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How to write a formal letter template

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How to write a formal letter template
November 27, 2018 Wedding Anniversary Wishes 5 comments

A formal letter needs to follow a set layout and use formal language. Learn how to write a formal letter in this Bitesize English video for KS3.

On this page, you can download a free MS Word two weeks’ notice letter template. We also provide concrete career-specific and life-related reasons for your departure. For a complete collection of resignation letters, please check out our comprehensive database of resignation letter templates. 

SEE ALSO > Letter of Recommendation Samples and Writing Guide

Table of Contents: Two Weeks’ Notice 

  1. Important Information
  2. Simple Resignation Letter Sample
  3. Formal Resignation Letter Sample
  4. Professional Resignation Letter Sample
  5. Email Resignation Letter Sample

1. Important Information

Before submitting your two weeks’ notice, make sure you have considered all angles before quitting your current position.

Employment Issues

  • Do you have another job lined up, and when does it begin?
  • How much downtime do you have between jobs?

Financial Issues

  • How will quitting your job affect your bank account (i.e., your ability to pay rent and other expenses)?
  • Will you go on unemployment and have you notified your state?

Social Issues

  • Are you leaving behind a massive task that will fall into the lap of an unwarned coworker?
  • Do you have any outstanding office grudges? (Kidding, no need to settle scores at this point.)

HR Issues

  • How will you handle your remaining paid time off: will you take all of it before you hand in your two weeks’ notice, will you cash it out, or forgo it?
  • How will you handle company-owned property, accounts, and files?

Life Issues

  • How will this affect your health insurance (i.e., higher premiums?)
  • If you have a work permit, who do you need to notify?
  • Have you worked out the details of your 401(k)?

As you can see, quitting a job can be trickier than you think. Even if you solve all of these problems, you’ll still have to handle the particular needs of your HR department and your manager.

  • The HR department may ask you to review your role.
  • A manager may ask you to detail your work processes or help train somebody to handle your responsibilities.

No matter what your situation is, always write a two weeks’ notice letter. Your manager, coworkers, and HR department, will appreciate the professionalism of your providing an exact date for your departure.

Also, don’t be caught flat-footed if your manager terminates your employment immediately. Although your boss will end up hurting only themselves, they may damage your in the short term too. So, be prepared for the possibility by backing up important files and compiling samples of your work for your portfolio.

2. Simple Two Weeks’ Notice of Resignation Letter Sample

When considering resigning from your job, you may be at a loss on how to broach the topic with your manager. But no matter what, you should write a letter of resignation that explains the details of your departure. You’ll need a letter that contains all of the basics to properly quit your job. This includes your name and address as well as the company name, address, and name of addressee. Don’t forget to date your letter!

A simple letter is ideal for situations where:

  • You are not too familiar with your manager.
  • You want to use a neutral tone.
  • You do not feel a need to include a reason in your letter.

Click Here to Download This MS Word Letter

Simple Two Weeks’ Notice Resignation Letter (Text Format)

Simple Resignation Letter

[Your Name]

[1234 Street Address]

[City, State, Zip]

___________________________________________________________________________________________________

[Today’s Date]

[Company Name]

[1234 Street Address]

[City, State, Zip]

Dear [Supervisor’s Name],

 

I would like to inform you of my intention to resign from [Position Name] at [Company Name], effective two weeks from today, [Current Date].

I appreciate the opportunities you have given me during my tenure at [Company Name].

Please let me know what assistance you’ll require from me during the transfer period.

 

Thank you,

 

[Your Signature]

[Your Name]

3. Formal Two Weeks’ Notice of Resignation Letter Sample

A formal resignation letter is designed for you to tender your resignation with a more refined tone than a simple letter format. Use this type of letter if you work in a more formal work culture.

This type of letter works if your manager typically communicates with you and your colleagues formally. However, if you feel like you know your manager well, a formal letter will be too stiff.

When writing a resignation letter, match the tone to the situation. Include your name and address as well as the the company name, address, and addressee’s name. Don’t forget to date it too!

A formal letter is ideal for situations where:

  • The work environment emphasizes formality and professionalism.
  • You are formal with your manager but want to show respect.
  • You do not feel a need to include a reason in your letter.

Click Here to Download This MS Word Letter

Formal Two Weeks’ Notice Resignation Letter (Text Format)

Formal Resignation Letter

[Your Name]

[1234 Street Address]

[City, State, Zip]

___________________________________________________________________________________________________

[Today’s Date]

 

[Company Name]

[1234 Street Address]

[City, State, Zip]

 

Dear [Supervisor’s Name],

 

Please accept this letter as my formal resignation from my position as [Position Name] at [Company Name], effective two weeks from today, [Current Date].

I appreciate the opportunities for growth and development you have provided during my tenure. Thank you for your guidance and support.

Please let me know how I can be of help during the transition. I wish you and the company the very best going forward.

 

Sincerely,

 

[Your Signature]

[Your Name]

4. Professional Two Weeks’ Notice of Resignation Letter Sample

A professional resignation letter is perfect if you are in an industry where your reputation is a determining factor for future employment, or if you feel that you may work with your manager or company again in a professional manner.

These letters show respect to your employer when you decide to leave a company. Not only does the letter clearly communicate when you will leave (giving ample time to the manager) but also allows you to convey your gratitude for the opportunities given to you.

Remember to include your name and address followed by the date, company name, address, and name of addressee.

A professional letter is ideal for situations where:

  • You are in a field where your professional associations are important for your career.
  • You feel somewhat comfortable showing genuine positive feelings towards your manager.
  • You do not feel a need to include a reason in your letter.

Click Here to Download | This MS Word Letter

Professional Two Weeks Notice Resignation Letter (Text Format)

Formal Resignation Letter

[Your Name]

[1234 Street Address]

[City, State, Zip]

___________________________________________________________________________________________________

 

[Today’s Date]

 

[Company Name]

[1234 Street Address]

[City, State, Zip]

 

Dear [Supervisor’s Name],

 

Please accept the letter as my formal resignation from [Position Name] at [Company Name], effective two weeks from today, [Current Date].

During my time at [Company Name], I have been fortunate for the opportunity to grow and learn more about [Industry Name]. Your guidance and support have prepared me well for the future.

I hope that we will have opportunities to collaborate in the future.

 

Please let me know how I can be of help during the transition. I wish you and the company the very best going forward.

 

Sincerely,

 

[Your Signature]

[Your Name]

5. Two Weeks’ Notice of Resignation Email Sample

The major difference between a resignation email and a resignation letter is the letterhead. An email only needs your manager’s email and a clear subject line, typically written as “Letter of Resignation,” followed by your name.

A resignation email may be useful in situations where you cannot deliver a hard copy of the letter. For example, you’ll use this format when you need to tender a resignation from a remote position.

We recommend always trying to submit a hard letter. However, if you have always communicated with your manager via email, then a resignation email is acceptable.

A resignation email letter is ideal for situations where:

  • You work remote.
  • You want to convey gratitude to your manager.
  • You do not feel a need to include a reason in your letter.

Click Here to Download This MS Word Letter

Email Two Weeks Notice Resignation Letter (Text Format)

Email Resignation Letter

To: [Manager’s Email Address]

Subject: Letter of Resignation – [Your Name]

 

Dear [Supervisor’s Name],

 

I am writing to inform you of my resignation from [Position Name] at [Company Name], effective two weeks from today, [Current Date].

Thank you for the opportunity to grow and learn under your guidance.

Please let me know how I can be of assistance during the transition. I wish you and the company the very best going forward.

 

Sincerely,

 

[Your Signature]

[Your Name]

Written by the Resume Genius Team

The Resume Genius Team is made up of a tight-knit crew of dedicated career coaches, hiring managers, and staff writers who are passionate about providing the best, most up-to-date career advice possible and helping job... more

When writing business letters, you must pay special attention to the format and font may need to be flexible to reflect variables like letterheads and templates.

35+ Best Formal Letter Templates

how to write a formal letter template

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.

Proofread

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:

Heading

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

Salutation

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

Dear

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.

Ms.

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

Dr.

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:

Body

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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Formal Letter Template

how to write a formal letter template

Depending on the type of letter you are to write, you should choose from the formal and informal type of letters. Here we are going to look at a formal letter. This letter is generally found in an business environment, it is used to convey a message to either a colleague or through a chain of command. Writing a letter is not that hard, if you want to be a professional in writing a formal letter, you need to follow these tips.

Tone – use a serious and formal tone. If you are writing to someone who is working with you, and you are to write to them, for example a memo, it should have a serious tone, so that the message can be interpreted as important.

Right information – when writing depending on the type of formal letter you are writing you should include the right information so as to have the letter is comprehended.

Straight forward – make sure not to tell unnecessary stories but instead just go to the point and insure that the person receiving the letter gets the intended. While you are writing also make sure to keep in mind to keep it brief and as short as possible.

Full identification– It is important, especially if you are the one traveling, give full information about yourself and also current address and contact information in the case that you will be needed for inquiries or if something comes up

Now that you are fully equipped with the right tips, do not forget, in order to make your letter more formal, type it.

To write a formal letter with the proper format, refer to our Formal Letter Free Formal Business Letter Template Free Formal Complaint Letter Template.

Sample Complaint Letter Template

how to write a formal letter template

Writing a formal letter is intimidating. Writing a formal letter to your boss can feel out-of-this-world scary. Whether it is to request time off or tender your resignation, it is a good skill to learn as you go out into the working world. Keeping a template in mind will help you greatly along the way.

Think About Your Intent

What is your focus here? What do you want your end result to be? Being clear with yourself not only what you want to say but why you need to say it helps when writing to your boss. It’s important to be honest about what you want to convey.

Your Contact Information

In the upper right corner, you should place all of your contact information. It should look like the following:

  • Name
  • Company address.
  • Your direct company phone line.
  • Email address.

This makes it very clear who you are and who your direct supervisor is or your team.

Your Boss’s Contact Information

Directly across from your contact information, place your boss’s contact information in the same format as above, as follows:

  • Name
  • Company address.
  • His direct company phone line.
  • Email address.

Date the Letter

One line below the contact information, date the letter. It should be dated the day you wish to leave it for your boss, not the day you began writing your letter. This also allows for a time- frame for a response.

Open With a Greeting

Directly below the date, place the greeting, “Dear Mr./Ms./Dr. [boss’s name] with a comma directly following. Write exactly how your boss prefers to be addressed.

First Paragraph

Begin by summarizing who you are. Whether your company is large or small, identifying yourself is the proper way to do it. Your job title, your exact department and how long you have been with the company. This is also where you want to clearly state the purpose of writing this letter to your boss,for example, “I am writing this letter to request medical leave beginning six weeks from now, from May 15 through June 5.”

Second Paragraph

Here is where you flesh out the statement you made in the above paragraph. Continuing with the example of needing medical leave, you could write something like, “My reason for the medical leave is to have a medically mandated surgery. I have five weeks of paid leave available. May I take my paid leave in full as well as another week of unpaid time off?” It is crucial to use the correct tone in your letter. You never want to come across as demanding, but questioning, and informative. Ultimately, you want your boss to feel you are respecting their position and authority to decide what is allowed. It is also important to add that you are open to speaking about the matter in person, or in whatever way is easiest for them to contact you.

Third Paragraph

Briefly, thank your boss for his time in reading your letter.

Close With Your Signature

Sign-off with a courteous and professional closing. “Best Regards” and “Sincerely” followed by a comma are both good, standard choices. Leave a large space and type your name so when it is printed, you can sign the letter in that space.

Whatever the intent of your formal letter to your boss, make sure to write it well in advance if it is time-sensitive. Whether leaving your company temporarily or tendering your resignation, being prompt and polite is paramount.

WATCH THE VIDEO ON THEME: How to write a Formal Letter Format to the School Principal // Formal letter Format in English

Please use this as a template to help you write the perfect business or formal letter. And remember to send your correspondence for proofreading to ensure your.

how to write a formal letter template
Written by Mooguzahn
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