Formal Letter Samples: 19 Examples for Professional Communication

[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 keen interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the advertisement]. With my [Number] years of experience in [Relevant Field] and proven track record of [Key Achievement 1] and [Key Achievement 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], I was responsible for [List of responsibilities]. I consistently exceeded expectations by [Quantifiable achievement, e.g., increasing sales by 15%]. I am particularly drawn to [Company Name]’s commitment to [Company Value] and believe my values align perfectly with your organization.

Thank you for your time and consideration. I have attached my resume for your review and welcome the opportunity to discuss my qualifications further in an interview.

[Date]

[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Manager 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 have accepted a new opportunity that will allow me to [Briefly explain reason, optional]. I am grateful for the opportunities and experiences I have gained during my time at [Company Name]. I have learned a great deal and appreciate the support I have received from my colleagues and superiors.

I am committed to ensuring a smooth transition during my departure. I am willing to assist in training my replacement and completing any outstanding tasks.

Thank you again for the opportunity to work at [Company Name]. I wish you and the company all the best in the future.

[Date]

[Company Name]
[Company Address]

Dear [Customer Service/Complaint Department],

I am writing to express my dissatisfaction with [Product/Service] purchased on [Date] with order number [Order Number] (if applicable).

Specifically, [Clearly and concisely describe the problem]. I have [Explain what you have already done to resolve the issue].

I am requesting [State your desired resolution, e.g., a refund, repair, replacement]. I have attached [Supporting documentation, e.g., receipt, photos].

I look forward to your prompt attention to this matter. I can be reached at [Your Phone Number] or [Your Email Address].

[Date]

[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

I am writing to request [State your request clearly].

[Explain the reason for your request and provide any necessary context or background information]. I believe that [Explain why fulfilling your request would be beneficial].

I would be grateful if you would consider my request. Please let me know if you require any further information from me.

Thank you for your time and consideration.

[Date]

[Interviewer’s Name]
[Interviewer’s Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Interviewer Last Name],

Thank you very much for taking the time to interview me for the [Job Title] position at [Company Name] yesterday. I enjoyed learning more about the role and the team.

Our conversation further solidified my interest in this opportunity. I am particularly excited about [Specific aspect of the job or company that excites you].

I am confident that my skills and experience in [Relevant Skill 1] and [Relevant Skill 2] would be a valuable asset to your team.

Thank you again for your time and consideration. I look forward to hearing from you regarding the next steps in the hiring process.

[Date]

[Recommender’s Name]
[Recommender’s Title]
[Organization Name]
[Organization Address]

Dear [Mr./Ms./Mx. Recommender Last Name],

I hope this letter finds you well.

I am writing to respectfully request a letter of recommendation from you in support of my application for [Purpose of Recommendation, e.g., graduate school, job]. I am applying to [School/Company Name] for [Program/Position Name]. The deadline for submitting the recommendation is [Date].

During my time [Relationship with Recommender, e.g., as your student in course X, working with you on project Y], I [Highlight specific skills, achievements, and qualities relevant to the purpose of the recommendation]. I believe your insights into my [Specific skill or quality] would be particularly valuable.

I have attached my resume and a statement of purpose (if applicable) to provide you with more information. Please let me know if you require any further details.

Thank you very much for considering my request. I greatly appreciate your support.

[Date]

[Client Name]
[Client Title]
[Client Company Name]
[Client Company Address]

Dear [Mr./Ms./Mx. Client Last Name],

We are pleased to submit this proposal outlining our services for [Project/Service]. [Your Company Name] is a [Description of your company and its expertise] with a proven track record of [Highlight relevant achievements].

We understand that [Client Company Name] is seeking [Client’s Needs/Challenges]. Our proposed solution addresses these needs by [Briefly explain your solution and its benefits].

This proposal includes:
* [Key Deliverables]
* [Timeline]
* [Pricing]

We are confident that our expertise and commitment to excellence make us the ideal partner for [Client Company Name]. We would welcome the opportunity to discuss this proposal further and answer any questions you may have.

Thank you for your consideration.

[Date]

[Customer Name]
[Customer Address]

Dear [Mr./Ms./Mx. Customer Last Name],

Please accept our sincere apologies for [The Problem, e.g., the delay in shipping your order, the poor service you received]. We understand your frustration and regret that this occurred.

[Explain what caused the problem, briefly and honestly]. We are taking steps to prevent this from happening again, including [Specific actions being taken to improve].

To compensate for the inconvenience, we would like to offer you [Offer a specific solution, e.g., a discount on your next purchase, a full refund].

We value your business and are committed to providing you with the best possible service. Thank you for your understanding.

[Date]

[Contact Name]
[Contact Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Contact Last Name],

It was a pleasure meeting you at the [Networking Event Name] on [Date]. I enjoyed our conversation about [Specific topic discussed].

I was particularly interested in [Specific aspect of the conversation that resonated with you].

As discussed, I am [Briefly reiterate your professional goal or area of expertise]. I would be happy to [Offer something of value to the contact, e.g., share relevant resources, connect them with someone in your network].

Thank you again for your time. I look forward to connecting with you further.

[Date]

[Recipient Name/Company Name]
[Recipient Address]

Subject: Letter of Intent for [Purpose of Letter, e.g., Purchase of Property, Partnership]

Dear [Mr./Ms./Mx. Last Name or To Whom It May Concern],

This letter serves as a non-binding letter of intent to express my/our interest in [Clearly state your intent].

[Briefly describe the key terms and conditions you are proposing. This may include price, timeline, and specific conditions].

This letter of intent is for discussion purposes only and does not create any legally binding obligations until a definitive agreement is executed by all parties.

We are eager to move forward with discussions and reach a mutually agreeable agreement.

[Date]

[Scholarship Committee Name]
[Scholarship Committee Address]

Dear Scholarship Committee,

I am writing to express my strong interest in the [Scholarship Name] scholarship. I am a [Your Year] at [Your School] majoring in [Your Major].

[Explain your academic achievements, extracurricular activities, and leadership roles. Highlight experiences that demonstrate your commitment to your field of study and your potential for future success].

[Describe your financial need and how the scholarship would help you achieve your educational goals].

I am a highly motivated and dedicated student with a strong work ethic. I am confident that I would be a valuable addition to the [Scholarship Organization]’s community.

Thank you for considering my application. I have attached my transcripts, resume, and letters of recommendation for your review.

[Date]

[Donor Name]
[Donor Address]

Dear [Mr./Ms./Mx. Donor Last Name],

We are writing to you today to ask for your support of [Organization Name] and our mission to [State your organization’s mission].

[Describe the problem you are addressing and the impact your organization is making. Include specific examples and statistics].

Your donation will help us to [Explain how the donation will be used and the impact it will have]. Every dollar makes a difference.

You can donate online at [Website Address] or by mailing a check to [Mailing Address]. All donations are tax-deductible to the extent allowed by law.

Thank you for considering our request. We appreciate your generosity.

[Date]

[Editor’s Name]
[Newspaper/Publication Name]
[Publication Address]

Dear Editor,

I am writing in response to [Article Title] published on [Date].

[State your opinion on the article and provide supporting evidence. Be clear, concise, and respectful, even if you disagree with the author’s viewpoint].

[Offer a new perspective or solution to the issue discussed in the article].

Thank you for your time and consideration.

[Date]

[Recipient Name] (If known, otherwise use title)
[Recipient Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Recipient Last Name] (or To Whom It May Concern),

I am writing to introduce myself. My name is [Your Name] and I am a [Your Profession/Area of Expertise] with [Number] years of experience in [Relevant Field].

[Briefly describe your skills, accomplishments, and career goals. Highlight aspects that are relevant to the recipient’s work or organization].

I am particularly interested in [Recipient’s Company/Work] because [Explain your interest]. I would welcome the opportunity to learn more about [Specific aspect of the recipient’s work].

Thank you for your time and consideration. I have attached my resume for your review. I can be reached at [Your Phone Number] or [Your Email Address].

[Date]

[Guest Name]
[Guest Address]

Dear [Mr./Ms./Mx. Guest Last Name],

You are cordially invited to attend [Event Name] on [Date] at [Time] at [Location].

[Briefly describe the event and its purpose].

[Include any special instructions or information, such as dress code, RSVP information, or parking details].

We would be honored to have you join us.

Please RSVP by [Date] to [Contact Person] at [Phone Number] or [Email Address].

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

It is with great pleasure that I recommend [Applicant Name] for [Position/Program Name]. I have known [Applicant Name] for [Number] years as [Your Relationship to Applicant].

[Describe the applicant’s skills, qualities, and accomplishments. Provide specific examples to support your claims. Focus on aspects that are relevant to the position/program].

[State your overall assessment of the applicant’s potential and suitability for the position/program].

I am confident that [Applicant Name] would be a valuable asset to your team. Please feel free to contact me if you have any further questions.

[Date]

[Financial Aid Office/Appeals Committee]
[Institution Name]
[Institution Address]

Dear [Financial Aid Office/Appeals Committee],

I am writing to appeal the decision regarding my [Financial Aid/Admission Decision] for the [Academic Year]. My student ID number is [Your Student ID].

[Explain the extenuating circumstances that warrant an appeal. Provide specific details and supporting documentation. Be honest and clear about your situation].

[Explain how the change in circumstances has affected your ability to pay for tuition/attend the institution].

[State your desired outcome, such as an increase in financial aid or a reconsideration of your admission application].

Thank you for considering my appeal. I have attached all relevant documentation for your review.

[Date]

[Defendant Name]
[Defendant Address]

RE: Demand for Payment/Action Regarding [Subject of Dispute]

Dear [Mr./Ms./Mx. Defendant Last Name],

This letter constitutes a formal demand for [State what you are demanding, e.g., payment of $X, return of property, cessation of certain activity].

[Clearly and concisely explain the basis of your claim, including relevant dates, facts, and contractual obligations].

[Specify the deadline for compliance and the consequences of failing to comply, including potential legal action].

Please be advised that if we do not receive a satisfactory response by [Date], we will pursue all available legal remedies to protect our rights.

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]

Dear [Mr./Ms./Mx. Recipient Last Name],

Please find enclosed [Document Name(s)] regarding [Subject of Document(s)].

[Briefly describe the purpose of the documents and any relevant background information].

[Indicate any specific action required from the recipient].

Thank you for your attention to this matter. Please contact me if you have any questions.