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Business Correspondence and Reporting > Writing Formal Letters > Types of Formal Letters with Samples
Writing Formal Letters

Types of Formal Letters with Samples

Suppose you have to write a letter, how you want it to appear? It should be clear and concise. It should be interesting and easily understandable. Since you have read about letters, you are also familiar with informal and formal letters. Also, you have an idea about the informal and formal letter format.

We know that all these letters have a pre-specified format. Everyone has to write business letters of some type once in their life. It is important to express the main content of the letter in clear and unambiguous term. In this section, we are going to study the types of formal letters with samples. Let us start.

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Formal Letter Format

A formal letter has a format which needs to be followed. A typical formal letter format is

  1. Sender’s address
  2. Date
  3. Name / Designation of Addressee
  4. Address of the Addressee
  5. Salutation
  6. Subject
  7. Body – Introduction, Content, Conclusion
  8. Complimentary Close
  9. Signature / Name of the Sender
  10. Designation of the Sender

formal letter format

Types of Formal Letters and Formal Letter Format

A. Letter of Enquiry

As the name suggests this type of letter is the source of collecting information. People usually use a letter of inquiry as one of the most used business letter or formal letter. A letter of inquiry helps a person to have information like some course or job inquiry, prices of services and products, terms and orders or working agreements etc. One must always keep in mind

  • Give a brief introduction about yourself
  • Include the name of the organization (if possible)
  • Provide clear details about the area of inquiry
  • Present your queries and doubt in a clear and understandable form
  • Mention the deadlines by which you need the information

Learn more about the Business Letters here with examples in detail.

The format of this letter is the same as the formal letter format.

Sample

16 Ring Road
Nagpur – 01

November 30, 20xx

The Director
ABC Classes
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Enquiry about CAT Coaching Classes.

This is with reference to your advertisement in the ‘The Times of India’ for CAT Coaching classes. I have passes the B.Sc. degree examination with Statistics as the main subject. I am keen on joining your institute for the coaching classes.

Kindly let me know about the procedure of applying for the qualifying test and its date. I would also like to know the duration of the coaching programme, the duration and the number of classes per week along with the available mode of classes. Information about the fees payable and the study materials is highly appreciated. Could you please send me a copy of your prospectus?

I would like to enroll as soon as possible. Your early response will enable me to decide fast.

Thanking you.

With kind regards
XYZ

Browse more Topics under Writing Formal Letters

Learn more about Formats of Resume here in detail.

B. Order Letter

When a buyer needs to order some goods, he writes an order letter to the seller. The three main parts of this letter are

  • The details of the items or the goods being ordered must be clearly stated. It must have complete information like the quantity of the goods, model number (if possible), etc.
  • The information related to the shipping must also be clearly given. The mode of shipping, shipping location and the desired date for the goods to be shipped must be clearly stated.
  • The inquiry related payment whether it is the mode of payment, date of payment or terms and conditions regarding payment should be clearly mentioned.

Let’s look at the format with an example.

Sample

New Era Business
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
Woods and Worlds
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Placing order for furniture.

As we have discussed telephonically, on behalf of our company I like to place an immediate order for the supply of the following set of furniture.

Model No. Name of the Item Quantity
1254 Chair 25
1478 Chair 12
2148 Conference Table 03
4615 Table 50
2418 Sofa 02

 

As we have discussed, we are sending a demand draft of Rs. 20,000 as advance payment. The rest will be paid at the time of delivery. Kindly ship the above order at the above-mentioned address.

Kindly adhere to the terms of the agreement. We hope to receive the order in four working days.

Thanking You.

Yours truly
XYZ
HR

C. Letter of Complaint

Suppose you placed an order of some items. The quality promised and the quality of the items received is not the same. What will you do? You either want to replace them or want your payment back. How can you do so? This is where the letter of complaint comes into play. While writing this type of letter,

  • One must clearly provide the details of the problem faced
  • Tell what action you want to be taken
  • Provide information like the date of arrival of orders, order number, or the details of the previous complaint (if any)
  • Give a deadline to respond within
  • Attach a copy or a specimen of the invoice or any other receipt
  • Use polite yet assertive words regarding complaint issue
  • Never excuse or make any allegation by self

Let’s look at the format with an example.

Sample

New Business World
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
ABC Stationary King
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Complaint against Order No. S/24-201S-1147.

This is with reference to the Order No. S/24-201S-1147 place on Nov 17, 20xx. The order consists of letterhead and business cards. As per the agreement, we were promised of receiving the order latest by Nov 22, 20xx. First of all the order did not reach in time. Also, the quality of the papers and design selected for business cards is not matching with the selected one.

We have faced a lot of embarrassment and inconvenience and our reputation is at stake in the eyes of our clients.

Kindly ensure that the order will be replaced latest by Dec 4, 20xx, failing which payment will be stopped or the will be cancelled. I sincerely request you to look into the matter and do the needful as soon as possible.

Thanking you.

Yours truly
XYZ
General Manager

D. Reply to a Letter of Complaint

Suppose sometime you received a letter of complaint and you want to reply to it. It is most important to try to look after such complaints as they may cost you your/ organization’s reputation. How will you do so? How can you provide better customer services? It is important for you to

  • Clearly address the problem and the trouble costs to the customer
  • Apologize for the error on your side
  • Clearly state the course of actions you will take for the arisen issues and the time until you will do so
  • Assure the customer for no more future grievances and troubles
  • Be very clear and specific about every detail

The format of this letter is the same as the formal letter format.

Sample

ABC Stationary King
35 Patel Street
Delhi − 18

December 02, 20xx

The General Manager
16 Ring Road
Delhi – 01

Dear Sir,

Sub.: Reply to the complaint against Order No. S/24-201S-1147.

This is with reference to your Order No. S/24-201S-1147 which you placed with our company on Nov 17, 20xx.

We sincerely apologize to you for the inconvenience caused. Right now we are facing problems with supply from the manufacturer’s end. Also, we are flooded with a large number of orders.

We are taking steps in regard to your complaint and we ensure that we will replace the order latest by Dec 05, 20xx also a similar problem does not occur in future again. We would appreciate your support on this matter.

Thanking You.

Yours Truly
QPR
Manager

E. Promotion Letter

This type of letters mainly refers to the one of promoting new developments and up-gradation. The promotion can be of anything new opening of a new branch or show-rooms, new schemes, or any other promotional discounts. For any promotional letter, it is very important to

Let’s look at the format with an example.

Sample

ABC Group of Company
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
XYA Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: New Branch at QPR Colony.

We are glad to announce the grand opening of a new branch of our company in QPR Colony, Delhi on Dec 05, 20xx.

As a respected client, we are extremely delighted to inform you that this branch is also fully efficient. It offers various solutions to your problems and anything that you would ask for. We are dedicated to providing you with the best service that you deserve.

We would be very happy to have you as our guest in our branch and encourage you to find more of our products.

Looking forward to your visit to our new branch.

Thanking you.

Yours truly
XYZ
HR

F. Sales Letters

These letters are written to tell about a product to the customers with an intention of selling it. A sales letter helps in the sale promotion and presenting introductory offers. It makes it easy to understand the facts and figures and also strengthen the partnership and the joint ventures. While writing a sales letter one must keep in mind the following points:

  • The language must be formal
  • Only use easy and clear language
  • Avoid slang and use of abbreviations
  • The content must be clear, concise and understandable
  • Avoid adding extra details or information
  • Pay attention towards the targeted audience
  • Provide details, features, uses of a newly launched product

The format of this letter is the same as the formal letter format.

Sample

ABC Bank
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
XYZ Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Availability of new scheme of an automobile loan.

It provides us with immense pleasure to inform you that we have launched a new scheme for an automobile loan. As a respectable and trusted client, we are providing you with the details of this scheme.

It will take only a couple of minutes to complete all the formalities. The rate of interest of the loan is also very low compared to the schemes of other banks. The bank also provides an opportunity to buy or sell any of the automobiles.

All other information is kept strictly confidential. This service is fast and free and we will provide you with the service within 24 hours.

We will highly oblige to help you to clear any of your doubts. Free feel to contact us. Looking forward to hear from your side.

Thanking you.

With regards,
KLM
Bank Manager

G. Recovery Letters

There are sometimes when a company or an organization needs to collect money from a client or a customer. The intention behind writing recovery letters is to recover the money form the customer without bothering or annoying the client. This type of letter includes detail information regarding the amount of unclear payment, last date of payment of the amount, the detail of the legal action in case of non-payment of the dues. Although it is a recovery letter, one must always keep in mind

  • The remainder must be in the polite language
  • The detailed information and the reasons must be clear and understandable by the client
  • The language should be formal
  • Provide the detail of legal action in case of non-payment of further delay in clearing the dues

Let’s look at the format with an example.

Sample

ABC Bank
16 Ring Road
Delhi – 01

November 30, 20xx

The Manager
XYA Agency
35 Patel Street
Delhi − 18

Dear Sir,

Sub.: Reminder for paying dues.

This is to remind you that your organization has taken a loan of Rs. 2 crores two years back on June 18. As per the agreement and loan guidelines, on completion of one and a half year, you would need to pay back the 80% of the principal amount with the appropriate interest.

Since now we have received just 50% of the principal amount. As the payment is due since long, we would appreciate if you send the cheque immediately.

I request you to kindly look into the matter within the next six working days. Otherwise, strict legal action will be taken. Kindly acknowledge the matter.

Thanking You.

Yours Sincerely
FMG
Manager

Solved Example on Types of Formal Letters

Problem:  Which of the following can be used as a Complementary Closure in any formal letter?

  • Yours faithfully
  • Yours truly
  • With sincere appreciation
  • Yours sincerely
  • With sincere thanks

Solution: Except for yours faithfully any of the above can be used as a complementary closure in the formal letters.

This concludes our discussion on the topic of the types of formal letter format.

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