In today’s digital age, the art of letter writing might seem antiquated. However, a well-crafted letter remains a powerful tool for communication, demonstrating thoughtfulness and professionalism that emails and texts often lack. Whether you’re applying for a job, expressing gratitude, resolving a complaint, or simply staying in touch, understanding the nuances of letter writing is crucial. This article provides 19 adaptable sample letters for various situations, helping you create compelling and effective correspondence.
From formal business letters to heartfelt personal notes, each sample includes key elements and formatting guidelines to ensure clarity and impact. We’ll explore different letter types, address common challenges, and offer practical tips for tailoring each letter to your specific needs. Use these examples as a foundation to build your own unique and compelling letters, showcasing your communication skills and achieving your desired outcomes.
1. Job Application 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 ad – e.g., LinkedIn, company website]. With my [Number] years of experience in [Relevant Field] and my proven track record of [Key Accomplishment 1] and [Key Accomplishment 2], I am confident 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 Name], I was responsible for [Briefly describe relevant responsibilities]. I consistently exceeded expectations by [Quantifiable achievement – e.g., increasing sales by 15%, streamlining processes to reduce costs by 10%]. I am particularly drawn to [Company Name] because of [Mention something specific that attracts you to the company – e.g., its innovative culture, its commitment to sustainability, its industry leadership].
I am proficient in [List relevant skills – e.g., project management, data analysis, customer service] and possess a strong understanding of [Mention relevant industry knowledge – e.g., marketing trends, software development methodologies, financial regulations]. I am a highly motivated and results-oriented individual with excellent communication and problem-solving skills.
Thank you for your time and consideration. My resume, attached for your review, provides further detail on my qualifications and experience. I am eager to learn more about this opportunity and discuss how my skills and experience can benefit [Company Name]. I can be reached at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Typed Name]
2. Letter of Resignation
[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 Job Title] at [Company Name], effective [Your Last Day of Employment].
I have enjoyed my time at [Company Name] and I am grateful for the opportunities I have been given to develop my skills and grow professionally. I particularly appreciate [Mention something specific you appreciated – e.g., the supportive team environment, the challenging projects, the opportunities for training].
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. 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 for the future.
Sincerely,
[Your Typed Name]
3. Thank You 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 very much 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 culture.
Our conversation further solidified my interest in this opportunity. I was particularly interested to hear about [Mention something specific you discussed during the interview that resonated with you – e.g., the company’s growth plans, the challenges of the role, the team dynamics]. I believe my skills and experience in [Mention relevant skills] align well with the requirements of the position.
I am confident that I can make a significant contribution to your team. Thank you again for your consideration. I look forward to hearing from you soon.
Sincerely,
[Your Typed Name]
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 you today to request a letter of recommendation in support of my application for [Specify what you are applying for – e.g., the Master’s program in Computer Science at Stanford University, the Software Engineer position at Google].
As you know, I worked under your supervision as a [Your Role] at [Organization Name] from [Start Date] to [End Date]. During that time, I [Briefly describe your key responsibilities and accomplishments – e.g., successfully managed the X project, consistently exceeded sales targets, demonstrated strong analytical skills]. I believe your insights into my [Mention specific skills or qualities you want them to highlight – e.g., work ethic, problem-solving abilities, teamwork skills] would be invaluable to my application.
The deadline for submitting the letter is [Date]. I have attached my resume and a brief statement of purpose to provide you with more information about my qualifications and goals. Please let me know if you are able to write a letter of recommendation for me. If so, I can provide you with any further information you may need, such as specific instructions from the institution or company. Thank you for your time and consideration.
Sincerely,
[Your Typed Name]
5. Letter of Recommendation (Giving)
[Your Name]
[Your Title]
[Your Organization]
[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’s Full Name] for [Specify the opportunity – e.g., admission to your university, the Marketing Manager position at your company]. I have known [Applicant’s Name] for [Number] years as their [Your Relationship to Applicant – e.g., professor, supervisor, project lead] at [Your Organization].
During their time at [Your Organization], [Applicant’s Name] consistently impressed me with their [Mention key qualities and skills – e.g., strong work ethic, exceptional problem-solving skills, ability to work effectively in a team]. For example, [Provide a specific anecdote or example to illustrate their skills – e.g., “During the X project, they took the initiative to develop a new solution that resulted in a Y% increase in efficiency.”, “They consistently went above and beyond to assist their colleagues and contribute to a positive team environment.”].
[Applicant’s Name] is a highly motivated and dedicated individual with a strong understanding of [Mention relevant knowledge and skills – e.g., marketing principles, software development methodologies, financial analysis]. I am confident that they possess the skills and qualities necessary to succeed in [Specify the opportunity – e.g., your program, this role] and make a significant contribution to your organization.
I highly recommend [Applicant’s Name] without reservation. Please feel free to contact me if you have any further questions. You can reach me at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Typed Name]
6. Complaint Letter
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Dear Sir/Madam,
I am writing to express my dissatisfaction with [Specify the product or service you are complaining about], which I purchased on [Date of Purchase] from [Location of Purchase – e.g., your website, your store in X city]. My order number is [Order Number].
The problem is as follows: [Clearly and concisely describe the issue. Be specific about what went wrong, when it happened, and how it affected you.]. For example, [Provide specific details – e.g., “The product arrived damaged, with a large dent on the side.”, “The service I received was unprofessional and unhelpful. The representative was rude and unable to answer my questions.”, “The product malfunctioned after only a week of use.”].
As a result of this issue, I have experienced [Explain the consequences of the problem – e.g., inconvenience, financial loss, emotional distress]. For example, [Provide specific details – e.g., “I have had to spend several hours trying to resolve the issue.”, “I have incurred additional expenses as a result of the malfunction.”, “I am extremely disappointed with the quality of your product and the lack of customer service.”].
To resolve this issue, I request that you [State clearly what you want the company to do – e.g., provide a full refund, replace the damaged product, provide a repair]. I expect a response to this letter within [Number] days outlining the steps you will take to address my complaint. If I do not receive a satisfactory response within this timeframe, I will consider further action, including contacting consumer protection agencies.
Sincerely,
[Your Typed Name]
7. Letter of Apology
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
Please accept this letter as a sincere apology for [Specify the action or event you are apologizing for]. I understand that my actions caused [Explain the impact of your actions on the recipient], and I am truly sorry for the inconvenience and distress I caused.
I take full responsibility for my behavior. [Explain the circumstances that led to your actions, without making excuses. Briefly explain what happened from your perspective.]. I understand that this is not an excuse for my behavior, but I wanted to provide context.
I deeply regret my actions and I am committed to making amends. [Explain what you will do to prevent this from happening again and to make amends for the harm you caused. Be specific and sincere.]. I value our relationship and I hope that you can find it in your heart to forgive me.
Thank you for your understanding. I hope that we can move forward from this and rebuild our relationship.
Sincerely,
[Your Typed Name]
8. Letter of Inquiry
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Company Name]
[Company Address]
Dear Sir/Madam,
I am writing to inquire about [Specify the subject of your inquiry – e.g., your product line, your services, internship opportunities at your company]. I am particularly interested in [Mention specific aspects that interest you – e.g., your X product, your Y service, internship opportunities in the Z department].
[Provide context for your inquiry. Explain why you are interested and what information you are seeking.]. For example, [Provide specific details – e.g., “I am a student at X University and I am researching Y for a class project.”, “I am considering using your services for Z and I would like to learn more about your pricing and availability.”, “I am a recent graduate with a degree in A and I am interested in internship opportunities in your B department.”].
Specifically, I would like to know [List the specific questions you have]. For example, [Provide specific questions – e.g., “What is the price of your X product?”, “What is the process for applying for an internship at your company?”, “What are the requirements for using your Y service?”].
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Typed Name]
9. Letter of Intent (to Purchase)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Seller’s Name]
[Seller’s Address]
Dear [Mr./Ms./Mx. Seller Last Name],
This letter serves as a non-binding letter of intent to express my interest in purchasing the property located at [Property Address], as discussed on [Date of Discussion].
I am prepared to offer [Proposed Purchase Price] for the property, subject to the following terms and conditions: [List key terms and conditions, such as financing contingencies, inspections, and closing date.]. For example, [Provide specific details – e.g., “This offer is contingent upon obtaining satisfactory financing within 30 days.”, “This offer is subject to a satisfactory inspection by a qualified inspector.”, “The closing date shall be no later than X date.”].
This letter is not a binding agreement and is intended only to outline the general terms of a potential purchase agreement. A formal purchase agreement will need to be drafted and executed by both parties to create a legally binding contract.
I am eager to move forward with this transaction and I believe that we can reach a mutually agreeable agreement. Please let me know if you are interested in pursuing this offer. I can be reached at [Your Phone Number] or [Your Email Address].
Sincerely,
[Your Typed Name]
10. Formal Invitation Letter
[Your Name/Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Guest Name]
[Guest Address]
Dear [Mr./Ms./Mx. Guest Last Name],
We are delighted to invite you to [Event Name], a [Type of Event – e.g., gala, fundraising dinner, conference], on [Date of Event] at [Time of Event], located at [Venue Address].
[Provide a brief description of the event and its purpose.]. For example, [Provide specific details – e.g., “This event is being held to raise funds for X charity.”, “This gala celebrates the achievements of Y in the field of Z.”, “This conference will feature presentations from leading experts in the A industry.”].
[Mention any special features of the event, such as speakers, entertainment, or dress code.]. For example, [Provide specific details – e.g., “The evening will feature a keynote address from X.”, “There will be live music and dancing following the dinner.”, “The dress code for the event is black tie optional.”].
We would be honored to have you join us for this special occasion. Please RSVP by [RSVP Date] by contacting [Contact Person/Method – e.g., Jane Doe at 555-1212, replying to this email]. We look forward to seeing you there.
Sincerely,
[Your Typed Name/Organization Name]
11. Personal Letter of Congratulations
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
I was so thrilled to hear about [The achievement or event you are congratulating them on]! Congratulations!
[Express your genuine joy and admiration for their accomplishment.]. For example, [Provide specific details – e.g., “I know how hard you’ve worked for this, and you truly deserve it.”, “I was so impressed to hear about your promotion.”, “This is such a wonderful accomplishment and I am so proud of you.”].
[Share a personal anecdote or express your well wishes for their future.]. For example, [Provide specific details – e.g., “I remember when you first started working towards this goal. It’s amazing to see your hard work pay off.”, “I’m so excited to see what you accomplish next.”, “Wishing you all the best in this new chapter!”].
I am so happy for you and wish you all the best. Let’s celebrate soon!
Warmly,
[Your Typed Name]
12. Letter of Introduction (Self)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
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].
I am particularly interested in [Mention the recipient’s company/work and why you are interested in connecting]. I have been following [Company Name]’s work in [Specific Area] for some time and I am impressed by [Specific Achievement/Aspect of Their Work].
I am currently [Briefly describe your current situation and goals]. I believe that my skills and experience in [List relevant skills] could be valuable to your organization. I would be grateful for the opportunity to learn more about your work and explore potential collaboration opportunities.
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]. I look forward to hearing from you.
Sincerely,
[Your Typed Name]
13. Letter of Introduction (Referring Someone)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Recipient Last Name],
I am writing to introduce you to [Referred Person’s Name], who I believe would be a valuable asset to your team. [Referred Person’s Name] is a highly skilled [Referred Person’s Profession/Area of Expertise] with [Number] years of experience in [Relevant Field].
I have known [Referred Person’s Name] for [Number] years as [Your Relationship to the Referred Person – e.g., a colleague, a former student, a friend]. During that time, I have been consistently impressed by their [Mention key qualities and skills – e.g., strong work ethic, exceptional problem-solving skills, ability to work effectively in a team]. For example, [Provide a specific anecdote or example to illustrate their skills.].
I believe that [Referred Person’s Name]’s skills and experience in [List relevant skills] align well with the needs of your organization, particularly in [Specific Area]. I highly recommend that you consider [Referred Person’s Name] for any suitable opportunities.
[Referred Person’s Name] can be reached at [Referred Person’s Email Address] or [Referred Person’s Phone Number]. Thank you for your time and consideration.
Sincerely,
[Your Typed Name]
14. Letter Requesting Information
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Organization Name]
[Organization Address]
Dear Sir/Madam,
I am writing to request information regarding [Specific information you are requesting]. I am [Briefly explain why you need this information].
I would greatly appreciate it if you could provide me with [List the specific information you need]. Please send the information to [Your preferred method of receiving the information, e.g., email address, postal address].
Thank you for your time and assistance. I look forward to hearing from you soon.
Sincerely,
[Your Typed Name]
15. Letter of Condolence
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Address]
Dear [Recipient Name],
I was deeply saddened to hear about the passing of [Deceased’s Name]. I am sending you my heartfelt condolences during this difficult time.
[Share a fond memory or express your appreciation for the deceased. Keep it brief and sincere.]. For example, [Provide specific details – e.g., “I will always remember [Deceased’s Name]’s kindness and generosity.”, “I was so fortunate to have known [Deceased’s Name].”, “I have many cherished memories of [Deceased’s Name].”].
I know that words cannot express the pain you are feeling right now, but I want you to know that I am thinking of you and your family. If there is anything at all I can do to help, please do not hesitate to reach out.
With deepest sympathy,
[Your Typed Name]
16. Follow-up Letter (After Networking)
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Contact Name]
[Contact Title]
[Company Name]
[Company Address]
Dear [Mr./Ms./Mx. Contact Last Name],
It was a pleasure meeting you at [Event Name or Location] on [Date]. I enjoyed our conversation about [Mention a specific topic you discussed].
As we discussed, I am particularly interested in [Mention your area of interest related to their work/company]. I found your insights on [Mention a specific insight they shared] to be very helpful.
Thank you again for your time. I would welcome the opportunity to [Suggest a next step, e.g., have a further conversation, connect on LinkedIn]. Please let me know if you are available for a brief call sometime next week.
Sincerely,
[Your Typed Name]
17. Formal Business Proposal Letter
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Client Name]
[Client Title]
[Client Company Name]
[Client Company Address]
Dear [Mr./Ms./Mx. Client Last Name],
I am writing to formally propose [Briefly describe the service or product you are proposing] to [Client Company Name]. We believe this proposal offers a solution that directly addresses your needs, as outlined in our previous conversations and your recent request for proposal.
Our proposed solution includes [List the key elements of your solution, e.g., customized software, expert consulting services, specific product features]. The benefits of implementing this solution include [List the key benefits, e.g., increased efficiency, reduced costs, improved customer satisfaction]. For detailed information, please refer to the attached proposal document.
We are confident that our expertise and experience make us the ideal partner for you. We are available to discuss this proposal in more detail at your convenience. Please do not hesitate to contact me with any questions.
Sincerely,
[Your Typed Name/Company Name]
18. Fundraising Request Letter
[Your Name/Organization Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Donor Name]
[Donor Address]
Dear [Mr./Ms./Mx. Donor Last Name],
We are writing to you today with an urgent request for your support. [Organization Name] is dedicated to [Briefly describe your organization’s mission]. We are currently facing [Describe the challenge or need you are addressing with the fundraising effort].
Your contribution, no matter the size, will have a significant impact on [Explain how the donation will be used and the positive outcomes it will create]. For example, [Specific examples, e.g., “Your $50 donation will provide a week of meals for a homeless individual.”, “Your $100 contribution will help us purchase essential school supplies for underprivileged children.”].
To donate, please visit our website at [Website Address] or send a check payable to [Organization Name] to the address above. Thank you for considering our request and helping us make a difference.
Sincerely,
[Your Typed Name/Organization Name]
19. Letter of Agreement (Simple)
[Your Name/Company Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Other Party Name/Company Name]
[Other Party Address]