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Official note writing
March 20, 2019 Anniversary Wishes No comments

Case consists of file, file note and any previous papers. Consists of Contains notes written by dealing clerks and other .. (Ordinary official letter). •. (Memo).

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  • here to see you have followed all the rules for letter writing. .. Another type of formal letter which you may have to write is a letter of complaint. You will need this.

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    official note writing

    Use these tips when writing a formal letter

    In today's Internet- and email-driven society, the need to write a formal letter arises less often than in the past. However, it is still occasionally necessary to present a formal letter to obtain information, to apply for an academic program or a job, to write a complaint letter, or simply to express your opinion in an effective and coherent manner.

    Be concise

    State the purpose of your formal letter in the first paragraph and don't veer from the subject. Try to avoid flowery language or long words. Keep the letter short and to the point. This excerpt from Strunk and White's The Elements of Style (4th edition) provides the perfect rule of thumb:

    Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This requires not that the writer make all sentences short, or avoid all detail and treat subjects only in outline, but that every word tell.

    Use the right tone

    A business or formal letter should be written in a tone that is slightly more formal than your everyday language. Avoid the following: slang or jargon; contractions such as I'm, can't, it's; and vague words such as good and nice. Be polite and respectful, even if you are complaining. Take a look at our formal letter example to see what tone is appropriate.


    Proofreading is so important. Once you have written your formal letter, check the grammar and spelling carefully. Use the spell-checker on your computer and then read the letter over yourself as the spellchecker will not catch every error. Usea dictionary or thesaurus, if necessary. Check the grammar and punctuation for correctness and make sure the sentences are complete.

    It is a good idea to have someone else proofread your formal letter, even after you have done so, as you may have overlooked errors in something that you have read over many times. If this formal letter is important enough for you to take the time to write, don't rush its completion. Errors will diminish the impact of the statement or impression you are trying to make.

    Use proper format and presentation

    Remember that the first impression is the one that lasts. Use good quality paper and a matching envelope for your formal letter. Make sure the recipient is addressed properly and that his or her name is spelled correctly. Equally important—don't forget to sign the letter! Check out our letter writing ebook, which features several examples of formal letters. You can also search for free templates online.

    Present your ideas properly: Formatting a formal letter

    Adhering to the standard conventions of good formal letter writing and presenting your letter attractively will ensure that your thoughts are seriously considered by the recipient and given the attention and consideration they deserve. Here are a few formatting tips:


    The heading consists of your address (but not your name) and the date. Telephone numbers and email addresses are not usually included here, but they are acceptable. Using block format, the heading goes in the top left-hand corner of the page.

    123 Elm Ave.
    Treesville, ON M1N 2P3
    November 23, 2008

    Inside Address

    The inside address consists of the name and address of the person to whom you are writing. You should try to address the formal letter to a specific person, but if you do not know his or her name, at least try to include his or her title. This address is usually placed four lines below the heading if a word processor is used or one line below the heading if the letter is handwritten.

    Mr. M. Leaf (name)
    Chief of Syrup Production (title)
    Old Sticky Pancake Company
    456 Maple Lane
    Forest, ON 7W8 9Y0


    Skip one line after the inside address and then type the salutation. Your choice of salutation depends on whether or not you know the intended recipient of the formal letter. The most usual greeting is


    followed by the person's name and punctuated with a colon. If you don't know whether the person you are addressing is a man or a woman, you may begin with

    Dear Sir or Madam:

    again followed by a colon.


    may be used if you don't know the marital status of a woman. Furthermore, if the person has a specific title such as


    make sure that you use it. Here are some examples of each salutation:

    • Dear Mr. Trunk:
    • Dear Ms. Root:
    • Dear Mrs. Branch:
    • Dear Dr. Acorn:


    Skip one line after the salutation and begin typing the body of the formal letter. This is the main part of the letter. Keep in mind the rules outlined above regarding brevity and coherence. It is best to use short, clear, logical paragraphs to state your business.

    Closing and Signature

    This is the end of the letter. Skip one line after the last paragraph of the body of the letter and type the closing. Only the first word of the closing should be capitalized. It is punctuated with a comma. Leave several lines after the closing and type (or print) your signature. Your actual handwritten signature is to be inserted between these two printed lines, written in ink.

    Yours sincerely,


    Ezra Twig

    Your typed signature marks the end of your letter, and while you can write a postscript (P.S.) containing additional information, it is better to include all pertinent details in the body of the letter itself so nothing is accidentally overlooked.

    Now that your formal letter has been written, read it through in its entirety to ensure you have communicated your points thoroughly and accurately. Then, it's ready to be sent off to its recipient!

    Image source: Ben Rosett/Stocksnap.io

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    Tips for effective letter writing to state legislators and other officials

    official note writing

    Learn how elected officials react to constituent communications, and how to create both printed and electronic communications to maximize reading and positive response.


    • What is a letter to an elected official?

    • Why write to elected officials?

    • When should you write letters to elected officials?

    • How do you write to public officials?

    • Should you use e-mail?

    What is a letter to an elected official?

    By now you are probably looking for ways to get your issue noticed by people who have the power to help you. To get the best results, you will probably want to try several of the direct action methods discussed in this chapter. In this section, we will show you the best way to write a letter to your elected officials.

    A well-written personal letter may be the most effective way to communicate with elected officials. They want to know how their constituents feel about issues, especially when those issues involve decisions made by them.

    Your elected officials usually know what advocacy groups are saying about an issue, but they may not understand how a particular decision affects you. A well-written letter describing your experiences, observations, and opinions may help persuade an official in your favor.

    Until a short time ago, you had two options if you wanted to contact an elected official: telephone and the mail. In the last several years, e-mail has been added and become the medium of choice. It’s fast, it gets read, and – at least in the U.S. – virtually all elected officials, from town councils to the President, use and welcome e-mail communication.

    Any guidelines for writing letters in this section – the style to use, the information to include – apply to e-mail as well. A letter to your Congressman, whether it’s sent through the post office or electronically, should be formal and as well-written as you can make it. A political communication, to be taken seriously, should send the message that you care enough about the subject to take some care in writing about it.

    In the days before e-mail, officials generally considered letters more important than phone calls, because they took more thought and effort. A proper e-mail letter carries the same message – this person has really thought about this, and has put some work into sending his opinion.

    Why write to elected officials?

    Maybe you're not convinced that writing a letter to your elected official is the best way to spend your time. There are several reasons it’s worth your while, including:

    • To explain to an official how a particular issue affects you or your group.
    • To express support for a proposed law, policy, or course of action.
    • To oppose a proposed law, policy, or course of action.

    In any of the above cases, the letter may include information about the issue that the official may not have, or suggest an alternate course of action that she hasn’t previously heard about.

    • To demonstrate to an official that his constituents are aware of an issue and have a real interest in the outcome.
    • To inform an official about an issue or situation, giving background and history that she may not have.
    • To attempt to persuade an official to vote in a certain way on an issue, or to take other related action.
    • To build your reputation as a thoughtful person in the eyes of the officials, and thus make your criticism or support more influential, or to put yourself in the position of the person to be consulted when the official needs information about your issue.
    • To request a meeting to discuss the issue or some related matter of concern.
    • To thank an official for support given, or action taken.
    • To criticize an official for a past vote or action.
    • To put an official on notice that you and your group are watching his actions, and that he needs to take your votes into account at election time.
    • To ask an official to state her position on a particular issue, or to reveal her voting record.
    • To ask for help or support.

    This type of letter often falls under the heading of “constituent support,” and concern individual problems with government – being denied military disability payments, for example, or being singled out for harassment by a local official.  The reason it’s included in this list is that it can sometimes lead an official to work to change procedures, policies, or laws that discriminate against or make life harder for a whole class of people – veterans, farmers, widows, etc..

    Another purpose of this type of letter is to enlist the official’s support in a community or larger initiative of some sort.  This may be a request that he become a legislative champion for the effort, that he simply lend his name to the initiative’s list of public supporters or sponsors, or that he serve on a board or steering committee for the effort.

    The letter may include information about the issue that the official may not have, or suggest an alternate course of action that she hasn’t previously heard about.

    This type of letter often falls under the heading of “constituent support,” and concern individual problems with government – being denied military disability payments, for example, or being singled out for harassment by a local official. The reason it’s included in this list is that it can sometimes lead an official to work to change procedures, policies, or laws that discriminate against or make life harder for a whole class of people – veterans, farmers, widows, etc..

    Another purpose of this type of letter is to enlist the official’s support in a community or larger initiative of some sort. This may be a request that he become a legislative champion for the effort, that he simply lend his name to the initiative’s list of public supporters or sponsors, or that he serve on a board or steering committee for the effort.

    When should you write letters to elected officials?

    When would you want to write that letter? Whenever an issue arises that concerns your group, but especially when:

    • You want an official to consider a certain action or policy (e.g., increasing funding for a program for senior citizens).
    • There is an upcoming vote on a policy that concerns your group. Letters are most effective when the vote is about to be taken. This is a good time to use e-mail.
    • You want to respond (positively or negatively) to a completed action or a change in policy (e.g., enacting a law that requires people to wear seatbelts).
    • You want to point out a deficiency or need in a particular area (e.g. more public transportation to the community health clinics, more police patrols through your neighborhood).
    • You need information (e.g. about what happened the last time a certain issue came up for a vote).
    • You need advice (how to approach another official, what kind of event will attract large numbers of officials to take notice, etc.). In this instance, you’d probably be writing to an official that you’ve already had positive contact with.

    Another way to look at this question is to think about when a letter will have the most effect. There are particular times when letters are more likely to be carefully considered, and when officials are more likely to be responsive.

    • Just before an election. Most elected officials become extremely anxious to please when they’re running for reelection.
    • Right before an important vote. Officials will usually be receiving communication from many people on both sides of the issue when an important vote is coming up, so this is an especially crucial time to let your opinion be known.
    • Just before and in the midst of the budget process. One of the most important things that legislators, town councils, and some other bodies do is set the budget for the coming year. Whether your concern is local, regional, state or provincial, or nationwide, most of the coming year’s policy and action related to health and human services, the environment, public safety, education, transportation, and a number of other important issues is determined, not by laws, but by the amount of money allowed for them in the annual budget. If you have priorities for funding, now is the time to make them known.
    • Immediately after an official has done something you approve or disapprove of. There are two reasons why this communication should be immediate. The first is so that the action is still fresh in the official’s mind, and he can respond to your support or criticism. The second is that he will be hearing from folks on the other side, and he needs to know either that not everyone approves of his action, or that, regardless of all the negative letters, there are people out there who think he’s doing the right thing. Officials need to know who supports or objects to which of their positions. It can help them continue to work for the things you care about in the face of opposition, or can push them in that direction if they’re not doing it already.

    The really crucial times to write this sort of letter are when an official is under attack for doing something you believe in – think of officials in the American South in the 1950’s and ‘60’s who supported racial integration – or has just done something outrageous – given out a billion-dollar contract in return for a huge bribe, for example. In either of these cases, the official needs to know either that you support her wholeheartedly, and will work to help her, or that you want her to resign now, and will work to have her prosecuted and jailed.

    How do you write letters to public officials?

    So how do you write letters to public officials, anyhow? We have a number of guidelines that should help you not only write the letter, but increase the chances that it will be actually read and taken seriously.

    Decide on the recipient.

    Get the name, title, and address of the official who will make the decision about your issue. Watch to make sure that all names are spelled correctly and that you have the proper address. An incorrect name counts against you. An incorrect address may mean your letter might not arrive at all.

    If you’re concerned with politics or issues at all, you should make it your business to know the names and contact information (address, office phone, and e-mail) of all those who represent you, from the most local to the federal government. In the U.S., at least, you can get to know your representatives at any level of government if you make the effort. If you’re an activist, you may meet with them, or at least speak to them or their aides fairly regularly. If that’s the case, letters from you will be taken seriously.

    Open the letter in an official manner.

    If you are writing to an elected official, show respect for the position by using the title of the office, and the official's full name. In any other letter, use the familiar term "Dear," the title Mr., Mrs., Ms., Miss, or Dr., and the official's full name.


    January 5, 2008

    Title [Name of Representative or Senator]

    House of Representatives [OR] U.S. Senate

    Office Address

    Washington, D.C. 20515

    Explain the purpose for your letter.

    Let your reader know immediately what your letter is about. Tell him/her why you are concerned or pleased that a particular decision is being considered.

    Example: The proposed increase in the gasoline tax will make the cost of transportation unreasonably high for commuters in the metropolitan area.

    Summarize your understanding of the issue/decision being considered.

    State the general impact that you expect to occur if a particular decision is made.

    Example: The creation of a peer-counseling program at our high school will help reduce the number of teen pregnancies in our community.

    Explain your position on this issue.

    Describe in detail why you feel the decision made will lead to the impact you foresee.

    Example: This will provide opportunities for our high school students to discuss pressures they experience with their peers at this critical time in their lives.

    Describe what any changes will mean to you, and to others.

    Describe specifically the positive or negative effects the decision will have on you personally and on those you represent. The more people affected by the decision, the more convincing you may be.

    Example: This program will help provide career opportunities for teenagers in our community.

    Identify others who may be affected by this decision.

    Tell the official which, and how many, people will be affected. Statistics can be very helpful here.

    Example: A recent study showed that 80% of minors who smoke obtain cigarettes at stores that do not ask for any identification. Increased enforcement of the existing laws prohibiting tobacco sales to minors could significantly reduce the rate of smoking among our youth.

    Acknowledge past support.

    Mention appropriate actions and decisions the official has made in the past and express thanks for them.

    Example: We appreciate your past support of the bill protecting the rights of emergency medical crews to not be tested for HIV.

    Describe what action you hope the official will take.

    State specifically what action you (and those you represent) hope the official will take--and by what date, if there is a deadline.

    Example: We hope you realize the best course of action to protect our community's infants and young children is to vote "yes" to House Bill #689b.

    If you have written a letter that opposes some action, offer an alternative.

    Example: I believe that rather than increasing the number of police cars patrolling our neighborhood, a cheaper and more effective alternative would be to work with our community to develop a community-policing program.

    If you have time and you are committed, ask how you can help

    Example: Our group is more than willing to explore the various options in helping make our community a safer place to live.

    Close and sign your letter.

    Thank the official and sign your full name. Make sure your address, and phone number are included.

    Check your letter for spelling and grammatical errors.

    Correct spelling and grammar won't do the job by themselves, but they can help. Why not give your letter every possible advantage?

    Letter-writing campaigns

    So far, we’ve discussed individual letters. A letter-writing tactic that can be particularly effective is a letter-writing campaign, where dozens, hundreds, or even thousands of people write either to the same official (if they’re all in, or somehow represent people who are in, her district) or to many officials about a specific vote, policy, or budget item. This can be extremely effective, especially when the letter-writers are people who don’t usually contact their elected officials.

    In Massachusetts, when funding for Adult Basic Education (ABE) and English as a Second or Other Language (ESOL) was being debated in the state legislature, over a thousand ABE and ESOL students wrote letters to their representatives explaining why funding was important to them personally. At the same time, program staff and administrators, volunteers, and advocates wrote letters to their own representatives explaining why ABE and ESOL were important to their communities and to the state.

    The letters from students were particularly powerful, many of them explaining that a year or two earlier, they couldn’t have written those letters. It was the opportunity to enter an ABE or ESOL program that had made the difference. Legislators responded, and funding for adult education was significantly increased.

    If you want to engage in a letter-writing campaign, you have to prepare properly. Many people, especially people who see themselves as powerless and unimportant, and who may have little education, are intimidated by the thought of writing to someone in power. In many countries, writing such a letter can carry a certain amount of economic, social, or physical risk. (After a State House rally in the same year as the letter-writing campaign described above, one ESOL student was overheard to remark, “In my country, they shoot you for this.”) Even in democracies governed by the rule of law, people may be fearful of being punished for speaking out.

    In addition to reluctance based on feelings of fear and intimidation, many people affected by an issue – especially those with low levels of education – can be embarrassed by their poor writing skills, or feel that they don’t have anything convincing to say. They need help putting their letters together, and they need a model to go by. The coordinators of the letter-writing campaign should be aware of what they have to do to meet these needs.

    First, the campaign should contact potential letter writers with a request for letters, and a simple but complete explanation of why the campaign is needed, and what the important issues relating to it are. People can’t write letters that make sense unless they understand clearly why they’re writing. The chances are that, while advocates can – and perhaps do – go over the politics of the issue in their sleep, most people affected by it know very little about how it plays out politically, or even about how the political system handles issues. The better they understand what’s happening and the specific job their letters are expected to do, the more persuasive the letters they can write.

    Along with this, the campaign should provide one or more templates for letters. A template is a pattern for the letters, illustrating the form of the letter on the page, with the sender’s and recipient’s addresses and date in the appropriate places at the top, and a formal signature at the bottom, as well as a sample of the content of the letter.

    A template literally means a cut-out pattern that is used to make several identical pieces of wood, metal, or some other material that are part of something larger. A builder might use a paper or wooden template to cut a number of identical rafters to hold up a roof, for example.

    In general, people affected by the issue should include:

    • A description of who they are – single working mother, person with a disability, job training participant, ex-Marine.
    • The fact that they’re residents of the official’s district, or participants in a program in his district.
    • What they want the official to do.
    • Their connection to the issue – program participant, staff person, community volunteer, parent of a child with disabilities.

    Anywhere from one sentence up to a paragraph or two explaining what the issue means to them and/or how it has affected them personally. For program participants and others affected by the issue, this is by far the most important part of the letter. Officials are more often swayed by personal stories than by impersonal statistics, no matter how telling those statistics may be. If people can explain how a program changed their lives for the better, or how the lack of services has been a barrier for them, it’s likely that officials will pay attention.

    Finally, campaign coordinators should make sure that those for whom letter-writing is difficult have access to help. In the Massachusetts adult education campaign, that was easy: letters were often written as part of a class, and students approached them as writing assignments, completing two or three drafts before the letter was ready to be sent. In other situations, you’ll have to make sure that program staff and others are available to encourage and empower people, and to help them write the best letters they can.

    Should you use e-mail?

    With the speed and ease of delivery, it's common to use e-mail and send your correspondence via the computer. Doing so, particularly for formal letters, has several advantages:

    • It is much faster than normal mail. This also makes it possible for the official to respond much more quickly.
    • It saves the trouble of addressing an envelope, buying a stamp, and mailing your letter.
    • Electronic mail is less likely to get lost on the receiver's desk.

    However, note that the last can also be a disadvantage. Unless the recipient goes through the trouble to print your message, it may be gone with one tap of the delete key – and out of mind as well. If you are going to use e-mail for your correspondence, be particularly clear and emphatic about your message from the beginning.

    In Summary

    Writing letters to elected officials is a good way to explain how an issue affects you or your group. It also can build your reputation as a thoughtful person, giving you more influence with the people in power. A letter is also a good way to get your issue noticed by people who have the power to help you.

    How to Write a Formal Letter. Formal letters--They can shape others' perceptions of you, inform the reader of a serious issue, or get you a job.

    How to Write a Briefing Note

    official note writing

    Our grandparents and great-grandparents wrote letters all the time: to their friends and families, to the bank manager, to express condolences, to complain, to invite someone to visit, to accept an invitation and to thank people for hospitality or gifts.

    Nowadays, we don’t need to write letters very often and it’s become a dying art. Emails, Facebook, Twitter and instant messaging mean that we can stay in touch all the time. There are still, however, times when writing a letter is appropriate, and it’s good to know when, and how to write one.

    This page explains different types of letters, from informal to formal, and how to write each one. On this page, we are talking about writing letters that will be sent by post - snail mail - not by email. Most of the letters described on this page should never be sent by email. The only exception is for a job application, where you should attach a formal letter to a covering email.

    The General Structure of a Letter

    A formal letter has a standard structure, which is:

    Your full address

    Date of the letter

      Name of the person to whom you are writing
    Their full postal address

      Dear [Name of recipient],

    The subject of the letter

    The text of the letter

      Yours sincerely,

    [Sign in this space]

    [Your full name] ([your title: Mr, Mrs, Ms])


    If you are writing an informal letter, you may omit the recipient’s name and address, and you may also sign it off more informally: ‘With love’, or ‘With best wishes’, rather than ‘Yours sincerely’, and sign with just your first name, omitting your surname and title.

    Forms for signing off a letter vary depending on how you addressed it. The rule is that if you addressed it ‘Dear Sir’, then you sign off ‘Yours faithfully’, and if you addressed the person by name, then you sign off ‘Yours sincerely’.

    What if you don’t know the name of the person to whom you are writing?

    This might arise, for example, if you want to send a letter or a complaint to a company, and you have been told to “just send it to the Customer Service Department”.

    Your options are:

    • Start the letter with ‘To Whom it may Concern’. This does not feel very personal, but it fits with what you’ve been told to do.

    • Address the letter to ‘Head of Customer Service’ at the company address, then use ‘Dear Sir’.Dear Sir’ is technically the correct form when you do not know the name of the person, but many people prefer ‘Dear Sir or Madam’.

    • Google the name of the person who heads that department, and use their name. If you are writing to a big company, this information should be publicly available, and there is no excuse for not finding and using it. If the company conceals the name of the person responsible for customer service, then it seems entirely reasonable to send your complaint direct to the CEO.

    Why does this matter? Because letters that are personally addressed are likely to get through quicker, and also get more personal attention.

    The only exception is if you are writing to the editor of a newspaper, in which case you always write ‘Dear Sir’. The form to use on the envelope is ‘The Editor’, then the name and address of the newspaper.

    A word of warning about unusual titles

    The titles ‘Sir’ and ‘Dame’ go with the first name. You therefore address letters to knights and dames ‘Dear Sir John/Dame Nellie’ and not ‘Dear Sir Smith/Dame Melba’.

    Peers, however, are addressed by title and surname: ‘Dear Lord Jenkins’.

    If in doubt, check the website, or phone the office of the person to whom you are writing, and ask how they should be addressed.

    As a general rule, you should type and print business letters, and hand-write personal ones. If you hand-write, use blue or black ink.

    If you believe you can send an email instead of a letter, then don’t use the full formal structure. Just start your email ‘Dear Mr [Name]’, followed by the text you wish to send, then ‘Yours sincerely, [your full name]’.

    Particular Types of Letter: Special Cases

    Formal Invitations

    Wedding invitations, or invitations to very formal events such as a Garden Party at Buckingham Palace or the White House, are written in the third person:

    Mr and Mrs John Smith

    request the pleasure of the company of

    Ms Delilah Green + guest

    at the wedding of their daughter Maria to Mr George Jones

    on Saturday 25th July at 12 noon at Jacoby House, Tunbridge Wells, Kent.



    RSVP stands for ‘Respondez, s’il vous plait’, which is French for ‘Please reply’. It is outrageously rude not to do so, even if you are not able to attend. The correct way to reply is with a handwritten letter, in the same third person form:

    Ms Delilah Green thanks Mr and Mrs John Smith for their kind invitation to the wedding of their daughter Maria to Mr George Jones on Saturday 25th July at 12 noon, at Jacoby House, Tunbridge Wells, Kent. She will be delighted to attend. Ms Green will be accompanied by Mr James White.

    Copy the form of the invitation, so that your hosts know that you have correctly understood where you are to be and when. If your invitation says ‘+ guest’, it is helpful to your hosts if you end your reply by telling them the name of your guest, so that they can include it on the table plan if they wish.

    If you can’t attend, you should say something like:

    She regrets that she will be unable to attend as she has a prior engagement’.

    Thanking Someone for their Hospitality or for a Gift

    It doesn’t really matter whether you and your friends ‘go in’ for formal thank-yous. Nobody has ever been known to be offended by a letter thanking them for hosting you for the weekend, or at a wedding, or for a gift.

    Plenty of people are offended by the lack of a formal thank you and it may affect your chances of receiving further invitations. Just send one, even if it’s only a card. And don’t email or text either it’s not the same and your host may be offended.

    Never type a personal thank you letter. It has to be hand-written, however appalling your hand-writing. Conventionally, thanks for hospitality were always addressed to the hostess. However, nowadays the host is likely to have taken as great a part in the organisation, so many people prefer to write to both.

    The form of the letter is:


    Your address

    Today’s date
     Dear [Name],

    Thank you so much for having us to stay last weekend/inviting us to Jemima’s wedding/your generous gift.

    Include a personal sentence or two explaining how much the occasion or gift meant to you. For an occasion such as a wedding or party, you can also express a hope that your hosts also enjoyed themselves, and that they have recovered from the stress of organising it.

    Sign off with a short sentence looking forward to seeing them again soon, and reiterating your thanks.
     [Yours sincerely/With love]

    [Your name]


    If you do not know the people well, and have written to ‘Mr and Mrs [name]’, as may well be the case for a friend’s wedding, you should end ‘Yours sincerely, [your full name]’, or, if you wish be less formal, with something like ‘With renewed thanks and best wishes, [your name]’.

    However, if you are writing to a close friend, you can sign off as you wish: ‘With much love’, or ‘Love to all of you’, for example, followed by just your first name.

    You do not need to reply to a letter expressing thanks.

    Thanking Someone at Work

    You may, on occasion, need to thank people for something at work.

    For example, if you have organised a conference or seminar, you should always write to thank the speakers for giving up their time. If you have spent some time shadowing someone, it would be a nice gesture to write to thank them for their time rather than just sending an email.

    On such occasions, a typed letter is perfectly acceptable, although you should always sign it by hand. If you are fairly junior in the organisation, it is conventional to get the letter signed by the senior person responsible for the conference: the director, or CEO if necessary.

    Why do you send a postal letter? It shows that you’re prepared to spend time and money thanking someone, so it’s much more of a gesture than an email.

    The way in which you address the person depends on whether you have addressed them formally or informally when you have previously got in touch, and when you met them on the day. If you have addressed them by first name, you should do the same.

    The form of such letters is:


    Full business address of your organisation
    or use headed paper

    Today’s date
     Date Full name of your contact

    Full business address of your contact

    Dear Mr Jones/Alan,

    Thank you so much for giving up your time to speak at our event ‘Developing a great speaking style’ last Friday. The audience very much enjoyed your session and we hope that we’ll have the pleasure of seeing you again soon.

    You may choose to insert a handwritten comment here, particularly if the session was especially good, or if you know the recipient personally, and also to handwrite ‘Yours sincerely’. The personal attention will be appreciated.
     Yours sincerely,

    [Sign Your Name]

    [Your name]


    A covering letter for a job application is a special case which is covered on our page Writing a Covering Letter.

    A Letter Writing Rule of Thumb

    If you are in doubt about whether you need to write a letter to thank someone, or to reply for an invitation, then there are two things to ask:

    1. Do I need to send some kind of message? If the answer is yes, for example, to an invitation, then you need to decide between a letter or email.
    2. Will the (non-)recipient be offended if I don’t send a letter?

    Remember that nobody was ever offended by a polite thank-you letter. Plenty of people have cut off all contact with former friends because of the lack of a thank-you letter following hospitality.

    You may think that’s stupid, but so is not taking the time to send a short note!

    WATCH THE VIDEO ON THEME: Writing a letter of request in English - - UPV

    In an age of email and instant communication, learn how to write a formal letter correctly and when to send one, to avoid offending anyone.

    official note writing
    Written by Meztira
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