Types of Formal Letter with Samples and Examples
All Types of Formal Letters with Samples
While writing a formal letter it should be kept in mind that it should be very concise, professional and clear. Moreover, it should include factual information and should be easy to understand. Additionally, the letter must follow a proper format as all the letters are written according to some standard formal letter format guidelines.
Business letters are one of the formal letters and every person should know how to write it. This is because you may have to write it at some point in your life. It’s very important that you express the major letter content in a very simple and unambiguous way. So, in this article, we will provide you all the guidance to write different types of formal letters. Additionally, the samples are also given so that you may have an idea.
Format of a Formal Letter
There is a specific format to write a formal letter which should be followed the same. The formal letter consists of the following
- Sender’s address
- Date
- Name of Addressee
- Addressee’s Address
- Salutation
- Subject
- The body containing the Introduction, the Content, and a Conclusion
- Complimentary Close
- Signature or Sender’s name
- Sender’s designation
| Standard Format of a Format Letter |
| Sender’s address, |
| Date, |
| Name of Addressee: |
| Addressee’s Address: |
| Salutation, |
| Subject: |
| The body containing the Introduction, the Content, and a Conclusion. |
| Complimentary Close, |
| Signature or Sender’s name, |
| Sender’s designation. |
Types of Formal Letters and Formal Letter Samples
#1 Inquiry Letters
As it can be inferred from the name that the formal letter of this kind is used for collecting the information. Moreover, it is among the most used formal or business letter. This type of letter helps to inquire about some information such as job inquiry, working agreements, products and services prices, etc. The inquiry letter must include the
- Brief self-introduction
- Organization name (if it’s possible for you)
- All the details of the inquiry area
- Write the questions and your doubts in a very clear and unambiguous manner
- Write the deadlines for getting the information
Formal Inquiry Letter Sample
16 Round Road,
London
October 20, 20xx.
The Director,
ABC Classes,
35 Broadway Street,
London.
Dear Sir,
Subject: Enquiry information about the coaching classes of CAT
I am writing this letter to you regarding the advertisement which was advertised in the National magazine about the coaching classes of CAT. I have done Bachelors in Statistics and I want to join your institute for training purpose.
Please tell me about the application procedure and the date of the qualifying test. Additionally, I would also like to know about the coaching program duration and the number of classes that will be held per week. Moreover, it would be very great if you will also tell me about the fee structure and the materials of the study. Or you can also send me the prospectus at my address.
I want to get enrolled very soon and your timely response will make it happen quickly.
Thank you.
Kind regards,
XYZ.
#2 Order Letters
This kind of letter is written to the seller when the buyer wants to order something. This letter has three parts as follows
- The information about the product which needs to be ordered should be specified in very much detail. There must be all the information about the goods quantity, the number of the model, etc.
- The shipping information must be stated very clearly. The information must contain the location of shipping, shipping mode, and the delivery date.
- The payment details should be clearly stated. It must include the payment mode, payment date and the other conditions of payments.
Let’s have a look at the example of an order letter as follows:
Formal Order Letter Sample
New World Business,
16 Round Road,
London.
October 20, 20xx.
The Manager,
Worlds and Woods,
35 round Street,
London.
Dear Sir,
Subject: Order of the furniture
As we agreed on the telephone call, on behalf of my company I would like to order the following furniture set
|
Model No. |
Name of the Item |
Quantity |
|
1253 |
Chair |
25 |
|
1472 |
Table |
12 |
|
2146 |
Conference Table |
03 |
|
4616 |
Chair |
50 |
|
2410 |
Sofa |
02 |
As we agreed, a Rs 20,000 demand draft will be sent to you as the advance payment. The remaining money will be transferred to you after the delivery of the furniture. Kindly, send the order to the address mentioned above.
Please stick to the agreed agreement terms and conditions. We hope that we will get the order very soon.
Thank You.
Yours truly,
XYZ,
HR.
#3 Complaint Letters
As the name suggests that it is a kind of formal letter written to complain about something unusual. Suppose, you ordered some goods and they were not of good quality. In this case, you will write a letter of complaint to the supplier complaining about the product and may ask for the replacement or your money back. Upon receiving your complaint the manufacturer will handle your complaint and either accept it with an apology or may reject your complaint. This complaint letter must contain the following text items:
-
- Detailed information about the problem which you have faced
- A clear statement about the solution to the problem
- Give all the details about the order such as arrival date, number of the order, or previous complaints details (if any)
- Give an exact deadline for the response
- Attach the specimen copy or any the receipt
- Make use of the polite but assertive words to complain about the problem
- Never try to excuse or make and inappropriate allegation
Let’s see the format of a complaint letter below:
Formal Complaint Letter Sample
New World Business,
16 Round Road,
London.
October 20, 20xx
The Manager,
ABC shop,
35 round Street,
London.
Dear Sir,
Subject: Complaint regarding Order whose number is S/24-201S-1147
In reference to an order whose number is S/24-201S-1147 which was placed on the Nov 18, 20xx. The order consisted of business cards and the letterheads. According to the agreement, it was promised that the order will be delivered by the latest of Nov 23, 20xx. But the order was delivered very late. Additionally, the quality of the product and its design are not the same as the sample which was selected.
We have undergone so much embarrassment in front of the clients and it has also damaged our reputation.
Please ensure that our order will get replaced by the Dec 5, 20xx. And if you don’t deliver it then it will result in the canceling of the payment. I request you to please look deeply into the problem and help us soon.
Thank you.
Yours truly,
XYZ,
General Manager.
#4 Formal Complaint Reply Letters
There can be a situation in which you may also receive the complaint letter and you must reply to it. Replying to the complaint letter is very important because your organization’s reputation will be at stake. So, while replying to the complaint letter make sure you include the following things.
- Make sure you address the trouble and problems caused to the customer very clearly
- Apologize for the problem you have caused
- Write the actions you are going to take so that the issue can be resolved in the less time
- Assure the customer that there will be no future troubles
- Make sure that you are specific and very clear about the details
Let’s see the example format as follows:
Formal Complaint Reply Letter Sample
New World Business,
16 Round Road,
London.
October 03, 20xx
The Manager,
35 round Street,
London.
Dear Sir,
Subject: Reply against the complaint letter having order number S/24-201S-1147.
This is the reply in reference to the order number S/24-201S-1147 which was placed by you on Nov 23, 20xx to our company.
We are extremely sorry for the inconvenience you have faced. Currently, we are having some problems with our supplies because of the manufacturer. Additionally, we are also flooded with a great number of orders.
We are trying our best to solve the problem and we are also taking all the steps to make sure that your order can be replaced by Dec 05, 20xx. And we hope that it won’t happen in the future. We appreciate the support you are showing at the moment.
Thank You.
Yours Truly,
QPR,
Manager.
#5 Formal Promotion Letters
As the name states, this kind of formal letter is used for the purpose of up-gradation or promoting new developments. There can be the promotion of anything such as the new branch opening, new schemes, or rank promotion of the worker. However, the letter of promotion must contain the following things:
-
- Write very clearly defining the terms accurately
- Use proper punctuation and the spellings
- Do not use fancy words or slangs
- Discuss promotion very clearly
- Do not use the abbreviations
Let’s see the example of a promotion letter below:
Formal Promotion Letter Sample
New World Business,
16 Round Road,
London.
October 03, 20xx
The Manager,
XYA Agency,
35 round Street,
London.
Dear Sir,
Subject: New Branch office at ABC Colony.
We are very happy to announce that there will be a grand opening of our company’s new branch office in the ABC colony in London on Nov 25, 20xx.
As you being our very respected customer, we like you to tell you that the new branch will be fully functional. It has all of the solutions to the problems you have. We are happy to provide you all the services you need and deserve.
We will be delighted to see you at the grand opening as our beloved guest and inspire you to gain our services.
I hope you will be our guest.
Thank you.
Yours truly,
XYA,
HR.
#6 Formal Sales Letters
This kind of formal letter is usually written to sell the product. The formal sales letters contain all the information about the product so that the customers know about it. Additionally, it also helps in the promotion of sales and introducing the company’s profile to the end buyer. Moreover, it also helps in the strengthening of the partnership because the facts are presented very clearly. However, the following things must be kept in mind while writing a sales letter pitch:
-
- The letter language must be formal
- Use very clear and simple language
- Do not use abbreviations and the slangs
- The content should be understandable, concise and very clear
- Do not add extra details
- Pay full attention to the audience you are targeting
- Provide all the details and the features of the new product
Let’s see the sample of the sales letter below:
Formal Sales Letter Sample
ABC bank,
16 Round Road,
London.
October 03, 20xx
The Manager,
XYA Agency,
35 round Street,
London.
Dear Sir,
Subject: New scheme availability for an automobile loan.
We are very glad to tell you that our company has launched a new automobile loan scheme. Because you are our very respectable client, so, we are sharing all the details of the scheme.
Only a few minutes will be taken to finish the formalities. Additionally, the loan interest rate is low as compared to other banks’ schemes. Moreover, our bank also gives the opportunity of buying and selling automobiles.
We assure you that all the information will be kept confidential. Our service is very fast and it is free also. Moreover, we will provide you the service in 24 hours.
We are here to help you if you have any questions. You can contact us at any time. Waiting for your response.
Thank you.
With regards,
KLM,
Bank Manager.
#7 Recovery Letters
While doing a job in the company there are times when you have to collect the money from some client and for this purpose, the recovery letter is used; which is a kind of formal letter. The main purpose of writing a recovery letter is that you have to collect the money from the customer without annoying him. The recovery letter has all the information about unclear payment, date of payment, legal action detail when payment is not made.
The letter of recovery should have the following things:
-
- The language should be very polite
- The information must be very clear and should be very understandable to the client
- The language of the letter should be very formal
- Provide all necessary details to the client about the legal action which can be taken in case of non-payment
Let’s see the example of a letter of recovery below:
Formal Recovery Letter Sample
ABC bank,
16 Round Road,
London.
October 03, 20xx
The Manager,
XYA Agency,
35 round Street,
London.
Dear Sir,
Subject: Remaining dues reminder.
This letter is to make you remind that your company has taken a 2 crores loan from a bank 2 years ago. According to the guidelines, you had to pay back 80% of the loan by the completion of 1 year with the interest amount.
Since only 50% of the amount has been paid and you need to pay the rest of it. So, it is requested that you submit the cheque as soon as possible.
I request that you please try to solve the problem in the next 6 days. Otherwise, if you fail to do that then very strict legal action is going to be taken. So, please acknowledge this letter.
Thank You.
Yours Sincerely
FMG
Manager.
