Official Letter Format

Informal letters may have been the easier question to answer during an examination, but people can agree that formal or official letters hold a larger importance in our lives. There is a standard format that all official letters have regardless of the subject matter. Official letters are not to be confused for business letters.In order to understand the difference, search for an official letter sample online. There are a number of options available for your benefit!

What is an official letter?

Letters written with the intention of addressing complaints, queries; applications for jobs, leaves, permission or to officials for certain obligations, government purposes, or a simple correspondence between two institutions comprise official letters. They are written with very specific intent and purposes, addressing necessary concerns and requests.

Importance of official letters

It is very important to know how to write an official letter format, since it is based on this format that major aspects are addressed. There are many situations that arise in which an individual may need to address a variety of issues with an institution or when applying for their first job. A well written letter holds more weight than one would imagine; it definitely weighs on your ability to land the job you want.The importance of an official letter cannot be understated. In order for your letter to be appreciated and noticed, it has to be exceptionally well written. Mastering the art of writing a good letter for official purposes will prove to be extremely beneficial in the long run.

What is the purpose of an official letter?

  • They serve as a means of communication between two institutions, an individual and an institution, heads of department, etc.
  • Business proposals, invitations and requests can be made via these letters. Professional  official letter template can easily accommodate company letterheads and logos which makes them perfect for business correspondence.
  • Used for requests and appreciation of various services.
  • Important for letters of introduction, cover letters, etc.
  • Serve as a source of evidence and documented proof for legal proceedings or simply to clear any misunderstandings.
  • Provides information regarding official conversations and transactions that have occurred between two consenting parties.
  • It promotes and sustains a sense of goodwill.
  • Establishes a means of communication and connection between those in correspondence.
  • Good format engages the reader and draws them towards the point of importance.
  • In reference to CV’s and cover letters, it establishes your communication skills.
  • It showcases your professionalism and establishes grounds for any communication.
  • Could provide a preventive measure or solution to a problem that has not been previously addressed. Thus, brings to light many issues that may not have been noticed.
Though used for a variety of purposes, the format remains the same. An official letter template is easily available online for downloading. By using this template, you can surely frame a letter that can help to address certain important issues. These templates are an ideal framework stating exactly how to deal with such letters and write the best of them. They are created by experts who aim at enhancing letter formatting and formulating abilities. Professional templates are available in a variety of user friendly formats like MS Word, MS Excel and PDF.

How to write an official letter format

Regardless of the reasons for your letter, there is a standard format that you are required to follow throughout. The format must be neat, informative, simple and easy to understand. Simply search for an official letter example online for a more detailed idea. Below are the steps that are to be followed while writing an official letter:
  • On the top left hand side of the page, place the sender’s name, address and telephone number.
  • Right below that, write the date in full. For example, write 26th September 2016 instead of 26 – 08 – 2016 or 26/08/2016.
  • Once you have completed this, write the name, job title and address of the recipient.
  • The above should all be done on the left hand side of the page in capital letters.
  • The next line should state the reason for the letter; whether it is an application for a request or addressing a problem you are facing.
  • Dear Sir/Madam is reasonable salutation before you move on to the body or content.
  • When writing the content, the first paragraph should be warm and briefly addressing the reason for the letter. The second paragraph should state your purpose with various details and facts. While, the third paragraph should conclude your purpose of the letter, requesting due consideration.
  • End your letter with a simple ‘Thanking You’, ‘Sincerely’ or any other appropriate salutation followed by your name.
  • Beyond this, you may mention any attachments that you have placed along with it.
  • Leave enough space so that you can sign the letter without it looking cramped or untidy.
  • If you are unsure about how to write an official letter format consult professional templates for further guidance.

Writing an official letter for a government official

An official letter format to government differs, slightly, from any other official letter meant for a job application or complaint purposes. Below, are a few suggestions that you should focus on when writing a government related letter:
  • You should know the officials name, or at the very least his designation, so that you can address the letter appropriately.
  • Look up government related websites for information on the person you want to write the letter to. These sites will usually have an address attached to the person.
  • If you are not writing to any specific person, but a department, contact your Department of Homeland security for more information on how to get a letter through.
  • Letters may be filtered through many people before they reach the person concerned. In order for your letter to receive approval ensure that it is brief, polite, well-written, thoughtful and appropriately addressed.
  • Because of the filtration system, keep your letter brief and clear. Make your objective known with precision. This will hold the attention of whoever is reading it and they are more likely to pass it on to a higher authority.
Look through an official letter format sample before you decide to write one. Ensure that you have covered every formatting aspect. In case you are not sure, you can surely download them and simply fill in the details. In this way both time and energy would be saved. When writing for such a specific purpose you may want to personalize the official template to suit your needs. Professional templates are flexible and designed to accommodate numerous customizations without a hitch, formats are versatile and may be used different purposes like an official letter format for request or an official letter format to government, so choose the format that you need.

Writing an official letter for a request

The official letter format for request is fairly simple. You can avail an official letter template for getting a clearer idea on how it is written. These few steps will ensure that you cover all your bases.
  • Firstly, depending on your request, you must figure out who will be able to grant it. This is easily accessible knowledge that you can get from the company’s secretary. You should have the full name, address and job title of the person concerned.
  • Just like every other official letter the body of the letter remains the same. The addresses, salutations, etc., all remain in the same place.
  • Remember that requests take time to process because the person you are addressing probably has other tasks that require his/her attention. Usually, a request takes two weeks to process.
  • If your request is time sensitive, mention it without being demanding.
  • Introduce yourself in a line or two so that the person concerned knows exactly whose request they are granting.
  • Whenever you make a request it is very important to be polite and patient but affirmative, clear and direct.
  • As you will notice in any official letter example that can be found online, there needs to be a 1” margin right around the body of the letter and single spaces between words.
  • Font should be clear and crisp, around 12 point. Fancy font will be difficult to read and a complete waste of time.

Important points to keep in mind

  • Keep your letter simple. There is no need for fancy font, different colors, or anything else. At most, place your company logo as the letter head.
  • Do not divert from the point you are trying to make or reasons for writing the letter.
  • Be polite but firm in statements and requests.
  • Address whoever you intend to appropriately and with proper salutations.
  • Use a simple white envelope to place your letter in.
  • Place the senders name and address neatly in the top left of the envelope.
  • The recipient’s name and address should be in the center, clearly written.
  • There should be a clear structure. Every point should follow the other without seeming haphazard.
Effortlessly avail of an official letter sample online that can be used as a guide to writing letters. Some letters are written with slight variations in where addresses are placed or the kind of salutations used. Download any number of templates and use one which suits your requirements. Professional service is economical, hassle free and saves you time and effort. Just print out a template, fill in your details, sign and send. You can even order templates in bulk to keep at hand whenever you need them.

Available Official Letter Format Sample

Since people live in the age of technology and the internet, something as simple as an official letter format sample can easily be found. There are scores of templates that you can choose from. Each template can be downloaded and saved to your computer or laptop for later use. They are also available in a number of formats like MS Word or an e-mail format.Your choice of format or template depends on entirely on your need and how you intend on using it. This is a simple factor you need to keep in mind when deciding on the type of format you would like before downloading a template.

Official Letter PDF

An official letter PDF format is by far the most popular because of its ease of customization. It is also simpler to e-mail a letter in this format without worrying about anyone manipulating it. It is definitely preferred over letters in the word format which tend to be simpler and basic in comparison. PDF formats of letters are a lot more compact as well.Ease of access has made getting a hold of an official letter PDF much simpler these days. Before settling on one template, you can flip through and sample the ones you find appealing. Customize fonts, texts, headers, borders, and every other aspect of your template before purchasing it.What are waiting for? Get your template now!
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