Category: Formal Letters

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.

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

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,

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)

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

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

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

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

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