Formal letters are crucial for professional communication, serving as a record of your intentions, agreements, or concerns. They require a specific structure and tone, conveying respect and clarity. Mastering the art of formal letter writing is essential for career advancement, business dealings, and even personal interactions requiring a formal touch. This guide provides 22 examples to equip you with the knowledge to tackle various letter-writing scenarios.
Whether you’re applying for a job, lodging a complaint, requesting information, or expressing gratitude, understanding the nuances of formal letter construction is vital. Each example below showcases a specific purpose and includes key elements such as correct salutations, closings, and body paragraphs structured for maximum impact. Pay attention to the tone and language used, adapting them to your unique situation while maintaining professionalism.
22 Formal Letter Examples
1. Job Application Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name] (If known, otherwise use title)
[Hiring Manager Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Hiring Manager Last Name],
I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the job posting]. With my [Number] years of experience in [Relevant Field] and my proven ability to [Key Skill 1] and [Key Skill 2], I am confident that I possess the skills and qualifications necessary to excel in this role and contribute significantly to your team.
In my previous role at [Previous Company Name], I was responsible for [ Briefly describe relevant responsibilities and achievements]. I am particularly drawn to [Company Name] because of [Mention something specific that interests you about the company]. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit your organization.
Thank you for your time and consideration. I have attached my resume for your review and welcome the opportunity to interview at your earliest convenience.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
2. Letter of Complaint
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Department]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
I am writing to express my dissatisfaction with [Product/Service] that I [Purchased/Received] on [Date]. Specifically, [Clearly describe the issue or problem]. This has caused me [Explain the impact or inconvenience caused].
I have attached [Mention any supporting documents, e.g., receipt, photos] as evidence of the issue. I request that you [State clearly what you want them to do to resolve the issue, e.g., refund, replacement, repair]. I look forward to your prompt response and resolution to this matter.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
3. Letter of Recommendation
[Your Name]
[Your Title]
[Your Organization]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name] (If known, otherwise use title)
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
It is with great pleasure that I recommend [Candidate’s Full Name] for [Position/Program] at [Organization Name]. I have had the opportunity to work with [Candidate’s Name] at [Your Organization] as their [Your Role] from [Start Date] to [End Date]. During this time, I was consistently impressed by their [Key Skill 1], [Key Skill 2], and [Key Skill 3].
[Candidate’s Name] is a highly motivated and dedicated individual who consistently exceeds expectations. For example, [Provide a specific example of their positive contributions]. Their ability to [Highlight a specific skill] is particularly noteworthy. I am confident that [Candidate’s Name] would be a valuable asset to your organization.
Please do not hesitate to contact me if you require any further information.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
4. Letter of Resignation
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name],
Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name], effective [Your Last Day of Employment].
I would like to thank you for the opportunity to work at [Company Name] for the past [Number] years. I have learned a great deal during my time here and appreciate the experiences and opportunities I have been given. I wish you and the company all the best for the future.
I am committed to ensuring a smooth transition during my departure and am happy to assist in any way possible.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
5. Letter of Inquiry
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Department]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
I am writing to inquire about [Specific product, service, or information you are seeking]. I am particularly interested in [Specify details, e.g., features, pricing, availability].
Could you please provide me with more information regarding [Specific questions you have]? I would appreciate it if you could send me [Request specific materials, e.g., brochure, price list, application form].
Thank you for your time and attention to this matter. I look forward to hearing from you soon.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
6. Letter of Apology
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name],
Please accept this letter as a sincere apology for [Specific action you are apologizing for]. I understand that my actions [Explain the impact of your actions], and I take full responsibility for my mistake.
There are no excuses for my behavior, and I am truly sorry for any inconvenience or harm I may have caused. I am committed to ensuring that this does not happen again. I am willing to [Offer a solution or make amends] to rectify the situation.
I value our relationship and hope that you can accept my apology.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
7. Cover Letter (Similar to Job Application but can be more tailored)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Hiring Manager Name] (If known, otherwise use title)
[Hiring Manager Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Hiring Manager Last Name],
I am writing to express my enthusiastic interest in the [Job Title] position at [Company Name]. Your company’s [Mention something specific about the company that resonates with you, e.g., commitment to innovation, focus on sustainability] aligns perfectly with my professional values, and I am confident that my skills and experience would be a valuable asset to your team.
As a [Your Profession/Field] with [Number] years of experience, I have a proven track record of success in [Highlight 2-3 key skills or accomplishments directly relevant to the job description]. In my previous role at [Previous Company], I successfully [Describe a specific achievement using quantifiable results, if possible]. I am particularly adept at [Mention a specific skill or tool related to the job] and eager to apply my expertise to contribute to [Company Name]’s success.
I am a highly motivated and results-oriented individual with a strong work ethic and a passion for [Mention your relevant interests]. I am eager to learn more about this opportunity and discuss how my qualifications align with your needs. Thank you for your time and consideration. My resume is attached for your review.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
8. Thank You Letter (After Interview)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Interviewer Name]
[Interviewer Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name],
Thank you so much for taking the time to interview me for the [Job Title] position at [Company Name] on [Date]. I truly enjoyed learning more about the role and the company culture.
Our conversation further solidified my interest in this opportunity. I was particularly interested in [Mention something specific you discussed during the interview], and I believe my skills and experience in [Mention relevant skills] would allow me to make a significant contribution to your team. I am eager to learn more about this opportunity and how I can contribute to [Company Name]’s success.
Thank you again for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
9. Letter of Recommendation (Character Reference)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name] (If known, otherwise use title)
[Recipient Title]
[Recipient Organization]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
It is with pleasure that I recommend [Candidate’s Full Name]. I have known [Candidate’s Name] for [Number] years as a [Relationship – friend, neighbor, etc.]. During this time, I have been consistently impressed by their integrity, responsibility, and strong work ethic.
[Candidate’s Name] is a reliable and trustworthy individual who consistently demonstrates [Key Character Trait 1] and [Key Character Trait 2]. They are also a dedicated and compassionate person, as evidenced by [Give a specific example of their positive character traits]. I am confident that [Candidate’s Name] would be a valuable asset to any organization or program.
Please do not hesitate to contact me if you require any further information.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
10. Letter of Credit Application
[Your Name]
[Your Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Bank Name]
[Bank Address]
Dear Sir/Madam,
We are writing to apply for a Letter of Credit (L/C) to facilitate a purchase from [Supplier Name] located in [Supplier Location]. The details of the transaction are as follows:
* **Beneficiary:** [Supplier Name]
* **Amount:** [Amount in Currency]
* **Currency:** [Currency]
* **Goods:** [Description of Goods]
* **Shipment Date:** [Date]
* **Expiry Date:** [Date]
* **Terms of Payment:** [e.g., at sight, deferred payment]
* **Documents Required:** [e.g., Invoice, Packing List, Bill of Lading]
We kindly request that you establish the L/C in favor of [Supplier Name] based on the aforementioned details. We have attached our company profile and financial statements for your review. Please contact us if you require any further information.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
11. Letter of Intent (LOI)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
This letter constitutes a non-binding letter of intent outlining the general terms and conditions under which [Your Company Name] is prepared to [State the purpose of the LOI, e.g., purchase assets, form a partnership, lease property] from [Recipient Name/Company Name].
The key terms under consideration include:
* **Asset/Subject Matter:** [Describe the asset or subject matter]
* **Price:** [Proposed Price]
* **Payment Terms:** [Proposed Payment Terms]
* **Closing Date:** [Proposed Closing Date]
* **Due Diligence:** [Mention the need for due diligence]
This letter of intent is intended solely as a basis for further discussion and negotiation. It does not create any legally binding obligations on either party, except for the provisions regarding confidentiality and exclusivity, which shall be binding upon execution of this letter by both parties. We look forward to discussing these terms further and reaching a mutually agreeable agreement.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
12. Letter of Agreement
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Company Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
This letter serves as a formal agreement between [Your Company Name] and [Recipient Company Name] regarding [State the purpose of the agreement]. We have reached an agreement on the following terms and conditions:
* **Scope of Services:** [Describe the services to be provided]
* **Payment:** [Outline the payment terms and schedule]
* **Term:** [State the duration of the agreement]
* **Termination:** [Describe the termination clauses]
* **Confidentiality:** [Outline confidentiality obligations]
By signing below, both parties acknowledge and agree to the terms and conditions outlined in this letter. This agreement shall be governed by and construed in accordance with the laws of [State the Governing Law]. Please sign and return a copy of this letter to indicate your agreement.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
Agreed to:
_______________________________
[Recipient Signature] (If sending a hard copy)
[Recipient Typed Name]
[Recipient Title]
[Date]
13. Letter of Introduction
[Your Name]
[Your Title]
[Your Company]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name],
I am writing to introduce you to [Individual’s Name], who is a highly accomplished [Individual’s Profession] with extensive experience in [Individual’s Area of Expertise]. I have had the pleasure of working with [Individual’s Name] on [Project/Collaboration], and I have been consistently impressed by their [Key Skill 1] and [Key Skill 2].
[Individual’s Name] is currently seeking opportunities in [Area of Interest], and I believe their skills and experience would be a valuable asset to your organization. I encourage you to connect with [Individual’s Name] to explore potential synergies. You can reach them at [Individual’s Email Address] or [Individual’s Phone Number].
Thank you for your time and consideration.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
14. Collection Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Debtor Name]
[Debtor Address]
Dear [Mr./Ms./Mx. Last Name],
This letter is to remind you of your outstanding balance of [Amount] due to [Your Company Name] for [Goods/Services Rendered]. According to our records, invoice number [Invoice Number], dated [Invoice Date], remains unpaid.
We understand that circumstances can sometimes lead to delayed payments. However, we must request that you remit payment for the full outstanding balance within [Number] days from the date of this letter. You can make a payment via [List Payment Methods, e.g., check, online transfer, credit card].
If you have already made a payment, please disregard this notice. If you are experiencing financial difficulties and are unable to pay the full amount, please contact us immediately to discuss a payment plan. Failure to remit payment or contact us may result in further collection efforts.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
15. Letter of Intent to Purchase
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Seller Name/Company Name]
[Seller Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
This letter constitutes a non-binding letter of intent for [Your Company Name] to purchase [Description of the Asset/Property] from [Seller Name/Company Name], subject to the terms and conditions outlined below.
The proposed terms of purchase are as follows:
* **Property/Asset:** [Detailed Description of the Asset/Property]
* **Purchase Price:** [Proposed Purchase Price]
* **Deposit:** [Amount of the Deposit]
* **Closing Date:** [Proposed Closing Date]
* **Contingencies:** [List any contingencies, e.g., financing, inspection]
This letter of intent is intended to serve as a basis for further negotiation and the preparation of a definitive purchase agreement. This letter is non-binding, except for the provisions regarding confidentiality. We look forward to discussing these terms further and reaching a mutually agreeable agreement.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
16. Letter of Permission
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name],
I am writing to request your permission to [Clearly State the Action Requiring Permission] on [Date(s) or Timeframe] at [Location].
[Provide a brief explanation of why you need permission and any relevant details. For example, if requesting permission to use copyrighted material, specify the material and its intended use.] I understand that [Acknowledge any potential inconvenience or concerns] and I assure you that [Offer assurances to mitigate concerns].
I would be grateful if you would grant me permission to proceed. Please let me know if you require any further information.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
17. Letter Requesting Information
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name/Department]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],
I am writing to request information regarding [Specifically State the Information You Are Requesting]. I am particularly interested in [Provide further details about the information you need, e.g., specific dates, types of data].
This information is needed for [Explain the Reason for Your Request]. I would appreciate it if you could provide this information by [Desired Deadline]. Please let me know if there are any fees associated with providing this information. I look forward to your response.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
18. Transmittal Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name],
Please find enclosed the following documents:
* [Document 1 Name and Brief Description]
* [Document 2 Name and Brief Description]
* [Document 3 Name and Brief Description]
These documents are being transmitted to you for [State the Purpose of the Transmittal, e.g., review, approval, information]. Please review these materials and let me know if you have any questions. If you require any further clarification, please do not hesitate to contact me.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
19. Letter of Endorsement
[Your Name/Company Name]
[Your Title]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Last Name],
I am writing to offer my strong endorsement of [Product/Service/Organization Name]. As a [Your Role/Position] at [Your Company Name], I have had the opportunity to [Describe your experience with the product/service/organization].
I have been consistently impressed by [Key Positive Attributes]. [Provide specific examples of why you are endorsing the product/service/organization. Quantifiable results are highly effective]. I believe that [Product/Service/Organization Name] would be a valuable asset to [Target Audience]. I highly recommend [Product/Service/Organization Name] without reservation.
Sincerely,
[Your Signature] (If sending a hard copy)
[Your Typed Name]
20. Letter of Reference for Graduate School
[Your Name]
[Your Title]
[Your Department]
[Your University]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Admissions Committee]
[Department Name]
[University Name]
[University Address]
Dear Admissions Committee,
It is with great pleasure that I recommend [Student’s Full Name] for admission to your graduate program in [Program Name]. I have had the privilege of knowing [Student’s Name] as their [Your Role – e.g., professor, research advisor] in [Course Name/Research Project] at [Your University] from [Start Date] to [End Date].
[Student’s Name] is an exceptionally bright and motivated student with a
