OFFICIAL LETTER SAMPLE

From

Name

Designation

Company Name

(Address of the letter writer)

Date: December 1, 2023

To

Name of the recipient & address: (If unknown, use To Whom It May Concern:)

Dear/Respected (Recipient),

(Sub):

(Body of the letter)

*It is best to keep an initial business letter short. [Short introduction

paragraph, stating purpose]

*[Additional information]

*[Closing information, summary or thank you as appropriate]

*Business people are busy and do not have time to read long letters!

*In a one-page letter, you will usually only need three or four paragraphs, single
spaced.

Thank you
Yours Sincerely,
Sender Name & Designation
Contact details
(Enclosures if any)
 REFERENCE LETTER FORMAT

From [Your Name]

[Your Address ]

[Your City, State, Pin Code ]

[Your Phone Number ]

[Your Email ]

Date:

To

[Name]

[Title ] [Organization ]

[Address ] [City, State, Pin Code]

Dear Mr./Ms. [ Name]:

Sub:

[Short introduction paragraph – include a brief statement about who you are and the
purpose of the letter] [Provide details and facts about your relationship to the person
being recommended as well as facts about the individual including positions,
employment dates and responsibilities.] [
Provide a statement about whether or not the individual is qualified or recommended
by you.] [Provide examples that support your recommendation.]
[Close the letter by summarizing your recommendation and stating whether you
would be willing to further communicate with the recipient.]

Sincerely (or Respectfully Yours)

(Name and Title)

 REFERENCE LETTER SAMPLE

From

[Your Name]

[Your Address ]

[Your City, State, Pin Code ]

[Your Phone Number ]

[Your Email ]
Date:

To

[Name]

[Title ] [Organization ]

[Address ] [City, State, Pin Code]

Dear Mr./Ms. [ Name]:

Regarding: Recommendation for Michele Moody

I have worked very closely with Ms. Moody during the several years while she has
served as an assistant in my office. Michele has excelled in this role and maintained one
of the highest levels of productivity for an assistant during my 20 year tenure with the
company. Moody possesses the ultimate "can do" attitude while taking on all tasks with a
positive energy and a smile. Her upbeat personality and engaging personal style enables
her to interact effectively with clients and staff. Michele is very well organized and keeps
track of the details necessary to coordinate events of this kind and run an efficient office.

Ms Moody takes initiative to go beyond the expected parameters of her job. All the
intangibles that lead to success in the workplace are in order with Michele. There will
be no unpleasant surprises and I am confident she will fit in and add to office morale.

I volunteered to write this recommendation for Michele because I am very grateful for
her contributions to our office and very confident that she has the intelligence, work
ethic and communications skills to add value wherever she works. Please feel free to
contact me if you have any questions about this outstanding young woman.

Yours sincerely
Jean Lee
General Manager
Vice Electricals
 COMPLAINT LETTER FORMAT

From [Your Name]

[Your Address ] [Your City, State, Pin Code ]
[Your Phone Number ]
[Your Email ]

Date:

To
[Name]
[Title ]
[Organization ]
[Address ] [City, State, Pin Code]

Dear [Name of Recipient],

Sub:

[Short introduction paragraph – Provide details about the product or service that is
the subject of the complaint. Include dates, locations and the specifics about the
item or service. If there is an account number, provide the number (be careful with
credit card numbers).]
[State the issue with item or service. Provide details as to the cause. This may include
malfunctions, billing issues, details that were not disclosed, etc.) [Indicate how you
would like them to resolve the problem. Provide specifics about what you are seeking.
This may include reimbursement, replacement, repair, etc.
[Indicate you are including copies of the transaction documents. State the specific
documents or information you are including. This may be copies of receipts,
warranties, serial numbers, etc.)] [Indicate you look forward to their reply within a
specific time period (choose a reasonable time period).

[Indicate you will wait until them before pursuing other options such as legal
counsel or consumer protection agency assistance.] [Indicate they can contact you
about the issue and provide a contact number.]

Sincerely (or Respectfully Yours),

(NAME)
 COMPLAINT LETTER SAMPLE
From [Your Name]
[Your Address ] [Your City, State, Pin Code ]
[Your Phone Number ]
[Your Email ]

Date:
To
[Name]
[Title ]
[Organization ]
[Address ] [City, State, Pin Code]

Dear [Name of Recipient],

Sub: Complaint on the cleaning services

The words that I am going to pen here are aimed to make you aware of the work quality
that you are delivering to our organization. I am sorry to say but the professional cleaning
services provided by you are not up to the mark and require immediate attention of the
senior staff.

On 1st January 2014, our education institute made a cleaning contract with your company
for a period of one year. The contract stated clearly that the equipment and the products
used by the company would be of best quality and won’t render any harm to the students’
health or the environmental surroundings. It has been noticed that the cleaning chemicals
used in the process are extremely harsh. Being fatal to health, they are becoming a real
cause of concern to the institute and the family. Such failure on not keeping the
commitment is not at all acceptable.

I demand serious investigation on the poor services provided by your organization

and demand a reason for such an unethical approach in the service industry. The
management of the institute wants a prompt action to look after the matter.

Yours sincerely
Jean Lee
General Manager
Vice Electricals

080426113
 SALES LETTER SAMPLE:

From

Name

(Return address of the letter writer)

December 1, 2008

To
Name of the recipient & address: (If unknown, use To Whom It May Concern:)

Dear Mr./Ms. [ Name]:

Sub: Regarding New product

With summer approaching, you must be thinking of how to keep your office cool, so that
you and your colleagues can continue to work efficiently. Realizing your needs, we have
manufactured room-coolers for different capacities. We have given detailed specifications
in the enclosed pamphlet. You would be happy to know that we are giving a guarantee for
five years against all manufacturing defects and repair, or replace any part that causes
trouble, at our own cost.

At the end of the pamphlet you will find a card, please fill it and mail it and we shall send
our technician to inspect your office, examine your requirements, and suggest you about
the appropriate location of coolers so that your entire office may maintained at the proper
temperature throughout summer.

If you place the order before 30 July, we shall give you a special discount of 5 percent. Our
man will transport the coolers to your office and install them whenever you want. And this
extra service is totally free.

It is our belief that you would like to avail yourself of this special offer.

Yours sincerely

Jean Lee
General Manager
Vice Electricals

080426113
 ENQUIRY LETTER SAMPLE

From:

Robert Lake
1327 Euclid Avenue
Guadalupe, CA 93434

January 11, 2011

To:

Samurai Industry
3645 John Daniel Drive
Jefferson City, MO 65101
Dear Sir

RE: Business Inquiry

I am writing to inquire the business offerings of Samurai Industry, as I have

received a leaflet on your company recently through the mailers.

I read with interest the various types of products related to home comfort and safety,
and wish to enquire further about the sales offer as displayed on the leaflet. I am
particularly interested in the electronic gate system which is listed as on offer during
this season.

I would be extremely delighted if you could furnish me with more information on the
type of design, color, and functionality based on my budget of $250.00. I would like to
know the availability of product MD3940 as advertised on your leaflet.

Yours sincerely
Robert Lake
1327 Euclid Avenue
Guadalupe, CA 93434
 INVITATION LETTER SAMPLE

From

Name

(Return address of the letter writer)

December 1, 2008

To

Name of the recipient & address: (If unknown, use To Whom It May Concern:)
Dear Mr./Ms. [ Name]:

Sub:

I am cordially inviting (name of the individual), Vice President, (the name of the
company) on behalf of (name of the invitee’s company) to attend the (name of the
business event) on (date and time of the event)

In this event you will be one of our esteemed guests and we expect that you will
meet our company officials to discuss on how to strengthen our business further.

I do hope for your presence in the event. Please do confirm your presence as early as
possible.

Yours sincerely

Jean Lee
General Manager
Vice Electricals

080426113
 Responding To Request For Information example business letter

From
[Your Name]
[Your Address ]
[Your City, State, Pin Code ]
[Your Phone Number ]
[Your Email ]

Date:

To
[Name]
[Title ]
[Organization ]
[Address ]
[City, State, Pin Code]

Dear Mr. and Mrs. Irving,

We share your concern over the rising costs of energy, particularly electricity, in our area.
While we cannot pinpoint exactly how strongly these costs will affect you and other
customers by the end of the next quarter, we assure you the increase you will have very
little effect on consumer rates - even six months from now.

Why can we make such an optimistic assurance? Because the Energy Conservation Board
is putting into effect a new peak-load plan that will spread the demand for power more
evenly across the board during all hours of the day and night. If you want to stop by our
shop some day, I'd be glad to show you a chart we have that projects both the increase and
the savings.

Sincerely,

Jean Lee
General Manager
Vice Electricals

080426113
 REPLY LETTER SAMPLE 1:

From

Name

(Return address of the letter writer)

December 1, 2008

To

Name of the recipient & address: (If unknown, use To Whom It May Concern:)
Dear Siva,

Sub: Regarding Job Application

Welcome! Your application to Woculus has been approved. We are proud to have
you as one of our editors.
Siva, like I said before, our vision at Woculus is to be the one-stop site where business
owners, marketers and sales personnel can learn how to use technology profitably for
their businesses. Our posts are well researched, practical and rich. As an upcoming blog,
we constantly strive to provide the highest quality posts to our readers.

Find your login details below:

∙ Username: Don Siva
∙ Password: siVA2013

The entire Woculus team looks forward to a very professional working relationship
with you; and we are ready to support you in any way possible to serve our audience
better.

Yours very truly,

Thomas
HR, Woculus Company
17, Halifax
Canada, NS B3H 1N2
(902) 445-2488
 REPLY LETTER SAMPLE 2:

From

Name

(Return address of the letter writer)

December 1, 2008

To
Name of the recipient & address: (If unknown, use To Whom It May Concern :)

Dear Siva,

Sub: Regarding Job Application

I want to thank you for your interest in [job title or position] within the [department name], as
well as the time you devoted to the interview process.

Although your [skills and/or qualifications] were very impressive, we’ve chosen a candidate who
has more [qualifications or experience]. However, we’d like to keep your resume on file in case a
position better suited to your talents becomes available. You’re welcome to reapply at that time.

Additionally, you may be able to gain more [lacking skill or qualification] experience through
working with [recommended mentor].

If you have any questions, please don’t hesitate to contact me at [phone number and/or email
address].

Thomas
HR, Woculus Company
17, Halifax
Canada, NS B3H 1N2
(902) 445-2488