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.
- Heading :- The date only, since the letterhead carries the address.
- Inside address :- The name and address of the person to whom the letter is written.
- Salutation :- The forms in general use are - Dear Sir, Dear madam, Gentlemen, Dear Mr. Robin, My dear Mr. Robin.
- Subject / Reference / Regarding :- Specify the subject matter of the letter, employee name or account name or account number
- Body of the letter :- This is the actual subject matter. It should be well spaced and margined
- 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.
- 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
- We would like to inform you that ...
- This has reference to your letter dated ...
- With reference to your letter ...
- It is to inform you that ...
- Please be informed that ...
- This is to inform you ...
- We wish to call your kind attention ...
- In above context, we would like to ...
- In above context, please refer to your (our) letter ....
- This is in reference to your (our) ...
- We hope that you will ....
- We are always pleased to serve our good customers (for) but ...
- 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).
- Please make prompt remittance in your above overdue loan account
- We hereby certify that
- It is certified that
- We have to confirm that
- We shall be obliged if you ...
- This letter will find (introduce) (tell) you ....
- We assure you that ...
- The bearer of this letter is ...
- The following information (documents) are ..
- The under-mentioned information (documents)
- We have been informed that ...
- Please send your application / consent ....
- Kindly provide the following (under mentioned) (detailed below) additional informations ...
- We have pleasure in acknowledging your letter dated ...
- We are pleased to inform you
- We acknowledge receipt of your letter (representation) (payment) (bill) ...
Click here for the forms & sample of official letters
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