Official Letter Writing Tips

Letter written on behalf of office represents your office/company. The letters be written on printed letter head and should contain name of office, address and telephone number. A official letter is made up of the following seven parts.

1. Heading :- The date only, since the letterhead carries the address.
2. Inside address :- The name and address of the person to whom the letter is written.
3. Salutation :- The forms in general use are - Dear Sir, Dear madam, Gentlemen, Dear Mr. Robin, My dear Mr. Robin.
4. Subject / Reference / Regarding :- Specify the subject matter of the letter, employee name or account name or account number
5. Body of the letter :- This is the actual subject matter. It should be well spaced and margined
6. Closing :- The complimentary ending varies in degree of formality according to the tone of the letter. The most general use are - Yours truly, Yours sincerely, Yours faithfully.
7. Signature :- Usually the name and official capacity ( designation) of the person signing the letter is typed below the signature

Helping Words of commonly used starting sentences of a letter/Reminder Letter / Follow-up of Reminder Letter

1. We would like to inform you that ...
2. This has reference to your letter dated ...
3. With reference to your letter ...
4. It is to inform you that ...
5. Please be informed that ...
6. This is to inform you ...
7. We wish to call your kind attention ...
8. In above context, we would like to ...
9. In above context, please refer to your (our) letter ....
10. This is in reference to your (our) ...
11. We hope that you will ....
12. We are always pleased to serve our good customers (for) but ...
13. Please note that your above (captioned) (subject) account as shown in the attached statement is overdue as on .... May we have your remittance by return mail ? (Please regularise the account to avoid charging penal interest (to be classified as NPA).
14. I regret to bring to your kind notice that your account has been classified as NPA due to ...
15. I am sorry to state that, due to not depositing regular installment in your ... (above) loan account, your loan account is ....
16. Please make prompt remittance in your above overdue loan account
17. We hereby certify that
18. It is certified that
19. We have to confirm that
20. We shall be obliged if you ...
21. This letter will find (introduce) (tell) you ....
22. In response to your letter dated ..., we have to inform that ...
23. You may like to have ....
24. We assure you that ...
25. It is a matter of concern that ...
26. We have the privilege of being one of the best customer service provider bank in the banking industry ...
27. You as a Saving Bank Depositor in our bank are the most important client for us. Therefore, we would like ...
28. We believe that we are (in a position to serve you ) / one of the best service provider in the industry
29. The bearer of this letter is ...
30. We have been informed by ... that
31. The following information (documents) are ..
32. The under-mentioned information (documents)
33. We have been informed that ...
34. As per the the instructions of board of directors / Competent Authority / General Manager /..., we hereby give you notice and require to send your reply /explanation within ... days of receipt of this letter.
35. Under the instructions of ...
36. Please send your application / consent ....
37. Please give /provide the following information in a tabular form by return mail
38. Please furnish the desired information in enclosed format / performa ....
39. Kindly provide the following (under mentioned) (detailed below) additional informations ...
40. We have pleasure in acknowledging your letter dated ...
41. We are pleased to inform you ...
42. We have pleasure to inform you ...
43. We have pleasure to introduce a new scheme / product featuring ...
44. M/s ...... have given /recommended us your name as ... prominent service provider in ....
45. It is with sincere regret, I have to inform you that ...
46. In a routine / regular inspection of your office, we have observed that ...
47. May I see you (request to visit) at my office to tell you more about the facilities/services be offered ...
48. The enclosed letter/document will give you the desired information enquired vide your letter dated ...
49. Did You have received our letter dated ..., offering you our services/ rebate of ... in charges on maintaining minimum balance in your a/c ( renewal of contract for minimum of one year)
50. You will be glad to know that we have ....
51. We have short listed your name among the ....
52. We acknowledge receipt of your letter (representation) (payment) (bill) ...
53. We are sorry to decline your proposal due to ..
54. Your letter of May 15^th, 2015 (addressed to ...) has been received by us on June 15^th, 2015 and we are looking into the matter and ...
55. In view of new circular / Govt. Guidelines dated .. , we have to inform that ...
56. Please refer to our letter dated ..... and subsequent reminders dated ..... whereby it was advised (requested) to ...
57. We would like to refer our letter dated ... requesting for ...
58. In above context, you are once again requested to .....
59. It is a matter of great concern that inspite of our repeated reminders dated .....
60. We are very sorry to write you again ...
61. In continuation to our letter dated ...., we once again request you

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