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

Formal Letter

Prepared for:
​[Client.FirstName][Client.LastName]
​[Client.Company]​

Created by:
​[Sender.FirstName][Sender.LastName]
[Sender.Company]

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).

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.

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/Mrs or Ms

​[Client.LastName] :

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.

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 response date.Should you have any questions or concerns in the meantime, please don’t hesitate to contact the undersigned at [Sender.Email] or [Sender.Phone].

Sincerely,

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FAQ

  • Formal letters are documents that are created to be viewed and reviewed in a formal setting. For example, management, authorities, work colleagues will all require communication through a formal letter. These letters adopt a formal tone and language.

  • The main types of formal letters are acceptance letter, cover letters, apology letters, letters written to file or adjust a claim, letters written to address an inquiry, order letters, letter of complaint, promotion letters, recovery letters, and sales letters.

  • The key features of a formal letter are: it is written in a formal language, is formatted and edited well, has an intro, body, and conclusion, is not lengthy, focuses on communicating one intent, has proper greeting, and is delivered in a suitable way.

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Formal Letter Template

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In this age of email, writing a formal letter can seem overwhelming. Use this sample formal letter template to get the job done well.

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Use this template — free

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