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Government official letters sample
March 11, 2019 Wedding Anniversary Wishes No comments

Through the present letter, the Resident Representative seeks your formal agreement to establishing such UNDP presence in form of a sub office / project office.

While taking action online or over the phone are both important ways to communicate your views to your legislators, handwritten, mailed letters sometimes can have a greater effect. They give the legislator the impression that the issue was important enough to you that you took the time to write them a personal letter.

Well-written, thought-provoking letters from members of the community can influence a legislator's decisions. Just a couple personal letters into an office over a short period of time can bring an issue to the attention of your legislator and have a big impact.

Usually the response to your letter will be a standard letter reply. Since congressional offices receive hundreds or even thousands of letters and emails each week, staff do not have the time to send personalized replies in most cases. The important issue is whether the reply answers your questions or responds directly to your request for the legislator to take a certain position. If it does not, write again and request a clear answer.

With increased security on Capitol Hill, postal mail can take anywhere from four to six weeks to reach your legislator. If your message is urgent, such as related to an upcoming vote, send a personalized email or fax instead.

Steps to write an effective letter

  1. Address your letter correctly. Be sure you have the correct address and salutation on your letter. You can find the address of all of your legislators here by simply entering your zip code. If you are sending an email, many offices require you to fill out a webform, rather than send an email to a specific person. Following the directions on the legislator's website will ensure your letter goes through the proper channels and is read by the appropriate person.
  2. Write to the legislators for whom you can vote. Elected officials are most interested in your opinions if you are their constituent.
  3. Address only one issue per letter. A letter that addresses one specific topic will have more impact and receive a quicker response than one covering multiple issues. If you have professional expertise on the issue you are addressing, be sure to describe it.
  4. Ask for something specific. Ask the legislator to take a particular action, such as cosponsoring a bill or taking a leadership role on an issue. Ask the legislator to state his or her position in a letter of response.
  5. Make it personal. Tie the issue to your personal expertise or experience, or to the district or state represented by the legislator. Use your own words.
  6. Include your return address on your letter. By including your address in the letter, the reader will know that you are a constituent and will know what address to send a response to.

Take action now!

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Additional tips and resources

  • Follow up. Follow-up letters often have a much larger impact than the initial communication. Thank the legislator for taking a correct stand, or ask questions about any unsatisfactory answers.
  • Use your institution’s letterhead, if applicable. If you work in an academic, private, or government setting, consider sending your letter on your institution’s letterhead. While you should be clear that your opinion is a personal one, using your institution’s letterhead will grab the reader’s attention and help to establish your credibility. Be sure you are allowed to use letterhead on correspondence of this nature before your drop your letter in the mail.
  • Be courteous. Rudeness will always alienate your reader.
  • When appropriate, express your appreciation. Like anybody, legislators appreciate an occasional "well done." Furthermore, in this manner you signal that you are paying attention to your legislator’s activities.
  • Keep it short. To make sure your letter is read rather than skimmed, make your points quickly and concisely.

Image: Flickr/Chase Elliott Clark

Download our formal letter templates and examples here and create your own We address formal letters to banks, doctors, employers, government officials.

Writing Letters and Email to Government Officials

government official letters sample

Formal letters are useful tools in dealing with professionals, school administrators, business owners, employers, and other individuals whom a person would interact with in a formal setting.

If you are in the process of writing a formal letter sample, feel free to refer to the Formal Letter templates on this page. These templates can guide you as to the proper content, layout, and format of the type of formal letter which you are writing.

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        What Is a Formal Letter?

        A formal letter is a letter which is written for a formal purpose. When we say a formal purpose, it usually has something to do with any of the following:

        • Job applications
        • Employee management
        • Business proposals
        • Academic applications
        • Government-mandated applications or registrations
        • Organizational membership applications
        • Lease applications
        • Lending applications
        • Formal notifications

        There are still numerous formal reasons for writing a formal letter. Basically, whatever information which a person needs to communicate in a professional tone or manner must be written in a formal letter. Just as there are various reasons for writing a formal letter, there are equally as many types or kinds of formal letters. On this page, we have a diverse collection of formal letters created in order to cater to varying purposes. To know which type of formal letter is appropriate for your purpose, browse through our collection on this page.

        What Must Be Included in a Formal Letter?

        A formal letter can have slight differences when it comes to content but more or less, formal letters follow similar format or layouts. The following are the basic parts of a formal letter:

        • Date
        • Heading
        • Formal Salutation
        • Body of the Letter
        • Conclusion
        • Formal Closing
        • Signature
        • Complete Name of the Letter-Writer

        What Is a Resignation Letter?

        A resignation letter is a letter submitted by an employee to his/her employer or manager whenever he/she has decided to leave his/her job position. There are several reasons which can serve as a valid ground for resignation. Of course, depending on the company policies, some grounds for resignation may or may not be allowed. The following, however, are the most common reasons which are widely considered as valid:

        • The employee’s pregnancy complications
        • The employee’s health or medical condition which incapacitates him/her from the efficient performance of his/her daily tasks
        • The employee’s relocation or the relocation of his/her significant family members
        • The employee’s fitness for retirement due to old age as prescribed by their company rules on proper retirement
        • The employee’s financial needs which require him/her to find a job with a higher salary

        Aside from the resignation letters on this page, you may also check out our wider collection of Resignation Letter Templates, which contains various types of resignation letters. You may access these templates by clicking on the link provided.

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        What Is an Appointment Letter?

        An appointment letter is basically any type of letter which involves appointments. The following are situations which call for the writing of an appointment letter:

        • It is written by employees who seek to address a pressing issue regarding their jobs to their direct manager or the chief executive officer.
        • It is written by employees who wants to be considered for a promotion and thus, asks the manager involved to meet up with him/her in order to assess whether such employee has got the basic qualifications required of the sought after promotion.
        • It is written by ordinary individuals with legal concerns to a lawyer in order to give a lawyer an overview of his/her case with the hopes that such a lawyer would agree to a primary appointment in order to review the merits of his/her case.
        • It is written by citizens of a state in order to request a meeting with a government official in order to extend his/her concerns regarding a particular  concern in their community.

        Indeed, there are hundreds of reasons why anyone would want to request an appointment with another person. Whatever the reason for appointment, it is only proper that the request be done through an appointment letter, in which case, you may refer to our relevant templates on this page.

        What Is a Landlord Reference Letter?

        A landlord reference letter is a type of recommendation letter which is written for the purpose of helping a person who is aiming to rent or lease a particular property or get the lease approval of the owner or the landlord. In writing this letter the following areas must be addressed:

        • The person’s employment condition as well as the sufficiency of his/her salary to cover the rent proposed by the landlord as well as the utility bills that goes with it.
        • The person’s reliability when it comes to paying his/her bills on time
        • The person’s good moral character in order to assure the property owner or landlord that the security of the place would be preserved as well as its establishments and buildings

        For more references, check out our collection of Rental Reference Letter. Access these templates by clicking on the link provided.

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        What Is a Business Proposal Letter?

        A business proposal letter is any letter which is intended to communicate a business proposal. There are several types of business proposals which can be made thus there are equally as many types of business proposal letters. The following are the situations in which a business proposal letter would be proper:

        • A business proposal letter is written by a business owner in order to invite another business owner to forge a business partnership with his/her company or business.
        • A business proposal letter is written by a prospective business owner who wants to ask an existing corporation to fund his/her business ideas with the condition that such corporations would receive parts of the profit should the endeavor be successful.
        • A business proposal letter is written by a marketing analyst in order to provide insightful and strategic business plans in order to increase profits and improve the overall quality of a business’s products, services, and employee management.
        • A business proposal is written by a vendor to a prospective buyer or customer in order to invite him/her to avail the products/services of his/her company.

        What Is a Job Offer Letter?

        A job offer letter is the letter which is usually sent by any of the following individuals:

        • A hiring manager
        • A recruiter
        • An employer
        • A  business owner
        • A human resource manager
        • A human resource staff or associate

        The purpose of this letter is to invite a chosen job applicant to work for the company. Usually, a job offer letter is a result of several applicant screening processes which  have been conducted by the any of the abovementioned individuals. This letter must contain the following information:

        • The specific title of the job position which is offered
        • The basic responsibilities and tasks expected
        • The basic salary
        • The incentives and benefits available should the job applicant decide to accept the job offer
        • The process of regularization

        To know more about this specific format, check out our collection of Offer Letter Templates for reliable resources.

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        In the presence of formal email writing these days, letter writing has become less common. However, some of the letters that are written today will be among the most important ones, such as writing a letter for a job application, request for proposal, bank applications, and so on.

        Those letters are called formal letters since they are used within a professional organization and can only be accepted if it is formally written. A formal letter follows a correct format that is used in every business application. This format is the standard in writing a formal letter.

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        What Is Formal Letter Writing?

        A formal letter writing or formal letter is a kind of business proposal letter. However, this can be a misleading term since formal letters are not necessarily only used in business.

        We use a formal letter to entail any written letter for formal purposes, such as applying for a loan in the bank, recommendation letter, complaint letter, writing a reference letter, and so on.

        We address formal letters to banks, doctors, employers, government officials, landlords, and to companies and academic institutions. Letters that are for friends and families are considered informal letter.

        How Do You Start and End a Formal Letter?

        The way your start a formal letter will depend on how formal you need to be.

        • If you are applying for a job or bank application and you don’t know the person whom you are writing for, you can start with “Dear Sir / Madam” and end it with “Yours faithfully”.
        • For formal business correspondence, such as business reference letters, you can start with “Dear Mr. / Dear Ms.” (+ surname) and end it with “Yours sincerely” (+ your name).
        • Some formal letters with uncertain reception usually start with “To whom it may concern” and end with either of two closers mentioned above.

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        The Parts of a Formal Letter

        • The Heading. This part contains the sender’s address (usually two or three lines). It also contains the name of the company and address, a phone number, fax number, and e-mail address or something similar. This part is written in the left margin. An example:
          • John Doe
            123 Elm Ave.
            Greenville, ON M1N 2P3
        • The Date. The date must be written with one blank space after the last line of the heading. The month must be written in full word followed by the date and year. You may also see application letter examples & samples
        • The Inside Address. This part contains the recipient’s name and the address of letter that is being sent to. Make it as complete as possible. Include titles and names, if you know them. This is also written in the left margin. You may also like business reference letter examples
          • Mr. M. Leaf
            Chief of Syrup Production
            Old Sticky Pancake Company
            456 Maple Lane
            Forest, ON 7W8 9Y0
        • The Salutation. Also called the greeting. This parts of the formal letter are always formal and normally begins with “Dear”. Include the person’s last name, if you know them. You may also check out acknowledgement letter examples
          • Dear Sir / Madam (last name),
            Dear Mrs. / Ms. (last name),
            To whom it may concern (note: this is also acceptable)
        • The Body. This part contains the complete message of the letter. It can be handwritten or printed. The message should be clear, concise, logical, and related to your objective. The body usually contains three paragraphs and must provide a line in between. You may also see thank-you letter examples
          • Introduction.
          • Description.
          • Conclusion.
        • The Complimentary Close. This part is placed on the second line after the last line of the body. This is short, polite, and ended with a comma followed by the signature on the next line. You may also like notice letter examples
          • Yours truly,
          • Sincerely,
          • Best regards,
        • The Signature. This part contains the name of the sender together with his/her title. For example,

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        The Dos and Don’ts of Formal Letters


        • Always provide your name and address as the sender.
        • Address your letter to a specific person or company.
        • Always be formal in writing a letter.
        • Make your message clear and concise.
        • Always follow the correct format of a formal letter
        • Be sure to sign the letter.

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        • Miss out writing your name, address, phone number, and email address.
        • Forget to write the recipient’s name and address.
        • Use incorrect spacing, margin, and format.
        • Using unfamiliar slang, jargon, and complex language.
        • Improper salutation and closing.
        • Wrong grammar, spellings, and punctuation.
        • Be unprofessional.

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        The Rules in Writing a Formal Letter

        When writing a formal letter for business, application letter for job, bank applications, and other formal letters, it is important that it should follow a correct format. A correct format of a formal letter is an accepted professional protocol.

        Here are the rules in proper formal letter writing.

        • Start with your name and address as a sender. The phone number and email address are optional.
        • Skip a line, and enter the correct format for the date.
        • Skip a line, and provide the recipient’s name and address.
        • Skip a line, and enter the appropriate salutation.
        • Below the salutation, enter the subject or the objective statement of your letter. Make it as short as possible but understandable.
        • Skip a line, and begin the content of your letter. Divide it into three paragraphs. Provide a space in between.
        • Skip a line, and enter the suitable and appropriate complimentary closing. Keep it polite as possible and end it with a comma. You may also like reference letter examples
        • Below the complimentary closing is your name and below your name is your title.
        • Provide your signature for validity.
        • Everything must be left-aligned.

        Our formal letter examples here follow the correct format. You can download these examples and make it as your reference. You may also check out cover letter examples

        Format of a Formal Letter

        As mentioned above, this type of letter is only accepted when it’s formally written. Conclusively, it should be neat, professional, and follows the standard formats. However, if these formats are unknown to you, it would indeed be a complex job to write one. To help you obtain further knowledge in writing your own formal letter, here are the formats that you need to consider.

        Before starting to learn the different formats of a formal letter, you must be aware of its different parts first. Respectively, these are the sender’s address, date, receiver’s address, salutation, subject, the body of the letter, closing remarks, and signature. By acquainting all of these, it would be easier for you to learn the format.

        1. Full Block Format

        Full block format is simply distinguished when all of the parts of the letter is aligned to the left margin. This letter format provides a clean and professional impression to the reader, which makes it the most commonly used format in business matters. Moreover, a double space divides the letter’s paragraphs and has no indents. This format is deemed to be the simplest, but it works excellently in various situations.

        2. Modified Block Format

        On the other hand, in a modified block format, the sender’s address, date, closing remarks, and signature are aligned to five spaces to the right of the middle of the page. Each of the paragraphs in this format is also indented by five spaces in the beginning. Moreover, paragraphs could be separated by either a single or double line space, according to the length of the letter.

        3. Semi-block Format

        Writing a semi-block letter format is a lot similar to that of a full block letter format. In fact, the only difference that you should observe is the indention of the first line of every paragraph in the body. This letter format is also great in various situations, especially on non-official business correspondences.


        File Format

        • Microsoft Word
        • Apple Pages
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        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download


        File Format

        • Microsoft Word
        • Apple Pages
        • Google Docs

        Free Download

        If you are in the process of writing a formal letter sample, feel free to refer to the Academic applications; Government-mandated applications or registrations.

        Sample+ Letter+ To+ Request+ Funding+ From+ Government+ Pdf

        government official letters sample

        A Letter to Government Official is a formal way to voice your concerns to a public officer. Be it your congressman, governor, or the President - public servants are accustomed to hearing the voices of their constituents, but that's no reason to be informal. Whether you're airing your grievances or lauding their decisions, a Letter to Government Official helps you keep your correspondence professional.

        Use the Letter to Government Official document if:

        • You're writing a letter to a government representative.
        • You run a business that regularly communicates with the government.

        It can be important to present yourself in the best light possible when you're writing a letter to a public figure. A Letter to Government Official can help you be professional when you're asking for particular policies or critiquing their stance on the issues. A Letter to Government Official document provides the framework of the letter and leaves you the opportunity to tailor it to your needs. No matter your purpose for writing, a Letter to Government Official can help you remain professional and reasonable.

        Other names for this document: Letter to Government Administrator

        View Sample

        Sample Letter to Government Official

        More than just a template, our step-by-step interview process makes it easy to create a Letter to Government Official.

        Save, sign, print, and download your document when you are done.


        Template Letter to Government Official. Letters to your local government official or elected representative should be short, no more than one and a half pages of.

        government official letters sample
        Written by Mir
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