Letter writing - Sample formats

How to write letters & why we still write letters?
Some important templates and formats for writing professional letters.

1. Letter Writing 17MX105

2. WHY STILL LETTERS?

3. Types of letters : Formal Letter : The letter which is written according to the formal rules and regulations of an organization is called formal letter. This type of letter always maintains the formalities of the office strictly. Informal or Personal Letter : The letter which does not follow any formal rule and contains personal information is known as informal or personal letter. This type of letter is written to relatives and friends for exchanging news or feelings.

4. Business Letter: The letter which contains commercial information and is written among business people is called business letter or commercial letter. Business letters are formal, structured and non-personal. Official Letter : When letter is written containing the official information like rules, regulations, facts and figures, activities, system, procedure etc. it is called official letter.

5. Notice Letter : Notice letter is a letter that is sent to a person notifying or informing him about any special topic. Circular Letter : A letter that circulates or announces the same information or message to a large number of people at a time is called a circular letter or a circular. Social Letter : Letter that is written on any social occasion or purpose is called social letter. Invitation letters for different programs, thanks letter, condolence letter, congratulation letter etc.

6. SAMPLE LETTERS

7. LEAVE LETTER : __________ Your Name __________ Your Address __ ____ 20__ (Date)   ________________ Reference or Subject Dear ______ This is to inform you that I am taking leave of absence from ______ to ________about which we had discussed earlier. I will return to work on ___________. I require these days off due to personal reasons which I cannot disclose to you. Thank you for your consideration. If you have any questions or issues, please contact me at __________ during weekdays from______. Regards _________Your Signature _________Your Name

8. Dear ________   We here at ___________ are sorrowed to hear of the loss of your _________. Please allow me, on behalf of all of us at ________________ to extend our sympathies to you and your family.   Your _________was a valuable asset to this company and I cannot comprehend that he will not be among us anymore. We mourn the loss along with you and pray for the departed soul.   We are here to help in any way we can and do call us as if not anything we can certainly share your pain.   Sincerely , ________Your Name ________ Your Designation ________ Your Signature Condolence Letter Template (informal)

9. __________ Organisation Letter Head OR __________ Organisation /Your Address __________ Organisation /Your Contact Number __ ____ 20__ (Date) _________ (Addressee’s Name) ________________ (Addressee’s Address)   Dear ______ , This is to confirm our business meeting on ____________, at ________ at the Conference Hall of __________. Our Senior Manager and business partners will be joining us. If you need more information, or if there is a need to change the date and/or time or venue, please contact _____________, our administrative assistant, at ________________. Until then Good Bye, looking forward towards our meeting.   Sincerely , _____________ Your Signature Confirmation Letter Template - Meeting  

10. _________ (Addressee’s Name) ________________ (Addressee’s Address) _____________ (Addressee’s Contact Number) __ ____ 20__ ( Date ) Sub: Application Letter for _____ with reference to _______, dated__________ Dear _________,                             This is in response to your __________ published in the ______on _______. I am interested in applying for the aforesaid. I am ________, _____ years old, graduate from _________ batch of year ______. I have worked for _________ under the position of ______. I am willing to attend for interview, test and relocate as per your convenience. I hope, I will be considered for your company’s employment. I have enclosed a copy of my C.V. and experience certificates for your review. Your assistance and attention to this application is highly appreciated. Thank you for your time. Looking forward to hear from you. Respectfully Yours , __________Your Name ___________Your Address ____________Your Contact Number APPLICATION LETTER :

11. __________ Your Name __________ Your Address __ ____ 20__ ( Date )   ________________ Recipient's Name  (specific official or person)   ________________ Recipient’s Address   Dear ______ : Thank you so much for recommending me for the ____position at ___ ( organisation name) . I have got the job and it was your recommendation that did most of the work. My credentials were good but if they weren’t backed by your recommendation, I wouldn’t have got the job. I look forward to a fruitful career at ______. I can't tell you how much I appreciate your effort and I promise that I will not let your name down but rather make you proud. Thanks, one again.   Sincerely , _________ Your Signature _________ Your Name “Thank You Letter” for Recommendation

12. SO..What’s Next ??

13. RESIGNATION LETTER :

14. __________ Your Name __________ Your Designation __ ____ 20__ ( Date ) Dear _______, I am writing to inform you that I have decide to cease my employment at _________ effective as of _________. I have served the office as ________ for the past _______. I wish to thank you and the company for giving me a great opportunity to further my career and engage in many meaningful projects. I have recently accepted a new position that will enable me to further develop my interests in ____________, which has always been my passion. I will be forever grateful for the support that I have received over the years working at ____________ and will always look back with fond memories. I am at your disposal whenever a need arises out of my replacement or any other matter. You can contact me at ______during______ (timings i.e. after 3 pm etc.) Thanking You, Yours Sincerely , __________Your Signature __________ Your Name

15. THANK YOU…..