45+ Formal Letter Templates

Formal letters are the letters that are used in corporate and business transactions. There are various formats that are applied in specific formal letters, depending on the purpose of their usage and the content that needs to be relayed from the letter sender to the receiver of the document. Formal letters can be written by a representative from the business, an employee of the company, the clients and/or customers of the business, and any other entities that would like to have a formal discussion about a specific subject matter.

Formal letters are strict in nature as they need to follow a specific format, they need to be business-like, and they need to exude professionalism in terms of the word choices used in the letter and the construction of the sentences and paragraphs that can be seen in the document. Writing a Formal Letter may be intimidating at first. All you have to do though is to familiarize yourself with the formats that can be used in creating a formal letter and learn the proper usage of the structure of the letter content.

Business Formal Letters

Business Proposal Formal Letter

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Size: 46 KB

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Business Communication Formal Letter Format

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  • PDF

Size: 44 KB

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Business Formal Apology Letter

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  • 29 Kb

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Formal Resignation Letters

Formal Job Resignation Letter

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  • PDF

Size: 63 KB

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Formal 2 Week Resignation Letter

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Size: 63 KB

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Formal Complaint Letters

Formal Employee Complaint Letter

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Size: 46 KB

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Formal Complaint Letter to HR

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Size: 3 KB

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Formal Request Letters

Formal Meeting Request Letter

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  • PDF

Size: 36 KB

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Formal Transfer Request Letter

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  • PDF

Size: 102 KB

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Formal Vacation Request Letter

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  • Doc
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Size: 29 KB

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Formal Grievance Letters

Formal Grievance Response Letter

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  • Doc
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Size: 40 KB

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Formal Grievance Appeal Letter

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  • Doc
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Size: 63 KB

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Formal Grievance Decision Letter

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  • PDF

Size: 8 KB

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The Formal Letter Format

There are different formats that can be applied in a Formal Letter Template. A few of these styles or formats are as follows:

  • A full block format is the letter format where all the letter elements are placed at the left side of the document.
  • Modified block is the format that is considered to be more balanced compared to a full block format. A modified block format differs with a full block format in terms of its structure or layout in a way that the date, the complementary close and the signature block of the letter is not in the left side of the document.
  • A semiblock style is almost the same in terms of its structure. The only difference that can be seen in these formats is the indention of the paragraphs that are present in a semi block format. In terms of its usage in business and corporate transactions, a semiblock format is deemed to be less format.
  • The AMS format is a simplified letter format proposed by the Administrative Management Society (AMS). This format differs from other formal letter formats due to the absence of the formal salutations and the complementary close. A subject line is included in the letter which can be compared to the subject placement in e-mails.

Inclusions of a Formal Letter

A basic Formal Letter should include the following information:

  • The addresses that should be present in the letter which includes:
    • The return address or the address of the person who wrote the formal letter
    • The address of the person who is expected to receive the letter
  • The date that the formal letter has been written
  • A formal salutation or greeting
  • The name of the person who is the receiver of the letter
  • The letter content
  • The purpose of the letter
  • An end note, closing, or call to action
  • The signature block
  • The name of the person who wrote the letter

Importance of Being Knowledgeable About the Usage of Formal Letters

It is very important for you to be aware of the proper usage of formal letters for the following reasons:

  • Being able to understand the concept in writing formal letters can help you to create formal letters easier especially if it is a part of your job functions.
  • Writing a formal letter can showcase your professionalism in making transactions with businesses and other entities where a written document is needed.
  • The ability to create a formal letter can provide you advantages in terms of applying for job positions where letter writing is an important factor. This can be applied in job functions that are related to sales, marketing, and other service industries. It can also be used by businesses who would like to extend their customer service processes and efforts through a letter.

Formal Apology Letters

Formal Business Apology Letter

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  • PDF

Size: 39 KB

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Formal Apology Letter to Client

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  • Doc
  • Docx

Size: 3 KB

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Formal Thank You Letters

Formal Business Interview Thank You Letter

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  • Doc
  • Docx

Size: 16 KB

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Formal Email Thank You Letter

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  • PDF

Size: 408 KB

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Formal Invitation Letters

Formal Meeting Invitation Letter

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  • Doc
  • Docx

Size: 4 KB

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Formal Business Invitation Letter

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  • PDF

Size: 91 KB

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Formal Invitation Decline Letter

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  • Doc
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Size: 3 KB

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Formal Letter Formats

Formal Business Letter Format

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  • Doc
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Size: 14 KB

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Formal Resignation Letter Format

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  • Doc
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Size: 16 KB

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Formal Acceptance Letters

Formal Job Acceptance Letter

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  • PDF

Size: 108 KB

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Formal Request for Acceptance of Offer Letter

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  • Doc
  • Docx

Size: 9 KB

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Formal Recommendation Letters

Formal Job Recommendation Letter

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  • PDF

Size: 3 MB

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Formal Business Recommendation Letter

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  • Doc
  • Docx

Size: 19 Kb

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Formal Termination Letters

Formal Lease Termination Letter

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  • Doc
  • Docx

Size: 9 KB

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Formal Contract Termination Letter

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  • Doc
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Size: 22 KB

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Suggestions in Writing a Formal Letter

If you want to write a formal letter or you are tasked to curate one for a particular business transaction, here are a few guidelines that you may follow:

  • You need to be accurate with all the details that you will put in the letter. Since it is a formal letter, it is mostly used in business transactions. hence, you need to assure that all the items that you will write in the letter are based in reality and can either be given, asked or offered to the person to whom you are writing the letter for.
  • In writing a formal letter, you need to be concise. Make sure that the content structure allows the receiver of the letter to know the main subject focus of the letter first before reading all the supporting details in the next paragraphs that can be seen in the letter.
  • Use words that are businesslike and are formal enough for the transaction that you are currently involved with. Use jargon only when appropriate. Other than that, use simple professional words that can be easily understood by the person to whom the letter is for.
  • Do not forget to state the purpose of the formal letter. Do not veer away from the subject that you want to discuss.
  • Always be straight and direct to the point. As much as possible, do not use flowery words as it can affect the perception of the individual who will receive the letter regarding the business relation of the letter content and why the matters present in the letter should be taken seriously.
  • Keep the letter short. Include only the information that the letter receiver needs to be aware of.

Kinds of Formal Letters

Since there are a lot of transactions where formal letters may be used, there are also variations in terms of the letter format that is applied in a specific letter and the content that can be seen in a particular one. A few samples of formal letters are as follows:

  • A Formal Resignation Letter is created by an employee who would like to resign from his or her post in the company where he or she is currently working. A formal resignation letter can be any of the following:
    • Formal job resignation letters are created if the employee will follow the suggested work rendering before the effective date of resignation.
    • Formal two-week job resignation letters are given by resigning employees to the management if the reason for their resignation needs a faster date of release from the company.
    • Formal immediate resignation letters can be created and sent by employees who need to resign right away due to uncontrolled circumstances which disables them to render additional work services to the business where they are currently involved with.
  • Formal Complaint Letters serve as a notice from an entity regarding the activities of the business that can cause dissatisfaction to its clients. Formal complaint letters may also be given by an employee of the company telling the management about the processes of the business which are not healthy for the work force. A few samples of formal complaint letters are as follows:
    • Formal employee complaint letter
    • Formal complaint letter to Human Resource
    • Formal guest complaint letter
  • Formal request letters are different in nature depending on the person who will write it and the kind of request being asked for approval. A formal request letter can be any of the following:
    • Formal meeting request letter
    • Formal transfer request letter
    • Formal vacation request letter
    • Formal leave application letter
    • Formal job application letter

The usage of these formal letters vary on the nature of their content and the purpose why they are needed to be written and sent out.

Formal Demand Letters

Formal Rent Demand Letter

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  • PDF

Size: 12 KB

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Formal Demand for Payment Letter

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  • Doc
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Size: 12 KB

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Formal Job Letters

Formal Application for Job Letter

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  • Doc
  • Docx

Size: 244 KB

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Formal Offer Letters

Formal Offer Rejection Letter

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  • PDF

Size: 13 KB

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Formal Business Offer Letter

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  • Doc
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Size: 608 KB

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Formal Purchase Offer Letter

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Size: 3 KB

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Formal Reference Letters

Formal Character Reference Letter

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  • PDF

Size: 67 KB

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Formal Personal Reference Letter

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  • PDF

Size: 17 KB

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Formal Employment Reference Letter

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  • Doc
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Size: 7 KB

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Formal Personal Letter

Formal Personal Introduction Letter

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  • Doc
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Size: 1 MB

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Formal Personal Reference Letter

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  • Doc
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Size: 1 MB

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Formal Cover Letters

Formal Proposal Cover Letter

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  • Doc
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Size: 3 KB

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Formal Email Cover Letter

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  • PDF

Size: 66 KB

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More Kinds of Formal Letters

Aside from the above mentioned samples of formal letters, here are more kinds of formal letters that you can use in other corporate and business transactions:

  • Formal apology letters are used to show an entity’s humbleness as they ask for forgiveness and/or understanding regarding an unfortunate event that they have been involved in.
  • A formal invitation letter is sent to the people who’s presence is expected in a specific business gathering. It can also be sent back either as a professional way of confirming a person’s attendance or declining the invitation.
  • Formal offer letters are given to qualified applicants who are given the chance to be a part of the company where they have applied for. A formal offer letter can also be coming from an applicant who would like to discuss his or her decision regarding the offer’s acceptance or rejection.
  • Formal recommendation letters or reference letters are created to provide information about an applicant who would like to pursue a career either in the field of academics or any other professional undertaking.
  • Formal termination letters are written to terminate a contract, a business agreement, or an employee.

There are still other kinds of formal letters that you can use in more variations of business transactions. Other than our samples of formal letters, you may also be interested to browse through and download our samples of Claim Letters and Response Letter Templates for additional references.

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