Mastering Formal Letters: 16 Templates & Expert Tips

1. Cover Letter

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

[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 [Number] years of experience in [Relevant Industry/Field] and a proven track record of [Key Accomplishment 1] and [Key Accomplishment 2], I am confident that my skills and qualifications align perfectly with the requirements of this role.

In my previous role at [Previous Company Name], I was responsible for [Briefly describe 2-3 key responsibilities]. I consistently exceeded expectations by [Quantifiable achievement, e.g., “increasing sales by 15%”]. I am particularly drawn to [Company Name] because of [Mention something specific you admire about the company – their mission, values, products, etc.].

I am eager to learn more about this opportunity and discuss how my skills and experience can contribute to the success of [Company Name]. Thank you for your time and consideration. My resume is attached for your review.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to introduce yourself to a potential employer and highlight your qualifications for a specific job. It should be tailored to each specific position and company you are applying to.

2. Resignation Letter

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

[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]. My last day of employment will be two weeks from today.

Thank you for the opportunity to work at [Company Name] for the past [Number] years. I have learned a great deal and appreciate the experiences I have gained during my time here.

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.

I wish you and [Company Name] all the best in the future.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter formally informs your employer of your decision to leave the company. It should be professional and courteous, even if you are leaving on less-than-ideal terms.

3. Letter of Complaint

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

[Date]

[Company Name/Department Name]
[Company Address]

Dear [Sir/Madam or To Whom It May Concern],

I am writing to express my dissatisfaction with [Product/Service] that I purchased on [Date of Purchase] from [Location of Purchase or Website]. My order number is [Order Number, if applicable].

Specifically, [Clearly and concisely describe the issue. Be factual and avoid emotional language.] For example: “the product arrived damaged,” or “the service was not performed as described,” or “I was charged an incorrect amount.” Include specific details like dates, times, names of employees involved, etc.

As a result of this issue, I have experienced [Explain the consequences of the issue. What inconvenience or loss did you suffer?]. For example: “I was unable to use the product,” or “I incurred additional expenses,” or “I experienced significant delays.”

To resolve this issue, I request [Clearly state what you want the company to do to rectify the situation. Be reasonable and specific.] For example: “a full refund,” or “a replacement product,” or “a correction of the billing error.”

I have attached copies of [Relevant documents, such as receipts, warranties, photos, etc.] as supporting evidence. I look forward to your prompt attention to this matter. Please contact me at [Your Phone Number] or [Your Email Address] to discuss this further. I expect to hear from you within [Number] days.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to formally complain about a product or service. It should be clear, concise, and factual, and it should clearly state the desired resolution.

4. Letter of Recommendation (Request)

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

[Date]

[Recommender’s Name]
[Recommender’s Title]
[Recommender’s Organization]
[Recommender’s 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 in support of my application for [Position you are applying for or Program you are applying to] at [Organization or Institution]. The deadline for submission is [Date].

As you know, I worked/studied under your supervision as a [Your Role/Relationship to the Recommender] at [Organization/Institution where you worked/studied together] from [Start Date] to [End Date]. During that time, I [Briefly describe 2-3 key accomplishments or skills you developed under their guidance. Be specific and highlight qualities relevant to the position/program].

I believe your insights into my [Specific skills or qualities you want them to highlight] would be invaluable to my application. To assist you in writing your letter, I have attached my resume/CV, a personal statement (if applicable), and a description of the [Position/Program]. I am also happy to provide you with any further information you may require.

Thank you for considering my request. I understand that you are busy, and I greatly appreciate your time and effort. Please let me know if you are able to write a letter of recommendation for me. If so, please submit it to [Submission instructions – e.g., a specific email address or online portal link].

Sincerely,
[Your Typed Name]

Explanation: This letter is used to request a letter of recommendation from someone who knows you well and can speak to your skills and qualifications. It’s crucial to provide the recommender with all the necessary information to write a strong and effective letter.

5. Letter of Recommendation (Giving)

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

[Date]

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

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

It is with great pleasure that I recommend [Applicant Name] for [Position or Program Name] at [Organization or Institution]. I have known [Applicant Name] for [Number] years as their [Your Role/Relationship to the Applicant – e.g., professor, supervisor, mentor] at [Your Organization/Institution].

During their time at [Your Organization/Institution], [Applicant Name] consistently demonstrated [Key Skill 1], [Key Skill 2], and [Key Skill 3]. For example, [Provide a specific anecdote or example that illustrates one of their key skills. Quantify the achievement if possible]. They are also a highly motivated and dedicated individual with a strong work ethic.

I was particularly impressed by [Applicant Name]’s ability to [Specific skill or ability that sets them apart]. They consistently went above and beyond to [Describe how they demonstrated this ability]. Their [Positive personality trait – e.g., problem-solving skills, teamwork skills, communication skills] were invaluable to our team/project.

I am confident that [Applicant Name] possesses the skills, qualifications, and character necessary to succeed in [Position or Program Name]. They are a valuable asset and would be a significant contribution to your organization. I highly recommend them without reservation.

Please do not hesitate to contact me if you have any further questions. I can be reached at [Your Phone Number] or [Your Email Address].

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]
[Your Title]

Explanation: This letter is used to recommend someone for a job, program, or other opportunity. It should highlight their skills, qualifications, and positive character traits, providing specific examples to support your claims.

6. Letter of Appreciation (Thank You)

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

[Date]

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

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

I am writing to express my sincere gratitude for [Specific action or favor they did for you]. I truly appreciate your [Positive quality – e.g., generosity, kindness, support] in [Context of their action].

[Explain the impact of their action on you. How did it help you or make a difference?]. For example: “Your assistance with the project was instrumental in its success,” or “Your advice was invaluable in helping me make a difficult decision,” or “Your support meant the world to me during a challenging time.”

I am truly grateful for your [Repeat the positive quality]. Your actions have made a significant impact on [Your work/life/situation]. Thank you again for your [Specific action or favor].

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to express your gratitude for someone’s kindness, generosity, or assistance. It should be sincere and specific, explaining the impact of their actions on you.

7. Letter of Inquiry

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

[Date]

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

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

I am writing to inquire about [Specific topic of inquiry]. I am [Explain your reason for making the inquiry – e.g., researching for a project, considering a purchase, seeking information about a program].

I would be grateful if you could provide me with information regarding [Specific questions you have. Be clear and concise]. For example: “the availability of your services,” or “the pricing of your products,” or “the application process for your program.”

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

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to request information about a specific topic. It should be clear, concise, and specific, outlining the information you are seeking.

8. Letter of Apology

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

[Date]

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

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

Please accept this letter as my sincere apology for [Specific action or mistake you are apologizing for]. I understand that my actions caused [Explain the negative consequences of your actions and acknowledge the harm you caused].

I take full responsibility for my behavior and I am truly sorry for any inconvenience or distress I may have caused. [Explain the reason for your mistake, but avoid making excuses. Focus on taking responsibility]. I am committed to ensuring that this does not happen again.

To rectify the situation, I am willing to [Offer a specific solution to make amends for your mistake]. For example: “provide a refund,” or “repair the damage,” or “take steps to prevent similar mistakes in the future.”

I value our relationship and I hope that you can accept my apology. I am committed to regaining your trust.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to apologize for a mistake or wrongdoing. It should be sincere, take responsibility for your actions, and offer a solution to rectify the situation.

9. Letter of Introduction (Self-Introduction)

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

[Date]

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

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

I am writing to introduce myself as [Your Profession/Role] with [Briefly mention your background or area of expertise]. I am reaching out to you because [Explain your reason for contacting them. Mention a mutual connection or shared interest if possible]. For example: “I was referred to you by [Mutual Contact Name],” or “I am interested in learning more about your work in [Specific Area].”

[Briefly highlight your skills, experience, or qualifications that are relevant to the recipient. Focus on what you can offer them]. For example: “I have extensive experience in [Relevant Industry] and I am passionate about [Related Topic],” or “I am currently working on [Project] and I am eager to connect with others in the field.”

I would be grateful for the opportunity to connect with you to discuss [Specific topic you want to discuss or reason for wanting to connect]. I am available for a brief call at your convenience. Thank you for your time and consideration.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to introduce yourself to someone you want to connect with. It should be clear, concise, and focused on the benefits of connecting with you.

10. Letter of Authorization

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

[Date]

[Recipient Name (Person Being Authorized)]
[Recipient Address]

To Whom It May Concern:

I, [Your Full Name], hereby authorize [Recipient Full Name], residing at [Recipient Address], to [Specific action(s) they are authorized to perform. Be as specific as possible]. For example: “pick up my prescription from [Pharmacy Name],” or “access my bank account at [Bank Name] Account Number [Account Number],” or “sign documents on my behalf related to [Specific Legal Matter].”

This authorization is valid from [Start Date] to [End Date]. [Add any limitations or conditions to the authorization. For example, a spending limit, a specific location, etc.]. This authorization is limited to [Specific Action] and a maximum of $[Amount].

I have attached a copy of my [Your Government-Issued Photo ID – e.g., Driver’s License, Passport] for verification purposes.

If you have any questions, please do not hesitate to contact me at [Your Phone Number] or [Your Email Address].

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to authorize another person to act on your behalf. It should be very specific about the actions they are authorized to perform and any limitations or conditions that apply. This letter often requires a notarized signature for it to be legally binding in many situations.

11. Letter of Intent

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

[Date]

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

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

This letter constitutes a non-binding letter of intent, outlining the preliminary terms and conditions under which I, [Your Full Name], propose to [Clearly state the purpose of the letter of intent. E.g., purchase a property, enter into a partnership, etc.] from/with [Recipient Organization].

The key terms of this intended agreement are as follows:

• [Specific Term 1 – e.g., Purchase Price: $[Amount]]
• [Specific Term 2 – e.g., Closing Date: [Date]]
• [Specific Term 3 – e.g., Subject to Due Diligence: [Number] days]
• [Specific Term 4 – e.g., Confidentiality: Both parties agree to maintain confidentiality]

This letter of intent is intended to serve as a basis for further negotiations and the preparation of a definitive agreement. It is understood and agreed that this letter of intent does not create any legally binding obligation on either party, except for the provisions regarding confidentiality and governing law, which shall be binding upon execution.

This letter of intent shall be governed by and construed in accordance with the laws of [Governing Law State/Jurisdiction].

I am eager to move forward with this potential agreement and look forward to discussing these terms further. Please indicate your acceptance of this letter of intent by signing below and returning a copy to me.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Acknowledged and Agreed:

_____________________________
[Recipient Signature]

_____________________________
[Recipient Typed Name]

Explanation: A Letter of Intent (LOI) outlines the intentions of two or more parties to do business together. It’s often a non-binding agreement that sets the stage for more detailed negotiations. It’s crucial to explicitly state which parts, if any, are legally binding (usually confidentiality and governing law). This is often used in business acquisitions, real estate transactions, and partnerships.

12. Letter of Transmittal

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

[Date]

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

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

Please find enclosed the [Type of document – e.g., report, proposal, contract, drawings] titled [Document Title], which I am submitting to you for [State the reason for submitting the document – e.g., your review and approval, your information, your signature].

This document [Briefly describe the document’s purpose or contents]. For example: “outlines the findings of our marketing research study,” or “details the proposed plan for the project,” or “contains the terms and conditions of the agreement.”

Key highlights of this document include:

• [Highlight 1 – e.g., Key Finding: Increase in market share by 10%]
• [Highlight 2 – e.g., Proposed Budget: $[Amount]]
• [Highlight 3 – e.g., Key Deliverable: Completion of Phase 1 by [Date]]

I would appreciate it if you could review this document at your earliest convenience and provide me with your feedback by [Date]. Please let me know if you have any questions or require any further information.

Thank you for your time and consideration.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: A letter of transmittal accompanies a document, providing context and purpose. It’s a cover letter that briefly explains what the attached document is, why it’s being sent, and what action the recipient should take (if any). It ensures the recipient understands the document’s significance.

13. Follow-Up Letter After Interview

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

[Date]

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

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 of Interview]. I truly enjoyed learning more about the role and the team.

Our conversation further solidified my interest in this opportunity. I was particularly excited to hear about [Mention something specific you discussed that resonated with you – a project, a company initiative, a challenge]. I believe my skills and experience in [Relevant Skill 1] and [Relevant Skill 2] would be a valuable asset to your team in this area.

I am eager to contribute to [Company Name]’s success and am confident that I can make a significant impact in this role. Thank you again for your time and consideration. I look forward to hearing from you soon regarding the next steps in the hiring process.

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: A follow-up letter after an interview reinforces your interest in the position and reminds the interviewer of your qualifications. It’s a polite and professional way to express your gratitude and reiterate your enthusiasm for the opportunity. Send this within 24-48 hours of your interview.

14. Letter Requesting a Meeting

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

[Date]

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

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

I am writing to request a meeting with you to discuss [Briefly state the purpose of the meeting]. For example: “a potential partnership opportunity,” or “a proposal for a new marketing campaign,” or “a solution to address [Specific Problem].”

I believe that a meeting would be beneficial because [Explain why a meeting is necessary and the potential benefits for the recipient]. For example: “it would allow me to present my ideas in more detail and answer any questions you may have,” or “it would provide an opportunity for us to explore how we can collaborate to achieve [Shared Goal],” or “it would allow us to discuss the issue in person and find a mutually agreeable resolution.”

I am available to meet on [List a few dates and times that work for you]. Please let me know which time is most convenient for you. I am also happy to meet at your office or via video conference if that is preferable.

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

Sincerely,
[Your Signature – If sending a physical letter]
[Your Typed Name]

Explanation: This letter is used to request a meeting with someone. It should clearly state the purpose of the meeting, why it’s important, and offer flexible options for scheduling.

15. Letter of Introduction (Referral)

[Your Name]
[Your Address]
[Your Phone Number]<br