47+ Formal Letter Formats

Good communication is essential in almost every endeavor. Using formal letters can make businesses, educational institutions, or private individuals be able to communicate best. Though social media and other online platforms make it easier to keep in touch with different entities, it is still relevant to create formal letters especially for professional and business transactions.

The usage of formal letters is not only limited to the above mentioned processes as it can also be beneficial in court proceedings and other legal processes. To write a formal letter with the proper format, refer to our Formal Letter templates on this page. Scroll down below to view our templates!

Formal Business Letter Formats

Sample Business Letter

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  • Doc

Size: 35 KB

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Business Proposal Letter

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  • Doc

Size: 38 KB

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Business Communication Letter

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  • PDF

Size: 479 KB

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Sample Formal Letter Formats

Sample Formal Thank You Letter

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  • PDF

Size: 408 KB

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Sample Formal Resignation Letter

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Size: 168 KB

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Sample Formal Invitation Letter

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  • DOC

Size: 3 KB

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Formal Resignation Letter Formats

Formal Job Resignation Letter

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  • Doc

Size: 31 KB

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Formal Resignation Letter in PDF Format

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  • PDF

Size: 89 KB

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Formal Trainee Resignation Letter

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  • PDF

Size: 86 KB

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Formal Thank You Letter Formats

Formal Email Thank You Letter

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  • PDF

Size: 191 KB

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Formal Thank You Letter for Donation

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  • PDF

Size: 75 KB

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Formal Complaint Letter Formats

Formal Employee Complaint Letter

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  • Doc

Size: 9 KB

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Formal Complaint Letter to HR

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  • Doc

Size: 7 KB

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Formal Letters vs. Informal Letters

Formal letter formats contain the specific outline or layout for formal letters.When writing a formal letter, you must ensure that you would subscribe to standard rules on how to write it as well as to the type of content or information that may be included in it.

Formal letters are letters which are written with a formal purpose or intent. Thus, in contrast, an informal letter is written to communicate a non-formal purpose such as when congratulating a sibling or a best friend for his/her wedding or job promotion.

There are many entities who can make use of formal letters and a few of them are as follows:

  • Individuals who would like to communicate with businesses
  • Employees who would like to address their concerns and/or recommendations to the management
  • Companies that are trying to offer a particular product/service to other businesses within a B2B transaction
  • Non-profit organizations that are seeking for financial support for a project that they will launch
  • Academic institutions and other educational bodies who would like to send formal invitations for conferences and the like

There are still a lot of ways that formal letters can be used by different individuals and groups. It is best if you will be fully aware of the purpose on why the letter has to be made and why a specific person or group needs to receive it so you can create its content and format accordingly.

 

On the other hand, informal letters are sent with the purpose of communicating or imparting an information which is personal. Some of the usages of informal letters are listed below.

  • To invite people in informal events like birthday celebrations and private get together
  • To share expressions of sorrow through writing
  • To inform a person of what an individual feel towards him/her
  • To congratulate a person for his/her successes or for another milestone that has been reached and achieved
  • To express gratitude and thanksgiving for an act that has been done by a friend or a relative

Why We Need Formal Letters

Formal letters are one of the reasons why corporations, universities, and other types of organizations are able to carry out its visions and goals successfully. It is crucial to everyday living and to society as a whole. The proper and appropriate usage of a formal letter can provide the following benefits:

  • It can ensure that the receiver of the letter can absorb all the information presented in the letter in a formal manner.
  • It helps businesses to further strengthen their professional relationship with other businesses.
  • It allows organizations to be aware that the transaction requires professionalism and business-mindedness when necessary
  • It ensures non-profit organizations that the content of the message that they would like to discuss has been stated in a professional level.
  • It can formalize evidences and proofs that can be used for litigation or even in personal disputes, issues and misunderstandings.
  • It can help individuals to be taken seriously by the businesses and other entities where they will send the formal letter.

Speaking of formal letters, you might also be interested in our collection of Letter Templates in PDF. Access these templates by clicking on the link provided.

Formal Cover Letter Formats

Sample Formal Cover Letter

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  • Doc

Size: 157 KB

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Formal Business Cover Letter Format

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Size: 4 KB

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Formal Application Letter Formats

Sample Formal Application Letter

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  • PDF

Size: 600 KB

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Formal Job Application Letter

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  • PDF

Size: 107 KB

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Formal Request Letter Formats

Formal Meeting Request Letter

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  • PDF

Size: 562 KB

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Formal Transfer Request Letter

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Size: 2 KB

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Formal Donation Request Letter

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Size: 16 KB

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Formal Invitation Letter Formats

Formal Party Invitation Letter

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  • PDF

Size: 95 KB

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Formal Apology Letter Formats

Sample Formal Apology Letter

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  • PDF

Size: 39 KB

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Formal Business Apology Letter

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  • PDF

Size: 159 KB

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Formal Apology Letter in PDF

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  • PDF

Size: 275 KB

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Formal Proposal Letter Formats

Sample Internship Proposal Letter

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  • PDF

Size: 64 KB

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Formal Sample Business Proposal Letter

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Size: 7 KB

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Formal Budget Proposal Letter

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  • PDF

Size: 24 KB

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Formal Leave Letter Formats

Formal Maternity Leave Letter

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  • PDF

Size: 972 KB

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Formal Leave Application Letter

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Size: 2 KB

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Sample Formal Leave Letter

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Size: 7 KB

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Formal Address Letter Formats

Formal Address Letter

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Size: 128 KB

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Formal Business Letter Format

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Size: 168 KB

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Formal Letter for Change of Address Format

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  • PDF

Size: 105 KB

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The Basic Format of Formal Letters

Here are some guidelines to help enlighten you regarding the proper format of formal letters:

  • Letterhead. On this part, write the date you are sending your letter. After that, leave one space then write one block which contains your information (name and complete address). Then, leave another space and start another block for the information of your letter-recipient.
  • Formal salutation. Write a formal salutation. You have the option to address the letter recipient with his/her full name or surname. However, the latter is commonly used for business transactions as it is more formal and professional.
  • Statement of the letter’s purpose. The first paragraph of your letter should already be able to provide the purpose or reason on why the letter has been written. You need to make the recipient knowledgeable of what the entirety of the letter is all about. It will be best if you will be direct to the point and particular so to avoid confusion and misunderstandings.
  • Explanation for the relevance, importance, or reason for such an intent or purpose. Your formal letter must contain supporting statements that can further help elaborate the purpose of the letter. Always ensure that the letter that you will create is understandable and comprehensive.
  • Add more information regarding your letter’s purpose. The length of your letter will depend on the content that you will place in it. Do not be afraid to create a long letter if you think that it will help you to fully provide the details that you would like the letter recipient to know. More so, make sure that all the strong points of the letter content are highlighted through the proper breakdown of your paragraphing.
  • Delineate the specific actions or response which are expected of them. When necessary, it will be of help if you will already state that you are expecting the response of the letter recipient. There may be times when your expectation of getting a letter of response may not be that clear which makes the recipient think that it is fine if he/she will not provide you with one. Again, appropriate call to actions must be given especially if there is a time frame or duration that you would like the recipient to be mindful of when it comes to replying to the letter.
  • End your letter by thanking your recipient. It is only proper that you acknowledge the fact that your letter-recipient has dedicated an amount of time in reading your letter. You can do this by simply thanking him/her for his/her time.
  • After your concluding statement, close your letter formally. Write a polite and short closing remark. Afterwards, write your name and affix your signature on top of your name.

If you want to learn the proper format of formal letters, it would benefit you immensely if you refer to our templates on this page. Download our templates now so you would be more knowledgeable of the specific parts of formal letters.

Formal Meeting Letter Formats

Formal Business Meeting Letter

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  • Doc

Size: 7 KB

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Formal Meeting Invitation Letter

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  • Doc

Size: 7 KB

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Formal Meeting Thank You Letter

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  • Doc

Size: 7 KB

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Formal Farewell Letter Formats

Sample Formal Farewell Letter

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  • PDF

Size: 81 KB

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Formal Farewell Invitation Letter

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  • DOC

Size: 3 KB

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Formal Certification Letter Format

Sample Formal Certification Letter

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  • DOC

Size: 2 KB

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Formal Declaration Letter Format

Sample Formal Declaration Letter

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  • PDF

Size: 39 KB

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Formal Permission Letter Formats

Formal Permission Request Letter

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  • Doc

Size: 7 KB

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Formal Permission Letter

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Size: 5 KB

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Sample Formal Permission Letter

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Size: 13 KB

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Formal Greeting Letter Formats

Formal Holiday Greeting Letter

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  • Doc

Size: 7 KB

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Formal Vacation Letter Formats

Formal Vacation Request Letter

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  • DOC

Size: 2 KB

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Formal Vacation Leave Letter

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  • DOC

Size: 3 KB

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What We Offer

Here at Template.net, we are offering you with various formal letters which you may find useful for whatever formal purpose you may have. Our templates are available for free download. More so, these templates can provide you with solutions for your particular needs when it comes to the creation and usage of formal letters. You can easily edit these templates in Word and PDF so their format and content can fit your current undertaking’s requirements.

Formal Business Letters

The manner in which you communicate in the professional setting plays a great deal in the fruitfulness of your corporate dealings. A business letter is a primary form of communication in the business world. Naturally, it contains valuable information on business-related matters, the specifics of which may vary.

Business letters are crucial in business dealings. The following are the functions of business letters:

  • Business letters serve as physical evidences for agreements and other corporate transactions. Since business letters contain details about the specifics of an agreement, it can easily identify the flow of the transaction that existed between parties. The compilation of the business letters used within a particular corporate undertaking can help track the updates and changes applied by the entities present in the transaction.
  • Business letters can provide support to a blossoming business relationship. Initial transactions are always the most crucial part of any business undertaking. This phase allows businesses, individuals and establishments to lay their trust to one another. If a business letter is used and maximized, then these entities can feel the professionalism of the other corporate and professional bodies that they would like to transact with.
  • Business letters can be used to provide information about the new products and/or services of the business. This kind of advertising can be of help in business-to-business transactions as it can easily persuade another company to identify the benefits that they can get from your business’ offering.
  • Business letters can promote great relationship between employees, employers, vendors, and businesses. Corporate processes is a combination of the efforts of different players and stakeholders. With this, all of them must feel that their contributions are highly regarded and appreciated. Business letters can help these entities to transact with each other easily without being too informal.
  • Business letters can strengthen the bond between existing parties. It is essential for a professional relationship to ensure that the parties involved in the transaction respects the rights and interests of one another. Through the usage of business letters, these entities can make sure that they will transact with each other accordingly.

Formal Thank-You Letter for Donation

Donation is the voluntary act of supporting financially (or other type of beneficial resources) a certain activity, event, or cause. The usual donors are the following:

  • affluent individuals
  • companies and corporations seeking to market their business
  • charitable institutions

A donation thank-you letter is the letter which the receiver of a donation must write to his/her donors. It is only proper to thank the person who has willfully extended their help to another person even without the assurance of receiving anything in return.

Formal Complaint Letter to HR

A formal complaint letter to HR is the letter which employees send to the Human Resource Manager in their company in order to make a complaint about something that is related to their jobs. The following are examples of possible employee complaints which can be addressed to the HR:

  • An employee can send a letter to the HR in order to make complaints regarding benefits, incentives, and salaries.
  • An employee would send an HR complaint letter in order to ask to be transferred to another cubicle, office, or department due to some inter-organizational conflict which might disrupt his/her productivity.
  • An employee would send an HR complaint letter in order to make a complaint regarding the treatment which he/she may be receiving from superiors which can be considered as unprofessional or improper.

Formal Cover Letters

A cover letter is the document sent by an applicant together with his/her professional profile. Though a resume is most likely to be reviewed by the hiring personnel, it is still helpful to provide a cover letter that can showcase additional information about your professional background.

Cover letters can help convince your prospective employer that you are the perfect fit for the position that they would like to offer to a qualified candidate. The following are some things which you need to remember when writing an effective cover letter:

  • Write the usual heading which includes the recipient’s information and the job applicant’s basic personal and contact details.
  • Ensure that you will start the conversation with a formal greeting. If you were able to get the information of the hiring personnel, then it will be best to place them in the document especially his/her full name and position. Properly addressing your cover letter recipient can say a lot about your familiarity in business and professional transactions.
  • Your cover letter can be fully effective if you will state your desire to be considered for your target job position on the first part of the letter. Specify the work post that you would like to get so the employer can assess your qualifications based on the job function of the position that you have stated.
  • It is important to remember that you should not copy the content of your resume. However, you can elaborate some of your qualifications, competencies and other deliverable so that the employer can be more aware of what you can bring to the table.
  • Make sure that you will support your list of qualifications with instances where your skills and abilities have been highly-usable. Impress your employer with a preview of your achievements through the usage of your specified qualifications.
  • Always be thankful and appreciative for the time that the employer has given to review your application.

Other than the templates on this page, you can also check out our collection of Formal Letter Examples. You can access these templates by clicking on the link provided.

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