Mastering Letter Writing: 24 Examples for Every Situation

1. Formal Business Inquiry

[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name/Company Name]
[Recipient Address]

Dear [Recipient Name],

I am writing to inquire about [Specific product/service] as advertised on [Platform where you saw the advertisement]. We are particularly interested in [Specific details of your interest]. Could you please provide us with more information regarding [Specific questions you have]?

We are a [Brief description of your company] and believe that [Product/service] could significantly benefit our operations. We look forward to hearing from you soon.

Sincerely,
[Your Name]
[Your Title]

2. Job Application Letter

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

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

Dear [Mr./Ms./Mx. 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 Industry/Field] and my proven track record of [List 2-3 key accomplishments], I am confident that I possess the skills and qualifications necessary to excel in this role.

In my previous role at [Previous Company Name], I was responsible for [List 2-3 relevant responsibilities and quantify achievements whenever possible]. I am particularly adept at [List 2-3 key skills relevant to the job description]. I am eager to contribute my expertise to [Company Name] and help achieve your company’s goals. My resume, attached for your review, provides further details on my qualifications.

Thank you for your time and consideration. I look forward to the opportunity to discuss my qualifications further in an interview.

Sincerely,
[Your Name]

3. Letter of Resignation

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Manager Name]
[Manager Title]
[Company Name]
[Company Address]

Dear [Manager 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]. This decision was not made lightly, and I have carefully considered my future career goals.

I have greatly appreciated the opportunities I have been given during my time at [Company Name]. I am thankful for the experience and knowledge I have gained. I would like to offer my assistance in ensuring a smooth transition during my departure. I am willing to help train my replacement and complete any outstanding projects.

Thank you for your understanding. I wish you and [Company Name] all the best in the future.

Sincerely,
[Your Name]

4. Thank You Letter (After Interview)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Interviewer Name]
[Interviewer Title]
[Company Name]
[Company Address]

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

Thank you for taking the time to interview me for the [Job Title] position at [Company Name] on [Date of Interview]. I enjoyed learning more about the role and the company’s vision.

Our conversation further solidified my interest in this opportunity. I was particularly impressed with [Mention something specific you learned that impressed you]. I am confident that my skills and experience in [Mention 1-2 relevant skills] align well with the requirements of this position, and I am eager to contribute to your team.

Thank you again for your time and consideration. I look forward to hearing from you soon.

Sincerely,
[Your Name]

5. Letter of Complaint

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Company Name]
[Customer Service Department/Appropriate Department]
[Company Address]

Dear Sir/Madam,

I am writing to express my dissatisfaction with [Product/Service] that I purchased on [Date of Purchase] from [Location of Purchase/Website]. The order number is [Order Number]. The problem I encountered was [Clearly and concisely describe the issue].

As a result of this issue, I have experienced [Explain the consequences of the problem]. I have attached copies of [Relevant documents, e.g., receipt, warranty] as proof of purchase and evidence of the problem. I am requesting [State your desired resolution, e.g., refund, replacement, repair]. I believe this is a fair and reasonable request given the circumstances.

I look forward to your prompt response and a resolution to this matter within [State a reasonable timeframe, e.g., 14 days]. If I do not hear from you within this timeframe, I will consider further action.

Sincerely,
[Your Name]

6. Letter of Recommendation (Character Reference)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name/To Whom It May Concern]
[Recipient Title/Organization]
[Recipient Address]

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

It is with great pleasure that I recommend [Applicant Name] for [Position/Opportunity]. I have known [Applicant Name] for [Number] years as [Your relationship to the applicant, e.g., neighbor, colleague, friend]. During this time, I have been consistently impressed by their [Mention 2-3 positive character traits, e.g., integrity, work ethic, dedication].

Specifically, I recall when [Share a specific anecdote illustrating one or more of the positive traits you mentioned]. [Applicant Name] is also a [Mention another positive trait, e.g., reliable, compassionate, resourceful] individual and demonstrates a strong commitment to [Mention their values or passions]. I am confident that [Applicant Name] would be a valuable asset to your organization.

Please do not hesitate to contact me if you have any further questions.

Sincerely,
[Your Name]

7. Personal Letter: Condolences

[Your Name]
[Your Address]
[Date]

Dear [Name of person who experienced loss],

I was so deeply saddened to hear about the passing of [Deceased’s Name]. I can only imagine the pain you must be feeling right now. [Deceased’s Name] was a truly wonderful person, and I will always remember [Share a specific positive memory of the deceased].

My heart goes out to you and your family during this difficult time. Please know that I am thinking of you and sending my love. If there is anything at all I can do to help, whether it’s running errands, providing a listening ear, or simply offering a shoulder to cry on, please do not hesitate to reach out.

With deepest sympathy,
[Your Name]

8. Request for Information (Government Agency)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Name of Agency]
[Department/Contact Person, if known]
[Agency Address]

Dear Sir/Madam,

I am writing to request information regarding [Specific information you are seeking]. My understanding is that this information is held by your agency. I am specifically interested in [Provide specific details to narrow the scope of your request].

This information is needed for [State the purpose for which you need the information]. I would appreciate it if you could provide me with this information in [State your preferred format, e.g., electronic format, hard copy]. If there are any fees associated with this request, please inform me in advance.

Thank you for your time and attention to this matter. I look forward to hearing from you soon.

Sincerely,
[Your Name]

9. Letter of Apology (Personal)

[Your Name]
[Your Address]
[Date]

Dear [Name of person you are apologizing to],

I am writing to sincerely apologize for [Specifically state what you are apologizing for]. I understand that my actions caused you [Explain the impact of your actions on the other person], and I am truly sorry for that.

I take full responsibility for my behavior, and I want you to know that it was not my intention to [Explain your intention, if it was different from the outcome]. I value our relationship, and I am deeply regretful that my actions have damaged it. I hope that in time, you will be able to forgive me. I am committed to making amends and ensuring that this does not happen again.

With sincere regret,
[Your Name]

10. Letter of Recommendation (Academic)

[Your Name]
[Your Title]
[Department]
[University/Institution]
[Your Email]
[Your Phone Number]

[Date]

[Admissions Committee/Recipient Name, if known]
[Program Name]
[University/Institution]
[Address]

Dear Admissions Committee,

It is with great enthusiasm that I recommend [Student’s Name] for admission to the [Program Name] program at [University/Institution]. I have had the pleasure of knowing [Student’s Name] as their professor in [Course Name] during the [Semester/Year] academic term.

Throughout the course, [Student’s Name] consistently demonstrated [Mention 2-3 academic strengths, e.g., exceptional critical thinking skills, a strong grasp of the subject matter, a proactive approach to learning]. Specifically, I recall [Share a specific anecdote highlighting the student’s academic abilities]. Furthermore, [Student’s Name] actively participated in class discussions and demonstrated a genuine interest in [Subject area].

Beyond their academic abilities, [Student’s Name] also possesses [Mention 1-2 personal qualities relevant to academic success, e.g., a strong work ethic, a collaborative spirit, intellectual curiosity]. I am confident that [Student’s Name] has the potential to excel in your program and make significant contributions to the academic community. I highly recommend them without reservation.

Please do not hesitate to contact me if you require any further information.

Sincerely,
[Your Name]

11. Follow-Up Letter (After Meeting/Networking)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

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

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

It was a pleasure meeting you at [Event Name/Location] on [Date]. I truly enjoyed our conversation about [Mention a specific topic you discussed].

I found your insights on [Mention a specific insight they shared] particularly interesting. As we discussed, I am currently [Briefly describe your current situation/interests]. I would be very interested in [State your desired outcome, e.g., learning more about their company, exploring potential collaboration opportunities]. Would you be open to [Suggest a specific action, e.g., a brief phone call, another meeting] in the near future?

Thank you again for your time and consideration. I look forward to connecting with you again soon.

Sincerely,
[Your Name]

12. Letter of Intent (To Purchase Property)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Seller Name]
[Seller Address]

Dear [Seller Name],

This letter constitutes a non-binding Letter of Intent to purchase the property located at [Property Address] (the “Property”). Subject to the execution of a mutually acceptable Purchase and Sale Agreement (“Agreement”), I (or my entity) am interested in purchasing the Property on the following preliminary terms:

* Purchase Price: [Proposed Purchase Price]
* Deposit: [Amount of Deposit], to be held in escrow by [Escrow Agent].
* Closing Date: [Proposed Closing Date], or as otherwise agreed upon.
* Contingencies: This offer is contingent upon [List any contingencies, e.g., satisfactory inspection, financing approval].
* Due Diligence Period: [Number] days from the date of the Agreement for conducting due diligence.

This Letter of Intent is intended to serve as a basis for further negotiation and does not create any legally binding obligation on either party. A legally binding agreement will only be created upon the execution of the Agreement.

We are eager to move forward with this transaction and would appreciate the opportunity to discuss these terms further. Please contact me at your earliest convenience.

Sincerely,
[Your Name]

13. Letter Requesting Donation

[Your Organization Name]
[Your Organization Address]
[Your Organization Phone Number]
[Your Organization Email]

[Date]

[Donor Name]
[Donor Address]

Dear [Donor Name],

We hope this letter finds you well. At [Your Organization Name], we are dedicated to [briefly state your mission/cause]. We are reaching out to you today to ask for your support in continuing our vital work.

Every year, we [quantify your impact, e.g., “provide meals to over 500 homeless individuals,” “rescue and rehabilitate over 100 animals”]. However, the need is constantly growing, and we rely on the generosity of individuals like you to help us meet these challenges. A donation of [suggest specific amounts and what they can accomplish, e.g., “$50 can provide a week of groceries for a family in need,” “$100 can cover the cost of vaccinations for 10 shelter animals”] can make a significant difference.

Your contribution, no matter the size, will directly impact [who/what benefits from the donation]. To make a donation, please visit our website at [website address] or use the enclosed donation form. Thank you for considering supporting [Your Organization Name] and helping us create a better world. We greatly appreciate your generosity and commitment to our cause.

Sincerely,
[Your Name]
[Your Title]

14. Letter of Introduction

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

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

Dear [Recipient Name],

I am writing to introduce you to [Person’s Name], who is [briefly describe the person and their profession/background]. I have known [Person’s Name] for [duration] as [relationship] and have always been impressed by their [mention key skills or qualities].

[Person’s Name] is looking to connect with professionals in [industry/field], particularly those who are involved in [specific area of interest]. I believe that a conversation between the two of you would be mutually beneficial, given your expertise in [Recipient’s area of expertise] and their knowledge of [Person’s area of knowledge]. [Person’s Name]‘s experience in [mention a relevant project or achievement] could be valuable to your current projects.

I have taken the liberty of copying [Person’s Name] on this email so that they may reach out to you directly. Thank you for considering this introduction, and I hope you both find it to be a valuable connection.

Sincerely,
[Your Name]

15. Letter of Explanation

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name/Department]
[Company/Organization Name]
[Recipient Address]

Dear [Recipient Name/Sir or Madam],

I am writing to explain [the specific situation you are explaining, e.g., “a discrepancy on my account statement,” “the reason for my absence on [date]”]. The issue concerns [provide specific details, e.g., “account number [account number],” “attendance at [event/location]”].

The circumstances leading to this situation were as follows: [provide a clear and concise account of what happened, including relevant dates, times, and people involved]. As a result of these circumstances, [explain the consequences or impact of the situation]. I understand the importance of [mention the rule or policy that was affected] and I am committed to [state what steps you are taking to rectify the situation or prevent it from happening again].

I apologize for any inconvenience this may have caused. I have attached [mention any supporting documents, e.g., “copies of relevant receipts,” “a doctor’s note”] to this letter. Thank you for your understanding and consideration of this explanation. Please let me know if you require any further information.

Sincerely,
[Your Name]

16. Letter of Intent (For Employment)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Hiring Manager Name]
[Hiring Manager Title]
[Company Name]
[Company Address]

Dear [Hiring Manager Name],

I am writing to formally express my strong interest in a [Job Title] position at [Company Name]. Having followed [Company Name]‘s work in [Industry/Area] for some time, I am deeply impressed by [mention specific achievements or initiatives that you admire]. My skills and experience in [mention 2-3 relevant skills] align well with your company’s values and the requirements of similar roles.

I am particularly drawn to [Company Name]‘s commitment to [mention specific company value or mission that resonates with you]. In my previous role at [Previous Company], I successfully [quantify a relevant achievement that demonstrates your skills]. I am confident that I can bring similar success to your team. My goal is to contribute my expertise to a dynamic and innovative company like [Company Name].

Thank you for considering my interest. I have attached my resume for your review and welcome the opportunity to discuss how my skills and experience can benefit your organization. I am available for an interview at your earliest convenience.

Sincerely,
[Your Name]

17. Formal Apology (Business Context)

[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Recipient Name/Company Name]
[Recipient Address]

Dear [Recipient Name/Sir or Madam],

On behalf of [Your Company Name], I am writing to sincerely apologize for [Clearly state the issue and what you are apologizing for]. We understand that this has caused [Explain the impact on the recipient], and we deeply regret any inconvenience or frustration this may have caused.

We take full responsibility for [Acknowledge the error or mistake that was made]. We are taking the following steps to rectify the situation: [Clearly outline the actions you are taking to fix the problem]. We are also implementing measures to prevent similar incidents from occurring in the future, including [Describe the preventative measures being taken]. Customer satisfaction is our highest priority, and we are committed to regaining your trust.

As a gesture of goodwill, we would like to offer you [Offer a specific compensation or resolution, e.g., a discount on a future purchase, a refund, a free service]. We value your business and hope to have the opportunity to restore your confidence in our services. Please contact us at [Phone number or email address] if you have any further questions or concerns.

Sincerely,
[Your Name]
[Your Title]

18. Letter of Appreciation (To a Volunteer)

[Your Organization Name]
[Your Organization Address]
[Your Organization Phone Number]
[Your Organization Email]

[Date]

[Volunteer Name]
[Volunteer Address]

Dear [Volunteer Name],

On behalf of the entire team at [Your Organization Name], I am writing to express our sincere gratitude for your invaluable contributions as a volunteer. Your dedication and hard work have made a significant impact on [mention specific program or area that they helped with]. We are truly grateful for your commitment to our mission.

Your efforts in [Specific tasks the volunteer performed] have been instrumental in [Explain the positive outcomes of their efforts]. Your positive attitude and willingness to go the extra mile have been an inspiration to us all. We especially appreciate your willingness to [mention a specific instance where the volunteer went above and beyond]. Without volunteers like you, we would not be able to achieve our goals and serve our community effectively.

Thank you again for your generous gift of time and talent. We are fortunate to have you as part of the [Your Organization Name] family. We hope you will continue to volunteer with us in the future. Please accept our heartfelt thanks for your dedication and support.

Sincerely,
[Your Name]
[Your Title]

19. Letter of Inquiry (Regarding Lost Item)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email]

[Date]

[Company/Organization Name – e.g., “Lost and Found Department, [Airline Name]”]
[Address]

Dear Sir/Madam,

I am writing to inquire about a lost item that I believe I may have left at [Location where you lost the item – be specific, e.g., “gate C12 at [Airport Name],” “on flight [Flight Number] from [Departure City] to [Arrival City]”] on [Date] at approximately [Time]. The item is a [Describe the item in detail – color, size, brand, any distinguishing features].

Inside the [Item] was [Mention any important contents, e.g., “my wallet containing my driver’s license and credit cards,” “important documents relating to [project/purpose]”]. I have already checked [mention any steps you’ve already taken, e.g., “with the airport information desk,” “with baggage claim”]. My reference number, if applicable, is [Reference Number, if any].

Could you please check your lost and found department to see if it has been located? I can be reached at the phone number or email address provided above. I am available to describe the item in more detail if needed. Thank you for your assistance in this matter. I appreciate your time and effort in helping me recover my lost item.

Sincerely,
[Your Name]

20. Letter Giving Notice to Landlord

[Your Name]
[Your Address – the rental property address]
[Your Phone Number]
[