Formal Letter Template

PandaTip: If this is a formal letter from your company, include your company logo somewhere in the header, and include your company name below.

[NAME]

[STREET ADDRESS]

[CITY], [STATE] [ZIP]

[DATE]

[RECIPIENT’S NAME]

[RECIPIENT’S ADDRESS]

[CITY], [STATE] [ZIP]

 

PandaTip: If the recipient is a company, then you may want to provide the individual to whom this letter is to be address also (should you have their name).

Subject: [SUBJECT LINE]

References: (a) [REFERENCE 1]

          (b) [REFERENCE 2]

PandaTip: Do you need to reference any documents that are not a part of this formal letter? If so, you should identify them above. You can then refer to them in the body of your letter as “Reference (a)” and “Reference (b)” etc. If you do not have any documents to reference, feel free to delete the above “References” section. The same tip applies to the “Enclosures” section below.

Enclosures: (a) [ENCLOSURE 1]

          (b) [ENCLOSURE 2]

PandaTip: If you do not have the name of the individual you are contacting (within the company, for instance), then in the salutation below, you may simply write “Dear Sir or Madam:”.

Dear [MR. OR MS.] [SURNAME]:

PandaTip: In the body of your letter, be as concise and to the point as possible, without missing any important elements of the communication. Be polite (even if this is a compliant), formal, relevant and grammatically correct. Be sure to proofread your formal letter prior to signature.

PandaTip: Do you require a response to this formal letter within a certain timeframe or by a certain data? If yes, state that at the end of the formal letter. An example of this kind of “outro” is provided below.

The undersigned hereby requests a formal letter response to this letter by [DATE]. Should you have any questions or concerns in the meantime, please don’t hesitate to contact the undersigned at [EMAIL] or [PHONE].

Sincerely,

_________________

[NAME]

[TITLE]

 

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