones that get acted on.

The standard structure

1. Recipient — the designation (for example, “The Branch Manager”) and the office or branch name.
2. Date and place — on the right side.
3. Subject line — one clear line saying what you want, such as “Request for correction of name in bank account”.
4. Salutation — “Respected Sir/Madam” or “महोदय/महोदया”.
5. Body — one short paragraph with the facts (who you are, reference numbers, what happened) and one paragraph with your specific request.
6. Closing — “Yours faithfully” or “भवदीय”, then your signature, full name, address and mobile number.
7. Enclosures — list the copies of documents you attach.

Tone and language

Stay respectful even when you are complaining. State facts, dates and amounts rather than opinions. Avoid long stories; if there is a lot of background, keep it to a few lines and attach proof.

Before you submit

• Check the spelling of names, numbers and dates.
• Keep a signed photocopy for yourself and ask for a receiving stamp or acknowledgement.
• Check whether the office has a prescribed form or an online portal; a general letter may not replace it.
• Never write passwords, PINs or OTPs in any letter.

You can use any of our ready formats or the custom application maker to follow this structure automatically.