Are you accustomed to writing casual letters and emails? If that is the case, a formal letter format may be something you need to be aware of. Now, one should know that all business communication falls outside the formal category. A standard business letter is written for a particular reason. It can either be a grievance letter, a suggestion letter, or a greeting letter. Formal business letters are business letters that are written for valid reasons related to the office.
What is a Formal Letter?
A formal letter is a correspondence between an organisation and an individual or among people and organisations, such as contractors, customers, clients, and other external gatherings. Formal letter writing format differs from personal letters; it consists of a more formal tone, writing style and spotlight on compactness and solidness. This is the reason it is likewise called a formal business letter. Notwithstanding, the letter’s tone can enormously differ, depending on the kind of business letter. Usually, a business letter is written for deals endeavours, settling issues and contemplations, and relationship building.
Besides, tones may differ in educational, convincing, inspirational, or promotional tone, depending on the beneficiary. A formal letter regularly has a specific goal and reason, focusing on explicit gatherings or people. A formal letter pattern has become crucial for organisations, especially daily use. Discover more about formal letter samples and examples in the upcoming section.
Also Read: Teacher Cover Letters for Job
Types of Formal Letters
a) Letter of Inquiry
As the name suggests, this letter is the wellspring of data gathering. Individuals typically send or write a letter of request, which is quite possibly the most common formal letter or business letter. A letter of request assists an individual with having data like some course or occupation request, costs of administrations and items, terms and orders or working arrangements, and so forth, which one should consistently remember.
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
I hope this message finds you well. I’m interested in opportunities at [Company Name] and would like more information about [specific area or position]. With [number] years of experience in [relevant field], I believe my skills in [specific skills] could benefit your team.
Could you please provide details on [specific information you are seeking]? I’m eager to explore how I can contribute to [Company Name].
Thank you for considering my inquiry. I look forward to your response.
Best regards,
[Your Name]
b) Order Letter
When a purchaser needs to arrange a few products, he composes a request letter to the vendor. The three primary sections of this letter are –
- The subtleties of the things or the requested merchandise should be plainly expressed. It should have total data, such as the amount of merchandise and model number.
- The data identified with the transportation should likewise be provided. The method of transportation, dispatching area and the ideal date for the merchandise to be delivered should be expressed.
- The request-related instalment, whether the method, date, or instalment agreements, ought to be referenced.
[Your Name]
[Your Title]
[Your Company Name]
[Your Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Supplier’s Name]
[Supplier’s Title]
[Supplier’s Company Name]
[Supplier’s Company Address]
[City, State, ZIP Code]
Dear [Supplier’s Name],
Subject: Order for [Product Name(s)]
I am writing to order the following products from your company. We have been impressed with the quality of your products and services and look forward to receiving our next shipment.
Please find the details of our order below:
Order Details:
- Product Name: [Product Name 1]
Product Code: [Product Code 1]
Quantity: [Quantity 1]
Unit Price: [Unit Price 1]
Total Price: [Total Price 1] - Product Name: [Product Name 2]
Product Code: [Product Code 2]
Quantity: [Quantity 2]
Unit Price: [Unit Price 2]
Total Price: [Total Price 2]
Total Order Value: $[Total Order Value]
We would appreciate it if you could confirm receipt of this order and provide an estimated delivery date. Please ensure the products are packed appropriately to avoid any damage during transit.
We intend to make the payment according to the agreed terms. Please send the invoice and any other necessary documentation to [Your Billing Address] or via email to [Your Email Address].
If you have any issues or need additional information regarding this order, please do not hesitate to contact me directly at [Your Phone Number] or [Your Email Address].
Thank you for your prompt attention to this matter. We look forward to receiving the products soon.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
c) Letter of Complaint
Assume submitting a request for certain things. The quality guaranteed and the nature of the things received aren’t similar. This is the place where a letter of the complaint becomes a necessary correspondence document. While writing this sort of letter –
- One should give the subtleties of the issue confronted
- Determine what activity needs to be taken
- Give data like the date of appearance of orders, request number, or the details of the past objection.
- Give a cut-off time for the other party to respond.
- Append a duplicate, an example of the receipt, or another receipt that can prove an objection.
- Utilise amiable yet decisive words concerning grievance issue
- Never pardon or make any charge without help from anyone else
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
Subject: Complaint Regarding [Product/Service] – [Invoice/Account Number]
I am writing to express my dissatisfaction with the [product/service] that I purchased/received from your company on [date]. Despite my initial expectations and the positive reviews I have read, I encountered several issues that must be addressed.
The specific problems I have experienced are as follows:
- [First Issue]: Provide a detailed description of the first issue. For example, if it is a product, describe what is wrong with it. Explain what part of the service was unsatisfactory if it is a service.
- [Second Issue]: Describe the second issue in detail.
- [Third Issue]: If there are multiple issues, continue to describe them.
I have attached copies of the relevant documentation, including my receipt, warranty information, and any previous correspondence related to this matter. Despite my attempts to resolve these issues through customer service, I have not received a satisfactory response.
Given the circumstances, I request [specific resolution you seek, such as a refund, replacement, repair, or other action]. I believe this is a fair and reasonable solution, considering the inconvenience and dissatisfaction caused by the issues outlined above.
I expect a response to this complaint within [reasonable timeframe, e.g., 10 business days]. I hope to resolve this matter amicably and await your prompt attention.
Please contact me at [your phone number] or at [your email address] to discuss this further. Thank you for your attention to this matter.
Sincerely,
[Your Name]
d) Reply to a Letter of Complaint
Assume, at some point, someone got a letter of objection, and one needs to answer it. One should –
- Address the issue and the problematic expenses for the client
- Plainly express the course of moves one will make for the problems that large and the time until one will do such
- Guarantee the client for not any more future complaints and inconveniences
- Be explicit and clear.
[Your Name]
[Your Title]
[Your Company Name]
[Your Company Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Customer’s Name]
[Customer’s Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Dear [Customer’s Name],
Subject: Response to Your Complaint Regarding [Product/Service] – [Complaint Reference Number]
Thank you for contacting us and bringing the issues with your [product/service] to our attention. We sincerely apologize for any inconvenience this has caused and appreciate your patience while we investigate and address your concerns.
We have reviewed your complaint thoroughly and understand the issues you experienced with [describe the specific issues mentioned in the complaint]. We take such matters seriously and strive to provide our customers with the best possible service and quality.
To resolve this matter, we would like to offer the following:
- [First Resolution]: Provide details of your first action. For example, describe the replacement process and expected timeline if it is a product replacement.
- [Second Resolution]: Describe any additional actions you are taking to address the issue.
- [Third Resolution]: If applicable, mention any further steps being taken to ensure such issues do not occur in the future.
We understand how frustrating this situation must have been for you, and we are committed to making it right. Your satisfaction is our top priority, and we appreciate your feedback, which helps us improve our services and products.
Please let us know if the proposed resolution meets your expectations or if there is anything else we can do to assist you. To discuss this further, you can contact me directly at [your phone number] or via email at [your email address].
Once again, we apologize for any inconvenience and thank you for allowing us to resolve this matter. We value your business and hope to continue serving you in the future.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
e) Promotion Letter
This kind of letter chiefly alludes to advancing new events and up-degree. The advancement can be anything new, such as opening another branch or showroom, opening new plans, or setting other limited-time limits. For any special letter, do the following-
- Utilise clear, distinct terms.
- Legitimate utilisation of accentuations and correct spelling
- Stay away from slang, extravagant phrasings of language
- Unmistakably the advancement
[Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Title]
[Department]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear [Employee’s Name],
Subject: Promotion to [New Position Title]
I am pleased to inform you that, in recognition of your outstanding performance, dedication, and contributions to [Company Name], you have been promoted to the position of [New Position Title], effective [Effective Date].
Over the past [duration, e.g., months/years], you have consistently demonstrated exceptional skills in [mention specific skills or accomplishments relevant to the new position], and your efforts have significantly contributed to the success of our team and the organization as a whole. We are confident that you will continue to excel in your new role and bring greater value to [Company Name].
In your new position, you will be responsible for [briefly outline the new responsibilities and duties]. Your new salary will be [new salary amount] per [hour/month/year], and you will continue to receive [mention any benefits or perks that accompany the promotion, if applicable].
Please feel free to contact [Supervisor’s Name] or [HR Contact] if you have any questions or need further information about your new role and responsibilities. We are excited about your contributions in this new capacity and look forward to your continued growth and success within our company.
Congratulations on this well-deserved promotion! We are proud to have you on our team and are confident that you will continue to thrive in your new role.
Sincerely,
[Your Name]
[Your Title]
[Company Name]
[Email Address]
[Phone Number]
f) Sales Letter
These letters are written to advise clients about an item to sell. Direct mail advertising helps advance deals and introduce early-on offers. It makes the raw numbers straightforward and fortifies the organisation and the joint endeavours. While writing a direct mail advertisement, one should remember the accompanying focuses:
- The language should be formal
- Just utilise straightforward language
- Stay away from slang and utilisation of shortened forms
- The substance should be clear, compact and justifiable
- Try not to add additional subtleties or data
- Focus towards the designated crowd
- Give subtleties, highlights, and employment of a recently dispatched item.
[Your Company Letterhead]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Recipient’s Company Name]
[Recipient’s Company Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
Subject: Enhance Your [Aspect/Operation] with [Product/Service Name]
I hope this letter finds you well. I am introducing you to [Product/Service Name], a revolutionary solution designed to [solve a specific problem/fulfil a specific need] for businesses like yours.
In today’s competitive market, staying ahead requires innovation and efficiency. [Product/Service Name] offers [briefly describe key features or benefits], which can significantly enhance your [specific aspect of their business, e.g., productivity, sales, customer satisfaction, etc.]. Here are a few reasons why [Product/Service Name] stands out:
- [Feature/Benefit 1]: Describe how this feature benefits the recipient.
- [Feature/Benefit 2]: Describe another feature and its benefits.
- [Feature/Benefit 3]: Highlight yet another key feature and its advantages.
We understand that making changes or investing in new technology requires careful consideration. That’s why we offer [mention any offers such as a free trial, demo, or discount] to help you experience the benefits firsthand without any risk.
Our satisfied clients, such as [mention a few notable clients or testimonials], have already experienced remarkable improvements in [specific areas]. We are confident that [Product/Service Name] can deliver similar results for your company.
I would love to schedule a meeting at your convenience to discuss how [Product/Service Name] can specifically benefit [Recipient’s Company Name]. Please feel free to contact me directly at [Your Phone Number] or via email at [Your Email Address] to arrange a suitable time.
Thank you for considering [Product/Service Name] to solve your needs. I look forward to the opportunity to work with you and help [Recipient’s Company Name] achieve new heights of success.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Email Address]
[Phone Number]
[Company Website]
g) Recovery Letter
Sometimes, an organisation or an association needs to gather cash from a customer or a client. Writing recuperation letters aims to recuperate the client’s cash structure without disturbing or irritating the customer. This sort of letter incorporates detailed data regarding the measure of hazy instalment, the last date of installation of the sum, and the detail of the lawful activity if there should be an occurrence of non-instalment of the duty. Although it is a recovery letter, one should consistently remember –
- The itemised data and its reasons should be clear and justifiable by the customer.
- The language ought to be formal.
- Provide the details of lawful activity if there should be an occurrence of non-instalment or additional postponement in clearing the duty.
[Your Company Letterhead]
[Date]
[Customer’s Name]
[Customer’s Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
Dear [Customer’s Name],
Subject: We Miss You – Special Offer Inside!
I hope this letter finds you well. We’ve noticed that you haven’t engaged with [Your Company Name] for a while, and we miss you!
We’ve made some exciting updates, including [mention a key new feature or improvement], and we think you’ll love the improvements.
We’re offering an exclusive [offer, discount, or incentive] to welcome you back. Simply [instructions on how to redeem the offer]. Your feedback is invaluable, so please let us know if there’s anything we can do better.
Feel free to reach out at [Your Phone Number] or [Your Email Address]. We look forward to serving you again!
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Email Address]
[Phone Number]
[Company Website]
Also Read: Top Resignation Letter Samples and Format for Personal Reasons
How to Write a Formal Letter?
Regardless of how to advance innovation, the requirement for a formal letter can’t be eradicated. A formal business letter features the proper message from one gathering to another. Here is the formal letter-writing format:-
- The initial step is to compose the imperative data about one’s organisation (for example, name, contact data, address).
- The subsequent stage refers to the date.
- Then, one should incorporate the beneficiary’s data.
- Pick an appropriate salutation.
- Compose the content and body clearly, utilising pronouns, a proper tone, an active voice, and a generous methodology.
- Eventually, one should wrap up utilising appropriate closing and signing the letter.
- After signing, likewise, incorporate enclosures if necessary.
- Finally, one should post the letter to the ideal address.
Format for Formal Letter
The formal letter format is shown below:
Sample for Formal Letter
A formal letter example is shown below:
Conclusion
Overall, business letter writing requires its vocabulary and style and is a specialized area of correspondence. The social workplace today follows an entirely new and modern correspondence model. A well-crafted business letter provides a proper exchange of information and has become a fundamental business instrument. Today, business letters can be written by working professionals and business people at varying levels, from directors to representatives, alongside clients and customers.
FAQs on How to Write a Formal Letter?
1. What is the difference between formal and informal letters?
Formal letters are written for professional or official communication. However, informal letters are written for personal or casual communication.
2. What are the tips for formal letter writing?
There are a few secrets to formal letter writing, such as conciseness, correctness, clarity, courtesy, etc.
3. Is a business letter a formal letter?
Yes, a business letter is a formal letter that is used for professional communication.
4. What are the salutations used in a formal business letter?
Commonly used salutations are –
Dear Mr./Mrs./Ms./Dr./Judge, Last Name
Dear First Name (if the person is well known)
5. Is it essential to follow the formal letter format?
Yes, it is essential to follow the formal letter format.
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