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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 /commonly used starting sentences of a 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. Please make prompt remittance in your above overdue loan account
  15. We hereby certify that
  16. It is certified that
  17. We have to confirm that
  18. We shall be obliged if you ...
  19. This letter will find (introduce) (tell) you ....
  20. We assure you that ...
  21. The bearer of this letter is ...
  22. The following information (documents) are ..
  23. The under-mentioned information (documents)
  24. We have been informed that ...
  25. Please send your application / consent ....
  26. Kindly provide the following (under mentioned) (detailed below) additional informations ...
  27. We have pleasure in acknowledging your letter dated ...
  28. We are pleased to inform you
  29. We acknowledge receipt of your letter (representation) (payment) (bill) ...

Click here for the forms & sample of official letters











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