Category:

To

Sophia Johns

Admin Executive

ABC Group

Q-25, Chemsford Street

London

16t^h January 2012

Subject: Formal letter for aranging a meeting

Respected Ma’am

I am writing this letter to request you to arrange a formal meeting between our company and the client who visited us last week with the proposal of providing us our required office equipments at a price lower than the actual market rate. As you are aware that we have recently set up our business and are in need of most of the office equipments, it would be appreciated if you can arrange for the meeting at the earliest.

You may inform the client that we have gone through their proposal and would like to deal with them. However, a formal meeting is required to discuss certain terms and conditions on both the sides.

You may arrange the meeting at a place convenient to the client and inform me about the same.

Regards,

Peter Andrew

To

William Smith

Training Head

Tri Star Pvt. Ltd.

44 Cuba Road

Birmingham, London,

16^th January 2012

Subject: Formal letter for arranging a training session

Respected Sir

I am writing this letter in order to request you to arrange a training session to train our department on the new software that has recently been incorporated in our systems and would soon be used to record all the dealings with the clients.

We did have an introductory session about the working of this software. However, no formal training was given to our department staff about the details of using it. I hope you understand that without a proper training our staff members would not be able to work efficiently on this software which may lead to dissatisfaction amongst our clients.

I would request you to arrange for a training session on the same at the earliest and help our department staff in learning more about it.

Regards,

Charles Brown

From:

___________________ [sender’s name]

___________________ [address 1]

___________________ [address 2]

Date: ____________ [specify the letter date in dd-mm-yy format]

To:

___________________ [recipient’s name]

___________________ [address 1]

__________________ [address 2]

Cc: ____________________ [specify the name of other recipients who is also suppose to receive the letter — Optional]

Subject: [Specify a subject line relevant to the content of the letter. Ensure to keep it precise yet succinct.]

Dear [recipient’s name],

This is to inform you that ________________________________ [enumerate the purpose behind initiating the letter in details].

I would also like to state that the _____________________________ [enumerate further details related to the purpose].

It would be highly appreciating if you kindly take the letter into consideration. Moreover, I am looking forward to _______________________________ [specify your future intention to the recipient clearly].

Sincerely,

____________________ [name of the sender]

_____________________ [title of the sender –Optional]

Enclosures: [If any, then specify the number of documents/ pages enclosed]

To

Sheron D’silva

PPN Pvt. Ltd.

36 Trans Street

New York

17^th Jan 2012

Dear Ma’am

Subject: Request for the Details of Insurance Plan

I recently came across you company’s ad, that was posted in the local newspaper dated 14^th January 2012. The advertisement included a list of insurance plans being offered by your company. There were about 8 different plans mentioned in the paper. I went through them to look for the one that suits my reqirements and did find one. However, all the details about these plans were not mentioned there; your company had just shared an overview in the advertisement.

I would request you to please provide me the details of the xyz plan as I may be interested in opting for it. You may send across the details on my mail id which is abc@xyz.com. If possible, please arrange an insurance agent’s visit at my place.

I hope to receive a reply soon.

Thanking you

James Dylan

Name (Write down the name of the person to be recommended)

Name of the Institution (Mention the name of the Institute to which the person to be recommended belongs)

Address (Mention the complete address of the person to be recommended)

Telephone Number (You may even mention the contact number of the person to be recommended)

Date (Mention the date on which the letter is being written)

To whomsoever it may concern

Subject: Write a few sentence or a sentence stating the purpose of writing the letter

Paragraph 1: [State the purpose of writing the letter. Mention as to how you are associated with the person you are recommending.]

Paragraph 2: [Write about the qualification and skills of the person you are recommending. One must take care that the content is short and to the point. The recommender must not elaborate the points much.]

Yours Sincerely,

Name (The name of the sender is to be written here)

Designation of the Sender

To,

Name (Mention the name of the Recipient)

Designation (Write down the Recipient’s Designation)

Organization’s Name (Mention the name of the organization or Group)

Address (Mention the complete address of the recipient)

City/ State (Write the name of the City and State to which the recipient belongs)

Pin Code: (Write the Pin code)

Date (Mention the date on which the letter is being sent)

Respected Sir/Ma’am (You may even right Mr. /Mrs. /Ms. Last Name to address the person)

Subject: Include the main purpose for writing the letter in one line.

First Paragraph: Introduce yourself and let the recipient know as to where you got his information from.

Second Paragraph: State the reason for writing the letter giving details. Write in a requesting tone.

Third Paragraph: Conclude the letter. Tell them the recipient that you await a positive response.

Thanking you,

Name (Write the name of the Sender)

Address (The sender may even mention his/ her address)

To

Jane Dylan

ABC Group

28 Fortune Building

London

19th Jan 2012

Dear Ma’am

Subject: Proposal for Business Deal

I am writing this letter to acquaint you with my interest in being associated with your esteemed organization. I am pleased to present this proposal to your organization. It would be an honour to work with you.

We are into providing customer service support since the last 5 years. We have worked with various reputed names in this short span of time and provided the required support ensuring good quality.

We have heard about your products and services and are confident that we would be able to provide the required after sales service to your clients. Our customer service executives are ready to help the customers at all times. We handle the customer queries and complaints online, over the phone and even arrange a visit, if required.

Request you to kindly consider our proposal and allow us to serve your customers.

Thanking you,

John Smith

To

Cheryl Austin

8/61, Barley Road

New Jersey

19th Jan 2012

Dear Ma’am

Subject: Acknowledgement for Order

I am writing this letter to provide acknowledgement for your order no. 12 dated 15th January 2012. We would like to inform you that we are already working on this and would be able to complete the assigned task in the coming week. Our team is working as per the instructions given by you and would ensure that the end product looks just the way you have suggested so as to fulfil your requirement.

I would like to assure you that your order shall be completed on time. Once your consignment is ready, we would inform you about the same in writing.

You may contact us anytime in case you need any further information regarding your work order. We are glad that you gave us the opportunity to serve you and look forward to a long association with you.

Yours sincerely,

Jack Arthur

It is very essential to follow the correct format while writing a formal letter. Be it the beginning, the middle part or the ending; everything in a formal letter must be intact. A formal letter which is not formatted properly makes a wrong impression and your letter/ application may be rejected outright on this very basis.

While writing a formal letter one must pay special attention to the closing as it is the closing that concludes the letter. The ending of the letter contains the crux of the matter thus it must be dealt with very carefully. Different formal letters may have different kinds of endings. For instance, request letters usually end with, “I hope to receive a positive response from your end” or “Kindly oblige us by replying to the letter in confirmation to the earliest” or “I await the reply and hope for a positive response”.

Similarly a formal letter for invitation may end with sentences like, “We hope to see you at the meeting” or “I look forward to seeing you at the seminar. Please bring this invitation with you as it is necessary for admittance”.

“Thanking you” or Yours Sincerely” or “Yours faithfully” or Warm Regards, is written towards the end below which is written the name of the person writing the letter.

Formal letters are one of the most common form of official letters, framed and presented in almost all organizations, be it companies, schools, colleges, business firms, institutions, agencies, or any departments of corporate sectors. It is a highly professional yet effective form of communication in work places. The structure of formal letters is of a definite form and should always be followed strictly. The primary nature of formal letters is that they should be short and informative. The effectiveness of a formal letter lies in the complete presentation of the most significant issues in a clear and compact manner.

Formal letters are very important documents and should, hence, be prepared with utmost sincerity. In spite of being one of the most frequently used modes of communication, most companies still hire experts to frame formal letters. The following points can be considered for helping one frame correct formal letters:

Formal letters should have a proper salutation section. The letter must be acknowledged to the correct person or department and in the correct format. Date and subject of the letter are the next important aspects of formal letters. The exact date of drafting the letter and the brief yet informative description of the letter’s content are important provisions.

The body of formal letters should state the actual purpose and highlight areas of concern as precisely as possible. However, the letter should not compromise with details while trying to keep it short. The intended impact or actions expected as response to the letter should be stated in a few words.

A proper closing salutation and thanksgiving are crucial for all formal letters.

• Formal Letter
• Sample Formal Letter
• Formal Letter Format
• Formal Letter Template
• Formal Letter Example
• Format of Recommendation Letter
• Format of a Request Letter
• Formal Proposal Letter
• English Formal Letter
• Ending a Formal Letter
• Formal Acceptance Letter
• Business Formal Letter
• Formal Letter Application
• Formal Greeting Letter
• Business Letter Formal
• Formal Thank You Letter
• Formal Persuasive Letter
• Formal Permission Letter

To

Name [name of the formal letter recipient]

Designation [write the designation of recipient]

Address [mention the complete address of the receiver]

Date: [write the date on which this letter is being sent to the recipient]

Subject: [State a clear subject of this formal letter]

Dear Mr. / Ms. / Mrs. [write a suitable salutation for the recipient]

First Paragraph [In the first paragraph, the sender should introduce himself. The sender must clearly state the purpose behind sending this formal letter to the receiver. The sender should mention about the official documents if any that are enclosed with this formal letter. ]

Second Paragraph [This section of formal letter must portray sender’s official purpose by expressing his/ her interests. The sender can persuade the letter receiver by describing the positive side of his/ her interests in this part]

Third Paragraph [Here, the formal letter sender must end up writing that he/ she expects the timely response on his/ her input. If required, the sender can also provide his/ her contact details by writing an e-mail id and a phone number]

Sincerely,

Name [name of the letter sender]

To

Mr. Andrew Spencer

Sales Manager

Hudson & Sons Sales Pvt. Ltd

5^th Avenue, king Arthur Road

London, United Kingdom

Subject: Acceptance of Business Sales Proposal

March 3^rd, 2012

Dear Mr. Spencer,

This is in reference to your business Sales Proposal that we received on March 1^st, 2012. We have analyzed the complete business report by discussing it with Mr. Edward Robinson, General Manager Sales- Eagle Manufacture Pvt. Ltd and wish to inform you that we are glad to accept your business sales proposal.

We are impressed with the idea of commencing sales business between these two esteemed organizations. There are some points in this business sales proposal that require more clarity. We request you to re-submit this proposal with revised points. You can review our response document comprising of official requirements enclosed with this letter.

Please note: Eagle Manufacture Pvt. Ltd would submit its official acceptance after reviewing the revised Business Sales Proposal.

In case of any query, please feel free to contact us on: 6879 687 3848 or at: admin@eaglesales.com during the office hours.

Thank you,

Emma Atkinson

Project Manager- Eagle Manufacture Pvt. Ltd

To,

Mr. George Williams,

Manager- Sales

Elisabeth Cosmetics Pvt. Ltd,

3^rd Street, Windsor Park,

Westminster, United Kingdom

March 4^th, 2012

Subject: Commencing a Marketing Business.

Dear Mr. Williams,

With reference to the official advertisement of Elisabeth Cosmetics Pvt. Ltd, I would like to submit an official Marketing Proposal on the behalf of Spencer Group of Companies Pvt. Ltd It would be our privilege to work with your esteemed organization. Kindly find enclosed Marketing proposal devised according to your requested marketing criteria.

Spencer Group of Companies Pvt. Ltd is an established marketing firm proficient in handling diverse projects. As a marketing firm, we have a wide network of branches around the globe. Thus, we can assure you growth and success of your assignments worldwide by implementing our focused strategies and ground- breaking promotional policies.

I would appreciate if you can give us a suitable time and date for an official meeting in order to discuss the scope of this business commencement.

For any query, you can contact us officially on: 7890 474 3747 or you can reach us at: marketing@spencercompanies.com

Sincerely,

Diana Simpson,

Project Secretary- Marketing

Spencer Group of Companies Pvt. Ltd

To

Mr. Andrew Wilson

Senior Editor,

Vanessa Publications Pvt. Ltd

Down Lake Market, Baker Street,

Westminster, London,

March 7^th, 2012

Subject: Application for Working as a Freelance Writer!

Dear Mr Wilson,

With the reference to your advertisement published in “The Sun” newspaper’s Sunday Edition, I would like to submit my formal application in order to work as a freelance writer for your esteemed publication house “Vanessa Publications Pvt. Ltd”.

With my years of wild life experience and scientific knowledge, I am capable of generating exceptional and informative content that can benefit your publishing house. I have deep interested in conducting research on animal behaviour as I have a set of published articles on the same topic with online journals.

I would appreciate if you can give a suitable time to further discuss about the job position and its responsibilities. I am herewith enclosing the copy of my resume and some of my projects for your perusal.

Hope to hear from you soon!

Sincerely,

Emma Watson

To,

Mr. John Spencer

Chief Executive Officer

Spencer Group of Companies Pvt. Ltd

5^th Street, Baker Market,

London, United Kingdom

March 4^th, 2012,

Subject: Greetings on the Foundation day!

Dear Mr. Spencer,

On behalf of Windsor Manufactures Pvt. Ltd, I take this opportunity to congratulate Spencer Group of Companies Pvt. Ltd on the glorious occasion of its Foundation Day. I extend my warm wishes to this esteemed organization serving the mankind with its wide array of products since last ten years.

The history of Spencer Group of Companies is magnificent and today, this firm has become one of the leading suppliers of life saving products on the international platform. The company sets an excellent example to other firms and entrepreneurs around the globe. On the employment ground, your leading organization has trained many candidates and also generated millions of opportunities over the decade.

Once again, I express my sincere wishes that Spencer Group of Companies will continue with its splendid success stories in the future.

Thank you,

Diana Bowles

Managing Director, ABC Group of Companies.

To

Mr. Andrew Wilson

Manager- Marketing

Blue Sky Marketing Pvt. Ltd

Kings Park, Baker Street

Westminster, United Kingdom

March 3^rd, 2012

Subject: Proposal for initiating new marketing project!

Dear Mr. Wilson,

With reference to our telephonic discussion held yesterday, we have developed a new marketing project for promoting the recently launched products of Eagle Cloth Merchandisers Pvt. Ltd around the globe. Please review the enclosed marketing project for your approval.

We have been handling the marketing projects of your esteemed organization since 2005. This new marketing project is prepared by considering all the sales related requirements of Eagle Cloth Merchandisers Pvt. Ltd in order to target the potential clientele on the international platform. We can assure you the achievement of committed objectives within a given deadline.

Blue Sky Marketing Pvt. Ltd would be happy to commence this prospective marketing project with Eagle Cloth Merchandisers Pvt. Ltd.

If you have any query, please contact us on: 6879 788 5868 or at: sales@eaglecompanies.com

We look forward to your timely response.

Sincerely,

Hannah Timberlake

Manager- Sales

Eagle Cloth Merchandisers Pvt. Ltd

To,

Mr. Edward Atkinson,

Manager- HR

Blue Sky Sales Pvt. Ltd

Spencer Street, Salt Lane Road

Westminster, United Kingdom

March 4^th, 2012

Subject: Thanking you for Job offer.

Dear Mr. Atkinson,

Thank you very much for offering me the job position of Assistant Manager- Sales in your esteemed organization Blue Sky Sales Pvt. Ltd. I take the opportunity to appreciate the professionalism of your organization. Certainly, it is a golden opportunity for me to start my career with your splendid organization.

I intend to invest all my efforts, knowledge and skills in this job in order to benefit your organization. I am eager to join the job as soon as possible so that I can put my entire endeavour to accomplish the job targets. I assure you to prove my potential and creativity by availing this job position.

Once again, I look forward to work with Blue Sky Sales Pvt. Ltd as an Assistant Manager- Sales as I am waiting for Monday to report officially.

Yours Sincerely,

Andrew Simpson

To

Mrs. Camellia Hudson,

4^th Avenue, Cathedral Street,

Westminster, United Kingdom

March 4^th, 2012

Subject: Persuasive Letter for controlling the use of video games among students!

Dear Mrs. Hudson,

As the Principal of King Arthur High School, I am concerned about the increasing craze of video games among students which is affecting the study and behaviour of students. I would request you to limit the use of video games played by your kids.

Video games cause certain adverse effects on the mind of kids such as violence and lack of interest in studies. In addition to that, video games are pillaging the youth by causing excessive sweat, increasing heart rate and high blood pressure, etc.  With excessive use of video games, students prefer in-door game activities rather than out-door healthy games. Furthermore, agile condition, poor performance in studies and drowning health are one of the side effects of video games.

With that said, we, as a school, are trying to control the use of video games for which we seek your valuable contribution to attain this goal. We request you to implement this golden rule at home “video games must be used under strict supervision and time control”.

With the Best Regards,

Edmond Atkinson

Principal- King Arthur High School

To,

Ms. Diane Spencer

Lecturer- Engineering & Technology Department

Queens College of Engineering and Technology

Hudson Street, Baker’s Market,

London, United Kingdom

March 15^th, 2012

Subject: Permission for accessing research Articles & Thesis.

Dear Ms. Spencer,

With the reference to our recent telephonic conversation & letter correspondence, I would like inform you that Professor Andrew Smith has granted you the permission to use his official research papers and scientific thesis including printed articles during your M. Tech degree. Kindly find enclosed the permission document on which your signatures are required to abide by the terms & conditions.

As per permission clauses, you are solely permitted to use the aforementioned official thesis and paper without making any changes to it. You are not allowed to re- draft or to imprint any content out of these patented scientific & technical articles.

In case you have any question or query, please feel free to contact us on 7989 495 9697 or you can reach us at: attkinson@gmail.com

Wish you all the Best for your M. Tech Degree!

Thank you,

Emma Atkinson