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54+ Formal Letter Formats

Good communication is essential in almost every endeavor. Businesses, educational institutions, or private individuals would be able to communicate best through formal letters.

Contrary to current communication practices, such as instant social media messaging and emailing, sending tangible formal letters are still relevant in this day and age. As a matter of fact, it is the best way to provide evidence in court should there be legal proceedings. Furthermore, formal letters are easier to track down and it is easier to assess whether or not a letter has reached the its target recipient.

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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  • PDF

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 Business Thank You Letter

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  • Doc

Size: 32 KB

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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 Business Complaint Letter

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  • Doc

Size: 7 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 plenty of individuals who can use formal letters. Almost all individuals who are involved in corporations, businesses, companies, non-profit organizations, educational institutions and other formal organizations. Indeed, formal letters are crucial for professionals to be able to communicate with fellow professionals effectively. It provides them a platform for clearly stating and targeting their professional concerns.

On the other hand, informal letters are sent with the purpose of communicating or imparting an information which is personal such as:

  • When someone wants to invite a person for a birthday party, wedding, anniversary, engagement party, and other private gatherings.
  • When someone wants to express his/her heartfelt gratitude towards a friend, parent, colleague, employer, or teacher.
  • When someone wants to express his/her sorrowful remorse for a wrong which he/she has done to another person, be it intentional or accidental.
  • When someone wants to congratulate a certain person for his/her accomplishments or achievements.
  • When someone decides to offer voluntary advice or suggestion regarding a matter which can affect the letter-recipient.
  • When someone decides to cut off personal ties with someone who proves destructive to his/her self-growth, endeavors, or any other personal matter.

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. It allows individuals and organizations to communicate with each other in a formal manner. A formal letter has several benefits and some of those are the following:

  • It allows organizations and businesses to strengthen bonds with other organizations, business, and clients and customers.
  • It is flexible and can be used to communicate almost any formal concern of any type of individual or organization.
  • Since it is a formal document, it is an acceptable form of evidence should there be any court litigation or simply personal or organizational disputes. When there are misunderstandings, a letter of intent can be helpful in clarifying which party has failed to fulfill his/her obligations or what he/she has promised to do at a particular time.
  • Since it is tangible and has a standard layout, it is easier to file these documents in an organized record-keeping system.

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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  • PDF

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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  • DOC

Size: 2 KB

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Formal Donation Request Letter

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  • Doc

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 Wedding Invitation Letter

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  • Doc

Size: 7 KB

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Formal Invitation Acceptance Letter

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  • Doc

Size: 7 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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  • Doc

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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  • DOC

Size: 2 KB

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Sample Formal Leave Letter

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  • Doc

Size: 7 KB

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Formal Address Letter Formats

Formal Address Letter

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  • PDF

Size: 128 KB

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Formal Business Letter Format

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  • PDF

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 (Dear Ms/Dear Mr./Dear Atty./Dear Mrs./Dear Dr.). Make sure you address your recipient using his/her omplete name or their family name.
  • Statement of the letter’s purpose. In the first part of your letter, state clearly the purpose of your letter. Specificity is the key to effectively communicate your intent. Avoid using vague words and phrases.
  • Explanation for the relevance, importance, or reason for such an intent or purpose. This part follows the statement of your intent. Here you expound the relevance or importance of your letter’s purpose and why it must be addressed promptly (if applicable)
  • Add more information regarding your letter’s purpose. In this part you can add the specific information which your recipient might need to know before responding to your letter or in order for them to determine which appropriate action to make. For example if your intent is to offer a proposal or a contract then in this part, you will state the relevant terms and conditions of such proposal or contract.
  • Delineate the specific actions or response which are expected of them. Sometimes, a recipient may fail to respond to a letter of intent promptly because they are too busy to figure out the courses of action available for them with regard to the contents of the letter. That is why, it is your job to make things easier for them by describing what courses of action or response you wish to expect from them. Of course, it is crucial that you use the proper tone in this part and avoid being too authoritative and demanding if the situation or circumstance does not call for it.
  • 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 Business Farewell Letter

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  • DOC

Size: 2 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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  • PDF

Size: 5 KB

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Sample Formal Permission Letter

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  • PDF

Size: 13 KB

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Formal Greeting Letter Formats

Formal Birthday Greeting Letter

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  • DOC

Size: 2 KB

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Formal Holiday Greeting Letter

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  • Doc

Size: 7 KB

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Formal Greeting Email 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. Moreover, these are easy to edit since these are available in PDF and Word formats.

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:

  • A business letter can serve as a distinct form of advertisement. While the optimization of social media and websites are the prevalent trends on advertising, you should never underestimate the persuasive power of directly selling your products to specific clients through your exceptionally crafted letter.
  • A business letter can serve as evidence of transactions or agreements. Hence, it has valid legal weight. That is why, it is necessary that you make a copy of every incoming and outgoing business letters of your office; then later on, you must archive these in a safe and well-inventoried storage system.
  • A business letter solidifies business relationships. Due to its formal nature, business letters enable business associates to communicate in specific terms the conditions with which their bond is founded on. This also prevents them from being engaged in unnecessary conflicts or misunderstandings.
  • A business letter inspires and motivates all the individuals involved in the business to attain a higher level of performance. Also, to uphold higher standards in their work ethics. This is so because business letters are solid foundations in professional environments.
  • A business letter encourages camaraderie and good relations among co-employees or in between clients and vendors/businessmen. One example of a business letter which results to this is the business thank you letter. Oftentimes, we overlook the fact that we all need to be validated and thanked for in our business efforts.

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 a letter that is sent by a job applicant or job seeker to the hiring manager, recruiter, or prospective employer. The purpose of this letter to convince the letter- recipient that the job applicant is the best candidate for the job position he/she is applying for

The following are some things which you need to remember when writing an effective cover letter:

  • Write the usual heading:
    • Recipient’s information
    • Job Applicant’s information
  • Start with a formal greeting. It is important to research beforehand, the name of the hiring manager/recruiter of the company you are applying for. When you address your recruiter using their real names, this will impress them for this signifies how much effort you have done to get the job.
  • Briefly state your interest and intention to apply for the office assistant job position in the company.
  • State the skills and other qualifications which matches the qualifications stated in the job posting of position applied for.
  • Narrate briefly the specific circumstances in the past when you have applied and exhibited these said qualities in a tangible manner. Make sure you are only stating that which has actually happened. Avoid falling into the murky pit of giving out false information just so you will get the job.
  • Narrate briefly and in an engaging manner the specific circumstances when you have added value to the previous company or organization you were working for or involved in.

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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