Effective Letter Writing: 16 Templates & Examples

[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Inquiry Regarding [Specific Product/Service]

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

I am writing to inquire about [Specific product/service your company offers]. We are [Briefly describe your company and its needs].

We are particularly interested in [Specific features or aspects of the product/service]. Could you please provide us with more information regarding [Specific questions about pricing, availability, specifications etc.]?

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

Sincerely,
[Your Name]
[Your Title]

[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Formal Complaint Regarding [Order Number/Service Issue]

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

I am writing to express my dissatisfaction with [Describe the product/service in question]. On [Date], I [Explain what happened, providing specific details like order number, invoice number, etc.].

As a result of [Describe the consequences of the issue], I have [Describe the impact on you/your company]. I have attached [Mention any supporting documents like invoices, photos, etc.].

I request that you [Clearly state what you want the recipient to do to resolve the issue – e.g., refund, replacement, repair, apology]. I expect a resolution within [Number] days.

Thank you for your prompt attention to this matter. I look forward to a satisfactory resolution.

Sincerely,
[Your Name]
[Your Title]

[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Request for Information Regarding [Specific Topic]

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

I am writing to request information about [Clearly state the topic you need information about]. Our company, [Your Company Name], is [briefly describe your company and the reason for needing the information].

Specifically, I am interested in learning more about [List specific questions or information points you need]. Access to this information will enable us to [Explain how the information will be used and why it’s important].

Please let me know if this information is readily available and if there are any fees associated with providing it. I would appreciate receiving this information by [Date].

Thank you for your time and assistance. We look forward to hearing from you soon.

Sincerely,
[Your Name]
[Your Title]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Hiring Manager Name] (If Known, Otherwise Use Title)
[Company Name]
[Company Address]
[Company City, State, Zip Code]

Subject: Application for [Job Title]

Dear [Mr./Ms./Mx. Hiring Manager Last Name or Hiring Manager Title],

I am writing to express my keen interest in the [Job Title] position at [Company Name], as advertised on [Platform where you saw the job posting]. With my [Number] years of experience in [Relevant Industry/Field] and proven track record in [Key Skills/Accomplishments], I am confident that I possess the skills and qualifications necessary to excel in this role and significantly contribute to your team.

In my previous role at [Previous Company Name], I was responsible for [Describe 2-3 key responsibilities and accomplishments that are relevant to the job description. Quantify your achievements whenever possible.]. I am proficient in [List relevant technical skills, software, or tools].

I am particularly drawn to [Company Name] because of [Mention something specific that interests you about the company – e.g., their mission, values, recent projects, industry reputation]. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit your organization.

Thank you for your time and consideration. My resume is attached for your review. I am available for an interview at your earliest convenience. I can be reached at [Your Phone Number] or [Your Email Address].

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]

[Date]

Dear [Recipient Name],

I am writing to express my sincere gratitude for [Specific reason you are writing the thank you note – e.g., a gift, a kind gesture, their hospitality, their help]. It was so thoughtful of you to [Elaborate on the reason, providing specific details and showing appreciation].

I really appreciate [Mention something specific you appreciate about the recipient or their gesture]. [Optional: Mention how you plan to use the gift or how their help benefited you].

Thank you again for your kindness and generosity. It truly means a lot to me.

Warmly,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]

[Date]

Dear [Recipient Name],

I was deeply saddened to hear about the passing of [Deceased’s Name]. My heart goes out to you and your family during this difficult time.

[Optional: Share a positive memory or characteristic of the deceased. Keep it brief and heartfelt. E.g., “I will always remember [Deceased’s Name]’s warm smile and infectious laugh.” or “He/She was a kind and generous person who will be deeply missed.”].

Please know that you are in my thoughts and prayers. If there is anything at all I can do to help, whether it’s running errands, providing a listening ear, or simply being there, please don’t hesitate to reach out.

With deepest sympathy,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]

[Date]

Dear [Recipient Name],

I am writing to sincerely apologize for [Clearly state what you are apologizing for. Be specific and avoid making excuses]. I understand that my actions [Describe the consequences of your actions and acknowledge the impact on the recipient].

I take full responsibility for my behavior and I am truly sorry for the hurt and inconvenience I have caused you. [Explain briefly what led to your actions, but avoid making excuses. Focus on showing remorse].

I hope that you can find it in your heart to forgive me. I value our relationship and I am committed to making amends. [Explain what steps you will take to prevent this from happening again].

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

Dear [Recommender Name],

I hope this letter finds you well. I am writing to you to request a letter of recommendation in support of my application for [State the opportunity: job, graduate program, scholarship, etc.] at [Name of institution/company].

As you know, I [Briefly describe your relationship with the recommender, including the context and duration of your interaction. Mention specific projects or accomplishments where the recommender observed your skills and abilities]. I believe your insights into my [Mention specific skills or qualities that are relevant to the opportunity] would be invaluable to my application.

The deadline for submitting the recommendation letter is [Date]. I have attached my resume and a brief statement outlining my goals and the requirements of the [Job/Program/Scholarship]. You can submit your letter through [Submission method: online portal, email address, etc.]. The online portal is located at [website address if applicable].

Thank you for considering my request. I understand you are busy, and I sincerely appreciate your willingness to support my application. Please let me know if you require any further information. I am available to answer any questions you may have at your convenience.

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Manager’s Name]
[Manager’s Title]
[Company Name]
[Company Address]
[Company City, State, Zip Code]

Subject: Letter of Resignation

Dear [Manager’s Name],

Please accept this letter as formal notification that I am resigning from my position as [Your Job Title] at [Company Name], effective [Your Last Day of Employment].

I have greatly enjoyed my time at [Company Name] and I am grateful for the opportunities I have been given during my [Number] years of employment here. I especially appreciate [Mention a specific positive experience or opportunity you had at the company].

I am committed to ensuring a smooth transition during my departure. I am happy to assist in training my replacement and completing any outstanding tasks before my last day. Please let me know how I can be of assistance during this time.

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

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

Editor,
[Name of Publication]
[Publication Address]
[Publication City, State, Zip Code]

Subject: Regarding [Article Title/Topic] Published on [Date]

Dear Editor,

I am writing in response to [Article Title/Topic] published in [Name of Publication] on [Date]. I am writing to [State your purpose: express support, offer a different perspective, raise concerns, etc.].

[Clearly and concisely state your viewpoint. Provide supporting evidence or reasoning. Be specific and avoid generalizations. Refer to specific points in the original article if applicable].

[Suggest a solution or call to action if relevant. Offer a constructive opinion or suggestion].

Thank you for considering my perspective. I believe this is an important issue that deserves further discussion.

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]

[Date]

Dear [Friend’s Name],

How are you doing? It feels like ages since we last talked! I hope everything is going well for you.

[Share some personal news or updates about your life. Talk about your recent activities, travels, or accomplishments. Ask questions about your friend’s life and interests].

I was just thinking about [Shared memory or experience]. It made me laugh! We should definitely [Suggest an activity to do together in the future].

Anyway, I just wanted to reach out and say hello. Let me know what you’ve been up to when you have a chance. I’d love to hear from you!

Take care,
[Your Name]

[Your Name/Company Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name/Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Letter of Intent Regarding [Project/Opportunity]

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

This letter constitutes a non-binding letter of intent (the “Letter”) from [Your Name/Company Name] (“[Your Name/Company Abbreviation]”) to [Recipient Name/Company Name] (“[Recipient Name/Company Abbreviation]”) regarding [briefly describe the project or opportunity].

[Your Name/Company Abbreviation] is interested in [clearly state your intent and what you are proposing]. We believe that this [project/opportunity] has the potential to [state the benefits of the project/opportunity for both parties].

The proposed terms and conditions of the [Agreement/Collaboration] are as follows:
* [Term 1: e.g., Key Responsibilities]
* [Term 2: e.g., Financial Considerations]
* [Term 3: e.g., Timeline]
These terms are subject to further negotiation and the execution of a definitive agreement.

This Letter is intended only to express the present intentions of the parties and is not legally binding, except for the provisions regarding confidentiality and exclusive negotiation, which shall be binding for a period of [Number] days from the date of this Letter.

We are excited about the possibility of working with [Recipient Name/Company Name] and believe that this [project/opportunity] will be mutually beneficial. We look forward to discussing this further with you.

Sincerely,
[Your Name]
[Your Title]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Interviewer’s Name]
[Interviewer’s Title]
[Company Name]
[Company Address]
[Company City, State, Zip Code]

Subject: Thank You – [Your Name] – Interview for [Job Title]

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

Thank you so much for taking the time to interview me for the [Job Title] position at [Company Name] on [Date]. I enjoyed learning more about the role and [Company Name]’s [Mention something specific you learned about the company or its culture].

Our conversation further solidified my interest in this opportunity. I was particularly excited to hear about [Mention something specific discussed during the interview that resonated with you. This shows you were paying attention and are genuinely interested]. I am confident that my skills and experience in [Mention 1-2 relevant skills] would be a valuable asset to your team.

Thank you again for your time and consideration. I am very enthusiastic about the possibility of joining [Company Name]. Please let me know if you require any further information. I look forward to hearing from you soon.

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Apartment Number]
[Your City, State, Zip Code]

[Date]

[Landlord’s Name/Property Management Company]
[Landlord’s Address]
[Landlord’s City, State, Zip Code]

Subject: Complaint Regarding [Issue – e.g., Unrepaired Leak, Noise Complaint] at [Your Address]

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

I am writing to formally complain about [Clearly state the issue you are experiencing. Be specific and provide dates and details]. This issue has been ongoing since [Date] and is causing [Describe the negative impact of the issue on your living situation].

I have previously notified you about this issue on [Date(s) of previous attempts to contact the landlord. Include the method of communication – e.g., phone call, email]. [Describe the response you received, if any, and why it was unsatisfactory].

I request that you address this issue promptly by [State what you want the landlord to do to resolve the issue – e.g., repair the leak, address the noise complaint]. I expect this to be resolved within [Number] days. If the issue is not addressed within this timeframe, I will be forced to [State your next course of action – e.g., withhold rent (if legally permitted), seek legal advice].

Thank you for your prompt attention to this matter. I look forward to a swift resolution.

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Embassy/Consulate Name]
[Embassy/Consulate Address]
[Embassy/Consulate City, State, Zip Code]

Subject: Visa Application – [Your Name] – [Visa Type – e.g., Tourist Visa, Student Visa]

Dear Visa Officer,

I am writing to apply for a [Visa Type – e.g., Tourist Visa, Student Visa] to [Country Name]. My passport number is [Your Passport Number] and it expires on [Expiration Date]. I am a [Your Occupation] at [Your Employer/Company Name].

[State your purpose for visiting the country. Be clear and concise. Provide details about your itinerary, including dates of arrival and departure, places you plan to visit, and activities you will be engaged in]. I plan to arrive in [Country Name] on [Arrival Date] and depart on [Departure Date]. I will be [Describe your planned activities, e.g., visiting historical sites, attending a conference, studying at a university].

I have sufficient funds to cover my expenses during my stay in [Country Name]. I have attached supporting documents, including [List supporting documents: bank statements, flight tickets, hotel reservations, invitation letter, etc.].

I am a law-abiding citizen of [Your Country] and I have no intention of overstaying my visa. I intend to return to my home country upon the expiration of my visa. Thank you for considering my application. I am available for an interview at your earliest convenience.

Sincerely,
[Your Name]

[Your Name]
[Your Address]
[Your City, State, Zip Code]
[Your Phone Number]
[Your Email Address]

[Date]

[Recipient Name]
[Recipient Title]
[Company Name]
[Recipient Address]
[Recipient City, State, Zip Code]

Subject: Introduction – [Your Name] Connecting You with [Person Being Introduced]

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

I hope this email finds you well. I am writing to introduce you to [Person Being Introduced], who is [Briefly describe the person’s background and expertise].

[Person Being Introduced] is [Explain why you are connecting these two individuals. What mutual benefits might they gain from connecting?]. For example: “seeking connections in the [Industry] industry” or “working on a project that aligns with your company’s mission.”

I believe that a conversation between you and [Person Being Introduced] could be mutually beneficial. I have copied [Person Being Introduced] on this email so that you can connect directly. Please feel free to reach out to each other at your convenience.

Best regards,
[Your Name]