How to write letters & why we still write letters? Some important templates and formats for writing professional letters.

1. Letter Writing
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4. Types of letters :
• Formal Letter: The letter which is written according to
the formal rules and regulations of an organization is
called formal letter. This type of letter always maintains
the formalities of the office strictly.
• Informal or Personal Letter: The letter which does not
follow any formal rule and contains personal
information is known as informal or personal letter.
This type of letter is written to relatives and friends for
exchanging news or feelings.

5. • Business Letter: The letter which contains
commercial information and is written among
business people is called business letter or
commercial letter. Business letters are formal,
structured and non-personal.
• Official Letter: When letter is written
containing the official information like rules,
regulations, facts and figures, activities,
system, procedure etc. it is called official
letter.

6. • Notice Letter: Notice letter is a letter that is
sent to a person notifying or informing him
about any special topic.
• Circular Letter: A letter that circulates or
announces the same information or message
to a large number of people at a time is called
a circular letter or a circular.
• Social Letter: Letter that is written on any
social occasion or purpose is called social
letter. Invitation letters for different programs,
thanks letter, condolence letter,
congratulation letter etc.

8. LEAVE LETTER :
__________ Your Name
__________ Your Address
__ ____ 20__ (Date)
________________ Reference or Subject
Dear______
This is to inform you that I am taking leave of absence from ______ to
________about which we had discussed earlier. I will return to work on
___________.
I require these days off due to personal reasons which I cannot disclose
to you.
Thank you for your consideration.
If you have any questions or issues, please contact me at __________
during weekdays from______.
Regards
_________Your Signature
_________Your Name

9. Dear ________
We here at ___________ are sorrowed to hear of the loss of your _________.
Please allow me, on behalf of all of us at ________________ to extend our
sympathies to you and your family.
Your _________was a valuable asset to this company and I cannot comprehend that
he will not be among us anymore.
We mourn the loss along with you and pray for the departed soul.
We are here to help in any way we can and do call us as if not anything we can
certainly share your pain.
Sincerely,
________Your Name
________ Your Designation
________ Your Signature
Condolence Letter Template (informal)

10. __________Organisation Letter Head
OR
__________ Organisation/Your Address
__________ Organisation/Your Contact Number
__ ____ 20__ (Date)
_________ (Addressee’s Name)
________________ (Addressee’s Address)
Dear ______,
This is to confirm our business meeting on ____________, at ________ at the Conference
Hall of __________.
Our Senior Manager and business partners will be joining us.
If you need more information, or if there is a need to change the date and/or time or
venue, please contact _____________,
our administrative assistant, at ________________.
Until then Good Bye, looking forward towards our meeting.
Sincerely,
_____________ Your Signature
Confirmation Letter Template - Meeting

11. _________ (Addressee’s Name)
________________ (Addressee’s Address)
_____________ (Addressee’s Contact Number)
__ ____ 20__ (Date)
Sub: Application Letter for _____ with reference to _______, dated__________
Dear_________,
This is in response to your __________ published in the ______on _______.
I am interested in applying for the aforesaid.
I am ________, _____ years old, graduate from _________ batch of year ______. I have
worked for _________ under the position of ______.
I am willing to attend for interview, test and relocate as per your convenience. I hope, I will be
considered for your company’s employment.
I have enclosed a copy of my C.V. and experience certificates for your review.
Your assistance and attention to this application is highly appreciated.
Thank you for your time.
Looking forward to hear from you.
Respectfully Yours,
__________Your Name
___________Your Address
____________Your Contact Number
APPLICATION LETTER :

12. __________ Your Name
__________ Your Address
__ ____ 20__ (Date)
________________Recipient's Name (specific official or person)
________________ Recipient’s Address
Dear ______:
Thank you so much for recommending me for the ____position at ___ (organisation
name). I have got the job and it was your recommendation that did most of the work.
My credentials were good but if they weren’t backed by your recommendation, I
wouldn’t have got the job.
I look forward to a fruitful career at ______.
I can't tell you how much I appreciate your effort and I promise that
I will not let your name down but rather make you proud.
Thanks, one again.
Sincerely,
_________ Your Signature
_________ Your Name
“Thank You Letter” for Recommendation

15. RESIGNATION LETTER :

16. __________ Your Name
__________ Your Designation
__ ____ 20__ (Date)
Dear _______,
I am writing to inform you that I have decide to cease my employment at
_________ effective as of _________.
I have served the office as ________ for the past _______.
I wish to thank you and the company for giving me a great opportunity to further
my career and engage in many meaningful projects.
I have recently accepted a new position that will enable me to further develop
my interests in ____________, which has always been my passion.
I will be forever grateful for the support that I have received over the years
working at ____________ and will always look back with fond memories.
I am at your disposal whenever a need arises out of my replacement or any
other matter. You can contact me at ______during______ (timings i.e. after 3 pm
etc.)
Thanking You,
Yours Sincerely,
__________Your Signature
__________ Your Name

17. THANK YOU…..