Mastering Letter Writing: 21 Essential Formats & Samples

[Your Name/Company Name]
[Your Address]
[City, State, Zip Code]
[Date]

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

Dear [Recipient Name],

I am writing to express my interest in the [position/opportunity] at [Company Name]. I have been following your company’s work in [industry/field] for some time and am impressed by your [achievements/innovations].

My skills and experience in [relevant areas] align perfectly with the requirements outlined in the job description. I am confident that I can make a significant contribution to your team.

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

Sincerely,
[Your Signature]
[Your Typed Name]

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

Dear [Recipient’s Name],

How are you doing? It feels like ages since we last talked! I wanted to share some exciting news with you. [Share a personal update].

I was also thinking about our time in [mention a shared memory/experience]. It always brings a smile to my face!

I’d love to catch up soon. Are you free for coffee/lunch/dinner sometime next week?

Hope to hear from you soon!

Love,
[Your Name]

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

[Date]

[Hiring Manager Name] (If you know it, otherwise use title)
[Hiring Manager Title]
[Company Name]
[Company Address]

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

I am writing to express my enthusiastic 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 a proven track record of [Highlight a Key Achievement], 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 Name], I was responsible for [List 2-3 Key Responsibilities and Quantifiable Achievements]. I am particularly adept at [Highlight 1-2 specific skills that align with the job description]. I am eager to leverage these skills to contribute to [Company Name]’s [Specific Goal or Project].

I am particularly drawn to [Company Name] because of [Mention Something Specific That Attracts You – Company Culture, Mission, Values, etc.]. I am confident that my passion for [Relevant Field/Industry] and my commitment to excellence align perfectly with your company’s values.

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 exciting opportunity and discuss how I can contribute to [Company Name]’s success. I am available for an interview at your earliest convenience.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

[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],

Thank you so much for taking the time to speak with me yesterday regarding the [Job Title] position at [Company Name]. I truly enjoyed learning more about the role and the team.

Our conversation further solidified my interest in this opportunity. I was particularly impressed with [Mention something specific you learned that resonated with you – Company Culture, specific project, etc.]. I believe my skills in [Mention 1-2 relevant skills] would be a valuable asset to your team and I am confident I can contribute significantly to [Company Name]’s [Specific Goal or Project].

Thank you again for your time and consideration. I am very interested in moving forward in the selection process and look forward to hearing from you soon.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

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

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

It is with great pleasure that I recommend [Applicant Name] for [Position Applying For/Program Applying For] at [Company Name/Institution Name]. I have known [Applicant Name] for [Number] years as their [Your Relationship to Applicant – e.g., Professor, Supervisor, Mentor] at [Your Company/Institution].

During their time with me, [Applicant Name] consistently demonstrated [List 2-3 Key Strengths – e.g., strong work ethic, exceptional communication skills, problem-solving abilities]. For example, [Give a specific example of a time they demonstrated one of these strengths]. They are also a highly [Positive Adjective – e.g., motivated, dedicated, reliable] individual with a strong commitment to [Relevant Value – e.g., teamwork, excellence, innovation].

In addition to their professional skills, [Applicant Name] is a [Positive Adjective – e.g., pleasant, thoughtful, collaborative] individual who is a pleasure to work with. They are a valuable asset to any team and I am confident that they will make a significant contribution to your organization/program.

I highly recommend [Applicant Name] without reservation. Please do not hesitate to contact me if you have any further questions.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]
[Your Title]

[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].

This decision was not made lightly, and I have given it careful consideration. I have greatly valued my time at [Company Name] and appreciate the opportunities I have been given during my [Length of Time] here. I am grateful for the experience and skills I have gained.

I am committed to ensuring a smooth transition during my departure and am happy to assist in any way possible to train my replacement and complete outstanding tasks. Please let me know how I can best support this process.

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 Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

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

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

Please accept this letter as a sincere apology for [Clearly state the mistake or offense you are apologizing for]. I understand that my actions/inactions caused [Explain the consequences of your actions/inactions] and I take full responsibility for my part in this matter.

I deeply regret [Express your regret or remorse]. My intention was never to [Explain your original intention, if relevant]. I understand that my actions have impacted [Mention the person or organization impacted], and I am truly sorry for any inconvenience or disruption I have caused.

To rectify the situation, I am committed to [Outline the steps you are taking to correct the mistake or prevent it from happening again]. I am confident that these measures will [Explain the positive outcome of your corrective actions].

Thank you for your understanding. I value our relationship and I am committed to regaining your trust.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

[Company Name/Department]
[Company Address]

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

I am writing to express my dissatisfaction with [Product/Service] I received on [Date]. My order number/account number is [Your Order/Account Number].

Specifically, [Clearly and concisely describe the problem you experienced. Include specific details such as dates, times, names of individuals you interacted with, and any relevant documentation (e.g., receipts, photos)].

As a result of this issue, I have experienced [Explain the consequences of the problem – e.g., financial loss, inconvenience, emotional distress]. I have attached copies of [Mention any supporting documents you are including – e.g., receipts, photos, contracts] as evidence of the problem.

To resolve this issue, I request [Clearly state what you want the company to do to rectify the situation – e.g., refund, replacement, repair, apology]. I expect a response to this complaint within [State a reasonable timeframe – e.g., 10 business days]. If I do not receive a satisfactory response within this timeframe, I will be forced to consider further action.

Thank you for your time and attention to this matter.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

[Company Name/Department]
[Company Address]

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

I am writing to inquire about [Specific topic you are interested in – e.g., your services, available positions, upcoming events]. I am particularly interested in [Specific aspect of the topic you want more information about].

I am [Briefly explain your background and why you are interested in this topic]. I would appreciate it if you could provide me with information regarding [List specific questions you have].

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

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

[Recommender’s Name]
[Recommender’s Title]
[Recommender’s Department]
[Recommender’s Institution/Company]
[Recommender’s Address]

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

I hope this letter finds you well. I am writing to request a letter of recommendation in support of my application for [Specify the program/position you are applying for] at [Name of Institution/Company]. The deadline for submitting the letter is [Date].

As you know, I was a student in your [Course Name/Your Role] at [Institution/Company] from [Start Date] to [End Date]. During that time, I [Briefly describe your accomplishments or experiences that are relevant to the application. Highlight skills or qualities that the recommender can speak to]. I believe you are in a good position to assess my [Specific qualities/skills – e.g., work ethic, analytical abilities, communication skills], which are essential for success in this [Program/Position].

To assist you in writing your recommendation, I have attached my resume, a copy of my transcript (if applicable), and a brief statement outlining my goals and qualifications. I have also included a link to the application description: [Link to the Application Description].

Please let me know if you are able to write a letter of recommendation for me. If you require any further information, please do not hesitate to contact me. I would be happy to provide it.

Thank you very much for your time and consideration. I truly appreciate your support.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

[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 again 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 company culture.

Our conversation further solidified my interest in this opportunity. I was particularly impressed with [Mention something specific you learned that resonated with you – a project, a company initiative, etc.]. I believe my skills and experience in [Mention 1-2 relevant skills] align well with the requirements of the position and I am confident I can make a significant contribution to your team.

I am particularly excited about the prospect of [Mention something specific you are excited about doing in the role]. I am eager to learn more and contribute to [Company Name]’s success.

Thank you again for your time and consideration. I am very interested in moving forward in the selection process and look forward to hearing from you soon.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

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

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

My name is [Your Name], and I am a [Your Profession/Field]. I am reaching out to you because I was referred to you by [Name of Mutual Connection, if any. If none, explain how you came across them], who suggested I connect with you due to your expertise in [Contact’s Area of Expertise].

I am particularly interested in [Contact’s Company/Industry/Area of Expertise] because [Explain your reason for interest – e.g., you are seeking career advice, exploring new opportunities, researching the industry]. I am currently [Briefly describe your current situation – e.g., seeking a new role, working on a project, studying a specific subject].

I would be grateful for the opportunity to learn more about your experience in [Contact’s Field] and gain insights into [Specific topics you are interested in learning about]. I am available for a brief informational interview at your convenience, either in person or via phone/video call.

Thank you for considering my request. I appreciate your time and consideration and look forward to the possibility of connecting with you.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]

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

[Date]

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

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

This letter constitutes a non-binding Letter of Intent (LOI) to express our interest in [Clearly state the subject of the LOI – e.g., purchasing assets, forming a partnership, leasing property] from [Seller/Landlord’s Name/Company Name]. This LOI is intended to serve as a basis for further discussion and the negotiation of a definitive agreement.

Key Terms:

• Parties: [Your Name/Company Name] and [Recipient’s Name/Company Name]
• Subject Matter: [Detailed description of what the LOI covers – e.g., specific assets, services, property address]
• Proposed Purchase Price/Terms: [State the proposed price or general terms of the transaction. Be specific as possible.]
• Due Diligence: [Outline the due diligence process you will undertake, including timeline]
• Exclusivity: [Indicate whether you require an exclusivity period for negotiation]
• Governing Law: [State which jurisdiction’s laws will govern the agreement]
• Expiration Date: [Set a date by which this LOI will expire if a definitive agreement is not reached]

We believe that this transaction represents a mutually beneficial opportunity. We are eager to begin discussions and work towards a definitive agreement. We are available to meet at your earliest convenience to discuss the terms outlined in this LOI in greater detail.

Please note that this LOI is non-binding, except for the provisions regarding confidentiality and governing law. A legally binding agreement will only be created upon the execution of a definitive agreement.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name/Company Name]
[Your Title]

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

Dear [Recipient’s Name],

I’m writing this letter because I need to apologize for [Specifically state what you are apologizing for. Be clear and honest]. I understand that what I did was wrong, and I’m truly sorry for the hurt and disappointment I caused you.

I know that my words/actions [Explain how your actions impacted the recipient. Show that you understand the consequences of your actions], and I deeply regret that. There’s no excuse for my behavior, and I take full responsibility for my mistakes.

I value our relationship very much, and the thought of damaging it with my actions has been weighing heavily on me. I understand that it may take time for you to forgive me, and I respect that. I am committed to earning back your trust.

I hope that one day you’ll be able to forgive me. In the meantime, I want you to know that I am sincerely sorry.

With heartfelt regret,
[Your Name]

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

Dear [Recipient’s Name],

I’m writing this letter to express my sincere gratitude for [Specifically state what you are thanking them for. Be detailed]. I truly appreciate [Explain why their actions were important to you and the positive impact they had].

I will never forget [Share a specific memory or detail about their actions that made a difference]. Your kindness/generosity/support meant so much to me, especially during [Mention the circumstances under which they helped you].

It’s people like you who make the world a better place. I feel so lucky to have you in my life. Thank you again for everything.

With heartfelt appreciation,
[Your Name]

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

Dear [Recipient’s Name],

I was so saddened to hear about the passing of [Deceased’s Name/Relationship to Recipient]. I am sending you my deepest condolences during this difficult time.

[Deceased’s Name] was a wonderful [Mention a positive quality or trait of the deceased. Share a fond memory if you have one]. I will always remember [Specific positive memory]. They touched so many lives with their [Positive Qualities].

Words cannot express the sorrow I feel for your loss. Please know that I am thinking of you and your family and sending you strength and comfort.

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 do not hesitate to reach out. I am here for you.

With deepest sympathy,
[Your Name]

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

[Date]

[Editor’s Name (if known), or “The Editor”]
[Name of Newspaper/Publication]
[Address of Newspaper/Publication]

Dear [Editor’s Name/Sir or Madam],

I am writing in response to [Article Title or Topic], which appeared in [Newspaper/Publication Name] on [Date of Publication]. While I appreciate [Acknowledge a positive aspect of the article], I believe it is important to consider [State your main point of disagreement or alternative perspective].

[Provide your argument and supporting evidence. Be clear, concise, and factual. Use specific examples or data to support your claims. Limit yourself to a few key points.]. For example, [Provide a concrete example to illustrate your point]. This demonstrates that [Explain the significance of your example].

I believe that [Summarize your main point and suggest a call to action, if appropriate]. It is crucial that we [Explain why your perspective is important and what action should be taken].

Thank you for considering my perspective.

Sincerely,
[Your Signature (if sending a hard copy)]
[Your Typed Name]