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Official letter drafting samples
October 07, 2018 Wedding Anniversary Wishes 4 comments

Nowadays, business letters are transforming into When it comes to writing a formal email letter.

• Letter of Enquiry

Format of Formal Letter: Collecting Information

Points To Remember: 
– Start with brief introduction about yourself
– Try including the name of concerned organization (if possible)
– Mention on point details about the area of inquiry
– Include deadlines by which you need the information

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Director
ABC Classes
Ajmer− 25

Dear Sir,

Sub.: Enquiry about GMAT Coaching Classes.

This is with reference to your advertisement in the ‘The Times of India’ for GMAT Coaching classes. I have cleared my engineering with Computer Science as the main subject. I am interested in joining your institute for the coaching classes.

Kindly let me know about the procedure of applying for the qualifying criteria and exam date (if any). I would also like to enquire about the duration of the concerned coaching programme, the duration and the number of classes per week along with the available mode of classes. It would be great if you could share the information about the fees payable and the study materials.

I would like to enroll as soon as possible. An early response will be highly appreciated.

Thanking you.

With kind regards
XYZ

• Order Letter

Format of Formal Letter: Booking Orders.

Points To Remember:
– Details of the order must be stated clearly including complete information like the quantity of the goods, model number (if available), etc.
– Mention proper information related to the shipping like the mode of shipping, shipping location and the desired date for the goods to be shipped must be clearly stated.
– Payment Related inquiries must also be stated clearly including the mode of payment, date of payment or terms and conditions regarding payment.

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
Epitome Furniture
Ajmer− 25

Dear Sir,

Sub.: Order for furniture.

As per our telephonic conversation, on behalf of our company I would like to place an order for the supply of the following set of furniture.

Model No. Name of the Item Quantity
2356 Sofa 25
4568 Coffee Table 12
1256 Table 34
8907 Chairs 68

According to our last discussion, we are sending a demand draft of Rs. 50,000 as advance payment for this order. The rest will be paid at the time of delivery. Kindly ship the above order at the above-mentioned address.

Kindly adhere to the terms of the agreement. We hope to receive the order in four working days.

Thanking You.

Yours truly
XYZ
HR

• Letter of Complaint

Format of Formal Letter: Registering Complaints

Points To Remember:
– Use polite yet assertive words regarding complaint issue
– Mention the complaint in detail
– Specify the action you need to be taken
– Provide order information including the date of arrival, order number, or the details of the previous complaint (if any)
– Specify the expected response time
– Attach a copy or a specimen of the invoice or any other receipt

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
Epitome Furniture
Ajmer− 25

Dear Sir,

Sub.: Complaint against Order No. ET098654.

This is with reference to the Order No. ET098654 place on Oct 4, 20xx. The order consists of office stationary and business cards. As per the agreement, we were hoping to receive the order latest by Oct 8, 20xx. First of all the order did not reach in time. Also, the quality of the papers is questionable and the design of the business cards is not matching with the selected one.

We have faced a lot of inconvenience due to this.

Kindly ensure that the order will be replaced latest by Oct 20, 20xx, failing which payment will be stopped or the order will be cancelled from our end. I request you to look into the matter and do the needful as soon as possible.

Thanking you.

Yours truly
XYZ
General Manager

• Reply to a Letter of Complaint

Format of Formal Letter: Reply to the Letter of Complaint

Points To Remember:
– Apologize for the error from your side
– Mention the course of actions you will take for the concerned issues and the time required to do so
– Assure the customer for no more future grievances and troubles
– Be very clear and specific about every detail

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
PrintFine
Delhi− 25

Dear Sir,

Sub.: Reply to the complaint against Order No. AB93646.

This is with reference to your Order No. AB93646 which you placed with our company on Oct 5, 20xx.

We sincerely apologize for the inconvenience caused. Right now we are facing problems with supply from the manufacturer’s end.

We ensure that we will replace the order latest by Oct 20, 20xx also such issues will not occur in future again. We would appreciate your support on this matter.

Thanking You.

Yours Truly
QPR
Manager

• Promotion Letter

Format of Formal Letter: Promotion of new developments and up-gradation.

Points To Remember:
– Use clear, error free sentences expressing definite terms
– Proper use of punctuation and correct spelling
– Avoid slang, fancy terminologies of jargon
– Clearly discuss the promotion
– Avoid using abbreviations

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
PrintFine
Delhi− 25

Dear Sir,

Sub.: New Branch at HJ Colony.

We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi on Dec 05, 20xx.

You have been a valuable client to us. We are extremely delighted to inform you that this branch is also fully efficient. We have worked to make ourselves more efficient and provide you with better quality solutions. We are dedicated to providing you with the best service that you deserve.

We would be very happy to have you as our guest in our branch and encourage you to share your feedback about our products.

Looking forward to your visit to our new branch.

Thanking you.

Yours truly
XYZ
HR

• Sales Letters

Format of Formal Letter: Sale Intention.

Points To Remember:
– The language must be formal
– Avoid slang and use of abbreviations
– The content must be clear, concise and understandable
– Pay attention towards the targeted audience
– Provide proper details, features, uses of a newly launched product

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
AutoBoss
Delhi− 25

Dear Sir,

Sub.: New scheme of an automobile loan.

It provides us with immense pleasure to inform you that we have launched a new scheme for an automobile loan. As a respectable and trusted client, we are providing you with the details of this scheme.

The rate of interest of this loan is comparatively lower to the schemes of other banks. The bank also provides an opportunity to buy or sell any of the automobiles.

Please feel free to contact us if you have any queries regarding the same. This service is fast and free and we will provide you with the service within 24 hours.

Looking forward to hear from your side.

Thanking you.

With regards,
KLM
Bank Manager

• Recovery Letters

Format of Formal Letter: Collect money from a client or a customer

Points To Remember:
– The language of the remainder must be polite
– The detailed information and the reasons must be clear and understandable by the client
– The language should be formal
– Provide the detail of legal action in case of non-payment of further delay in clearing the dues

Example:

Ajmer Road,
Jaipur – 26

October 13, 20xx

The Manager
AutoBoss
Delhi− 25

Dear Sir,

Sub.: Reminder for paying dues.

This is to remind you that your organization has taken a loan of Rs. 2 crores on June 18, 20xx. As per the agreement and loan guidelines, on completion of one and a half year, you were required to pay back 80% of the principal amount with the due interest.

Since now we have received just 50% of the principal amount. As the payment is due since long, we would appreciate if you could make the full amount deposit at the earliest.

I request you to kindly look into the matter within the next six working days. In case of failure of payment, strict legal action will be taken. Kindly acknowledge the matter.

Thanking You.

Yours Sincerely
FMG
Manager

1 Official Letter Template Writing Tips: 2 Official Letter Template Template; 3 Download Template (Doc and PDF); 4 Official Letter Template Sample, Email and.

Format of Formal Letter & Writing Style – Check the Formal Letter Format in Detail!

official letter drafting samples

A letter of interest, also known as a prospecting letter or inquiry letter, is sent to companies that may be hiring but haven't listed a specific job opening to apply for.

Your letter of interest should contain information on why the company interests you and why your skills and experience would be an asset to the company. The letter should follow this format:

Your Contact Information

Date

Company Contact Information

Salutation

Body of Letter
Your first paragraph should mention what you have to offer the company. Explain why you would be an excellent new hire. The second and third paragraphs should provide examples of how you have used your strengths in prior roles. The last paragraph of the letter should include a request to meet with the company to discuss employment opportunities.

Closing

Signature
Be sure to include your contact information in your signature (email address, phone, mailing address) if you are sending an email message, so it's easy for the reader to get in touch with you. For a printed letter, include your full name and sign above it.

Include Your Resume
Send a copy of your resume with your letter of interest so the employer can review your complete work history, educational background, and qualifications.

Review Examples and Get a Template
Review examples of professionally written letters of interest, and download a free template to use to create your own correspondence.

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How to write business letters

official letter drafting samples

Good communication is essential in almost every endeavor. Using formal letters can make businesses, educational institutions, or private individuals be able to communicate best. Though social media and other online platforms make it easier to keep in touch with different entities, it is still relevant to create formal letters, especially for professional and business transactions.

The usage of formal letters is not only limited to the above-mentioned processes as it can also be beneficial in court proceedings and other legal processes. To write a formal letter with the proper format, refer to our Formal Letter templates on this page. Scroll down below to view our templates!

Free Formal Letter Example

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  • Microsoft Word
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Free Download

Free Formal Letter Format

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  • Microsoft Word
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Free Formal Application Letter Format

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Business Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Leave Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Reference Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Complaint Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Demand Letter

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Resignation Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Download

Free Formal Request Letter Template

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  • Microsoft Word
  • Google Docs
  • Apple Pages

Download

Free Formal Letter of Interest Template

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File Format

  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Free Formal Invitation Letter

Free Formal Excuse Letter

Free Formal Grievance Letter

Formal Thank You Letter Template

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File Format

  • Microsoft Word
  • Google Docs
  • Apple Pages

Free Download

Formal Business Letter Formats

Sample Business Letter

Business Proposal Letter

Business Communication Letter

Sample Formal Letter Formats

Sample Formal Thank You Letter

Sample Formal Resignation Letter

Sample Formal Invitation Letter

Formal Resignation Letter Formats

Formal Job Resignation Letter

Formal Resignation Letter in PDF Format

Formal Trainee Resignation Letter

Formal Thank You Letter Formats

Formal Email Thank You Letter

Formal Thank You Letter for Donation

Formal Complaint Letter Formats

Formal Employee Complaint Letter

Formal Complaint Letter to HR

Formal Letters vs. Informal Letters

Formal letter formats contain the specific outline or layout for formal letters.When writing a formal letter, you must ensure that you would subscribe to standard rules on how to write it as well as to the type of content or information that may be included in it.

Formal letters are letters which are written with a formal purpose or intent. Thus, in contrast, an informal letter is written to communicate a non-formal purpose such as when congratulating a sibling or a best friend for his/her wedding or job promotion.

There are many entities who can make use of formal letters and a few of them are as follows:

  • Individuals who would like to communicate with businesses
  • Employees who would like to address their concerns and/or recommendations to the management
  • Companies that are trying to offer a particular product/service to other businesses within a B2B transaction
  • Non-profit organizations that are seeking for financial support for a project that they will launch
  • Academic institutions and other educational bodies who would like to send formal invitations for conferences and the like

There are still a lot of ways that formal letters can be used by different individuals and groups. It is best if you will be fully aware of the purpose on why the letter has to be made and why a specific person or group needs to receive it so you can create its content and format accordingly.

 

On the other hand, informal letters are sent with the purpose of communicating or imparting an information which is personal. Some of the usages of informal letters are listed below.

  • To invite people in informal events like birthday celebrations and private get together
  • To share expressions of sorrow through writing
  • To inform a person of what an individual feel towards him/her
  • To congratulate a person for his/her successes or for another milestone that has been reached and achieved
  • To express gratitude and thanksgiving for an act that has been done by a friend or a relative

Why We Need Formal Letters

Formal letters are one of the reasons why corporations, universities, and other types of organizations are able to carry out its visions and goals successfully. It is crucial to everyday living and to society as a whole. The proper and appropriate usage of a formal letter can provide the following benefits:

  • It can ensure that the receiver of the letter can absorb all the information presented in the letter in a formal manner.
  • It helps businesses to further strengthen their professional relationship with other businesses.
  • It allows organizations to be aware that the transaction requires professionalism and business-mindedness when necessary
  • It ensures non-profit organizations that the content of the message that they would like to discuss has been stated in a professional level.
  • It can formalize evidences and proofs that can be used for litigation or even in personal disputes, issues and misunderstandings.
  • It can help individuals to be taken seriously by the businesses and other entities where they will send the formal letter.

Speaking of formal letters, you might also be interested in our collection of Letter Templates in PDF. Access these templates by clicking on the link provided.

Formal Cover Letter Formats

Sample Formal Cover Letter

Formal Business Cover Letter Format

Formal Application Letter Formats

Sample Formal Application Letter

Formal Job Application Letter

Formal Request Letter Formats

Formal Meeting Request Letter

Formal Transfer Request Letter

Formal Donation Request Letter

Formal Invitation Letter Formats

Formal Party Invitation Letter

Formal Apology Letter Formats

Sample Formal Apology Letter

Formal Business Apology Letter

Formal Apology Letter in PDF

Formal Proposal Letter Formats

Sample Internship Proposal Letter

Formal Sample Business Proposal Letter

Formal Budget Proposal Letter

Formal Leave Letter Formats

Formal Maternity Leave Letter

Formal Leave Application Letter

Sample Formal Leave Letter

Formal Address Letter Formats

Formal Address Letter

Formal Business Letter Format

Formal Letter for Change of Address Format

The Basic Format of Formal Letters

Here are some guidelines to help enlighten you regarding the proper format of formal letters:

  • Letterhead. On this part, write the date you are sending your letter. After that, leave one space then write one block which contains your information (name and complete address). Then, leave another space and start another block for the information of your letter-recipient.
  • Formal salutation. Write a formal salutation. You have the option to address the letter recipient with his/her full name or surname. However, the latter is commonly used for business transactions as it is more formal and professional.
  • Statement of the letter’s purpose. The first paragraph of your letter should already be able to provide the purpose or reason on why the letter has been written. You need to make the recipient knowledgeable of what the entirety of the letter is all about. It will be best if you will be direct to the point and particular so to avoid confusion and misunderstandings.
  • Explanation for the relevance, importance, or reason for such an intent or purpose. Your formal letter must contain supporting statements that can further help elaborate the purpose of the letter. Always ensure that the letter that you will create is understandable and comprehensive.
  • Add more information regarding your letter’s purpose. The length of your letter will depend on the content that you will place in it. Do not be afraid to create a long letter if you think that it will help you to fully provide the details that you would like the letter recipient to know. More so, make sure that all the strong points of the letter content are highlighted through the proper breakdown of your paragraphing.
  • Delineate the specific actions or response which are expected of them. When necessary, it will be of help if you will already state that you are expecting the response of the letter recipient. There may be times when your expectation of getting a letter of response may not be that clear which makes the recipient think that it is fine if he/she will not provide you with one. Again, appropriate call to actions must be given especially if there is a time frame or duration that you would like the recipient to be mindful of when it comes to replying to the letter.
  • End your letter by thanking your recipient. It is only proper that you acknowledge the fact that your letter-recipient has dedicated an amount of time in reading your letter. You can do this by simply thanking him/her for his/her time.
  • After your concluding statement, close your letter formally. Write a polite and short closing remark. Afterwards, write your name and affix your signature on top of your name.

If you want to learn the proper format of formal letters, it would benefit you immensely if you refer to our templates on this page. Download our templates now so you would be more knowledgeable of the specific parts of formal letters.

Formal Meeting Letter Formats

Formal Business Meeting Letter

Formal Meeting Invitation Letter

Formal Meeting Thank You Letter

Formal Farewell Letter Formats

Sample Formal Farewell Letter

Formal Farewell Invitation Letter

Formal Certification Letter Format

Sample Formal Certification Letter

Formal Declaration Letter Format

Sample Formal Declaration Letter

Formal Permission Letter Formats

Formal Permission Request Letter

Formal Permission Letter

Sample Formal Permission Letter

Formal Greeting Letter Formats

Formal Holiday Greeting Letter

Formal Vacation Letter Formats

Formal Vacation Request Letter

Formal Vacation Leave Letter

What We Offer

Here at Template.net, we are offering you with various formal letters which you may find useful for whatever formal purpose you may have. Our templates are available for free download. More so, these templates can provide you with solutions for your particular needs when it comes to the creation and usage of formal letters. You can easily edit these templates in Word and PDF so their format and content can fit your current undertaking’s requirements.

Formal Business Letters

The manner in which you communicate in the professional setting plays a great deal in the fruitfulness of your corporate dealings. A business letter is a primary form of communication in the business world. Naturally, it contains valuable information on business-related matters, the specifics of which may vary.

Business letters are crucial in business dealings. The following are the functions of business letters:

  • Business letters serve as physical evidences for agreements and other corporate transactions. Since business letters contain details about the specifics of an agreement, it can easily identify the flow of the transaction that existed between parties. The compilation of the business letters used within a particular corporate undertaking can help track the updates and changes applied by the entities present in the transaction.
  • Business letters can provide support to a blossoming business relationship. Initial transactions are always the most crucial part of any business undertaking. This phase allows businesses, individuals and establishments to lay their trust to one another. If a business letter is used and maximized, then these entities can feel the professionalism of the other corporate and professional bodies that they would like to transact with.
  • Business letters can be used to provide information about the new products and/or services of the business. This kind of advertising can be of help in business-to-business transactions as it can easily persuade another company to identify the benefits that they can get from your business’ offering.
  • Business letters can promote great relationship between employees, employers, vendors, and businesses. Corporate processes is a combination of the efforts of different players and stakeholders. With this, all of them must feel that their contributions are highly regarded and appreciated. Business letters can help these entities to transact with each other easily without being too informal.
  • Business letters can strengthen the bond between existing parties. It is essential for a professional relationship to ensure that the parties involved in the transaction respects the rights and interests of one another. Through the usage of business letters, these entities can make sure that they will transact with each other accordingly.

Formal Thank-You Letter for Donation

Donation is the voluntary act of supporting financially (or other type of beneficial resources) a certain activity, event, or cause. The usual donors are the following:

  • affluent individuals
  • companies and corporations seeking to market their business
  • charitable institutions

A donation thank-you letter is the letter which the receiver of a donation must write to his/her donors. It is only proper to thank the person who has willfully extended their help to another person even without the assurance of receiving anything in return.

Formal Complaint Letter to HR

A formal complaint letter to HR is the letter which employees send to the Human Resource Manager in their company in order to make a complaint about something that is related to their jobs. The following are examples of possible employee complaints which can be addressed to the HR:

  • An employee can send a letter to the HR in order to make complaints regarding benefits, incentives, and salaries.
  • An employee would send an HR complaint letter in order to ask to be transferred to another cubicle, office, or department due to some inter-organizational conflict which might disrupt his/her productivity.
  • An employee would send an HR complaint letter in order to make a complaint regarding the treatment which he/she may be receiving from superiors which can be considered as unprofessional or improper.

Formal Cover Letters

A cover letter is the document sent by an applicant together with his/her professional profile. Though a resume is most likely to be reviewed by the hiring personnel, it is still helpful to provide a cover letter that can showcase additional information about your professional background.

Cover letters can help convince your prospective employer that you are the perfect fit for the position that they would like to offer to a qualified candidate. The following are some things which you need to remember when writing an effective cover letter:

  • Write the usual heading which includes the recipient’s information and the job applicant’s basic personal and contact details.
  • Ensure that you will start the conversation with a formal greeting. If you were able to get the information of the hiring personnel, then it will be best to place them in the document especially his/her full name and position. Properly addressing your cover letter recipient can say a lot about your familiarity in business and professional transactions.
  • Your cover letter can be fully effective if you will state your desire to be considered for your target job position on the first part of the letter. Specify the work post that you would like to get so the employer can assess your qualifications based on the job function of the position that you have stated.
  • It is important to remember that you should not copy the content of your resume. However, you can elaborate some of your qualifications, competencies and other deliverable so that the employer can be more aware of what you can bring to the table.
  • Make sure that you will support your list of qualifications with instances where your skills and abilities have been highly-usable. Impress your employer with a preview of your achievements through the usage of your specified qualifications.
  • Always be thankful and appreciative for the time that the employer has given to review your application.

Other than the templates on this page, you can also check out our collection of Formal Letter Examples. You can access these templates by clicking on the link provided.

Choose from thousands of sample letters written by professional writers.

Sample Complaint Letter Template

official letter drafting samples

By Marina Pantcheva

Salutation

The salutation is an important part of a letter. The choice of the right salutation depends on whether you know the person you are writing to and how formal your relationship is.

Very formal (for official business letters)
To Whom It May Concern:Use only when you do not know to whom you must address the letter, for example, when writing to an institution.
Dear Sir/Madam,Use when writing to a position without having a named contact.
Dear Mr Smith,Use when you have a named male contact.
Dear Ms Smith,Use when you have a named female contact; do not use the old-fashioned Mrs.
Dear Dr Smith,Use when writing to a named doctor.
Dear Prof Smith,Use when writing to a named professor.
Dear Xu Li,Type the whole name when you are unsure of the recipient’s gender.
Less formal but still professional (business letters)
Dear colleagues,Use when writing to a group of people.
Dear Mary,Use when writing to a named female.
Dear John,Use when writing to a named male.
 Informal (personal letters)

These salutations should be used with people you are close to, as they might offend others.

Hello guys,Use when writing to a group of people you know very well.
Hi,Use when writing to one or more people you know very well.
  •  There should be a comma after the salutation and a colon after “To Whom It May Concern”.
  • No full stop is needed after Mr, Ms, and Dr.
  • The form Mrs is outdated.
  • Avoid the exclamation (!) in salutations.

Starting your letter

There two ways in which business letters usually start: they make reference to a previous contact, for example, phone conversation, meeting, previous mail correspondence; or they are the first contact with the recipient.

Making reference to previous contact

I am (we are writing) regarding

  • your inquiry about …
  • our phone conversation …

In reply to your request …
Thank you for contacting us.

Contacting the recipient for the first time

I am (we are) writing to

  • inform you that …
  • confirm …
  • enquire about …
  • complain about …

I am contacting you for the following reason.
I recently heard about … and would like to …

Making a request

We would appreciate it if you would …
I would be grateful if you could …
Could you please send me …
Could you possibly tell us …
It would be helpful if you could send us …

Giving good news

We are pleased to announce that …
I am delighted to inform you that …

Giving bad news

We regret to inform you that …
 I’m afraid it would not be possible to …
Unfortunately we are unable to …
After careful consideration we have decided …

Ending your letter

Enclosures

Please find enclosed (for letters)
Please find attached (for emails)

Offering future assistance

If you require more information, please let us know.
Please do not hesitate to contact us if you need any further assistance.

Referring to future contact

I am looking forward to hearing from you soon.
We are looking forward to meeting you on 21 January/in Tromsø.
We would appreciate your reply at your earliest convenience.

Closing

The closing salutation must match the opening salutation and the overall tone of the letter. Choose one of the following closing lines depending on the formality of the salutation.

Very formal
Your sincerely,
Sincerely yours,
Respectfully,
Use when you’ve started with Dear Sir/Madam or To Whom It May Concern.
Sincerely,Use when you’ve started with Dear + name.
 Less formal but still professional
Kind regards,
Warm regards,
Regards,
not too formal but businesslike
Best wishes,even less formal
 Informal
Best,
Hugs,
Cheers,
Use with friends and colleagues you feel close to.

 

To help you with the descriptive section of upcoming SSC MTS Exam, we bring you this article explaining the Format of Formal Letter for SSC MTS.

official letter drafting samples
Written by Dajin
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