Letters – Free Sample Letters

This letter is from an irate customer, who had purchased a particular model of a watch but on reaching home finds a different one from what he had chosen. Such types of letters should contain precise information about the product and nature of the complaint.

Here is a sample customer complaint letter:

From:

Jonathan Price

27^th lane,

House #8,

Park Avenue,

Vancouver,

Canada

To:

The Branch Manager

Tiscot Showroom,

Maple Avenue,

Vancouver,

Canada

21^st June 2010

Dear Sir,

On the 20^th of June i.e. yesterday I had visited the showroom with my fiancée. We had gone through the vast and lovely collection of watches there. We were attended by Mr. Samuel. After looking at the collection, we had selected a model as a gift, for my fiancée. We paid for it and asked to pack the selected watch.

Imagine our horror and surprise when we opened the packet at home and found an entirely different make and model watch from the one that we had selected. Beside this watch is of inferior quality costing less than the chosen one.

I have retained the cash receipt of the watch purchased. The amount that we paid was for the watch that we had selected. I request you to kindly look into the matter. I shall be visiting the showroom tomorrow.

Thanking you,

Yours truly,

Jonathan Price

Wishing your girlfriend/ boyfriend or your spouse a very happy birthday needs to have romantic overtones. Since it is a personal letter one or two personal incidents can be mentioned.

Here is a sample romantic birthday letter:

From:

Raymond Jones

Sunrise Hotel

Park Street,

California

To:

Sarah Jones

Parle Street,

House #28,

Houston,

U.S.A

22^nd June 2010

My dearest wife Sarah,

Wishing you a very Happy Birthday! I wish I could be present today to celebrate with you. But it is not to be. I know that you will dearly miss me on this day as it is the first time that I am away on your birthday. But it could not be helped.

I still remember your birthday, 6 years back, when we had just started dating. Our trip to the beach was the most romantic day ever that we had spent till date. I think that was the best day in our life. I was making plans of celebrating your birthday at that same place, but my business trip spoilt all that. But take heart, when I return back we shall have a belated birthday party at the same beach.

Make arrangements to leave the kids with my sister, as it will be just the two of us. Here I miss you a lot. I wish I could have brought you along with me. It would have been your birthday celebration as well as our second honeymoon. Anyways there is another year’s wait.

Bye and lots of love and kisses,

Yours truly,

Ray

Resigning from the work place where a person has been working for a long time is usually traumatic for the person. But sometimes due to unavoidable circumstances, a person has to resign from his job. Such a letter should be very concise and the reason for resignation should be clearly mentioned.

Here is a sample resignation letter:

From:

Rupert Douglas

1845, Birch Tree Lane,

Dale Street,

California

To:

The Chairman

Global HiTech Research and Development Centre

6^th Avenue,

California

3^rd July, 2010

Ref: Resignation from the post of Director

Dear Sir,

It is with a heavy heart that I am hereby tendering my resignation from the post of Director. The reason is that I have to relocate to Los Angeles. You are well aware that my father passed away last month. He had a successful business there. After his death there is no one to run his business. It is now my responsibility.

Thus it is of top priority that I go and take up the reins of his business. It will not be possible to work long distance. Hence I decision to resign from the job. It is with a sad heart that I am doing so. After working for so many years with this firm, I have a special attachment with all of you. I will surely miss the easy rapport that I had with all.

I request you to kindly issue me an experience certificate and my dues.

Thanking You,

Yours sincerely,

Rupert Douglas

This is formal letter that an employee writes to the management, for granting him leave of absence from his work. The duration of the leave and the reason should be mentioned in precise manner.

Here is a sample leave of absence letter:

From:

Mr. James Hadley

Arthur Road,

California

To:

The Chairman

Mather and Andrews

Lawyers and Solicitors,

Rosewood Building,

Park Street

California

23^rd June 2010

Ref: Request for leave for 6 days.

Dear Sir,

I am forwarding my application for leave of absence from work for 6 days. As you are aware that I met with an accident yesterday, and I am still in the hospital. The doctors have advised me to rest for another 5 days. Although there is nothing seriously wrong with me, but I am in no condition to report to work for another 5 days.

I have advised my senior lawyer and have given my routine work to my assistant to complete. In my absence there will be no loss of work.

I am enclosing my doctor’s certificate for the records. I shall be reporting on the 28^th of this month.

Thanking You,

Yours truly,

James Hadley

This is a farewell letter from the management and employees of the company to its Chairman who is retiring in the coming days. It is a semi formal letter that wishes its Chairman well in future.

Here is a sample professional farewell letter:

From:

The Management and Employees

Genius Electrical Inc.,

New York

To:

Mr. James Lawrence

Chairman,

Genius Electrical Inc.,

New York

Dear Sir,

We the management and employees wish you a Happy Future on your retirement. Although you will now no longer come to the office, we request you to keep giving your advice to us in all the future projects of the company.

Over the years the company has progressed a lot under your guidance. In fact you were the person who was single handed responsible for pulling the company from the brink of financial crisis 2 years back.

Your dedication and devotion to the company has been an inspiration for all the young and old. Thus, it is with a sad heart that we all bid you farewell. We seek your guidance in future too.

Wishing you a Happy Life,

The Management and Employees

Genius Electrical Inc.

In some countries it is customary to give paternity leave to the father –to- be. Although it is not mandatory but a company does allow its employees to take leave. Here in this letter one such employee is seeking leave under the paternity leave provision.

Here is a sample paternity leave letter:

From:

James Hadley

Arthur Road,

California

To:

The Mather and Andrews

Lawyers and Solicitors,

Rosewood Building,

Park Street,

California

21^st June2010

Ref: Application for paternity leave

Dear Sir,

I am forwarding my application for paternity leave as you are well aware that my wife has delivered a baby last night. There is no one to look after my 3 year old daughter at home. I will find it difficult to manage home and office. Since my wife has had a cesarean section as her labor was difficult she will have to stay in the hospital for a week.

Besides this the baby has developed jaundice. Although the doctors say that it is not a cause to worry, my wife will get a discharge only after the baby is normal.

Sir, I therefore request you to kindly grant me a month’s paternity leave w.e.f. 22^nd June, 2010.

Thanking you,

Sincerely,

James Hadley

An employee’s payment stopped due to any reason causes moments of anxiety for the person. In this letter an employee of the firm is writing a request letter to the management of the firm to release his dues.

Here is a sample pending payment letter:

From:

Walter Wayne

Assistant Manager,

Techno Global Research Center,

Maryland

To:

The Managing Director

Techno Global Research Center,

Maryland

21^st June 2010

Ref: Request to release the pending payment

Dear Sir,

I am working as an Assistant Manager, in the Production unit. As I was not keeping well for the past 2 months I was unable to attend the office for the duration of 12^th April to 12^th June 2010. I had met with an accident and was not in a condition to come to the office and have given my leave request. This was subsequently done by my brother.

Due to some formalities my salary for these months not paid to me. I have completed the paper work and have submitted a doctor’s medical certificate. I have also submitted the fitness certificate along with it.

I now request you to kindly release my salary and the payment due towards the medical bills that I am entitled to.

Thanking You,

Yours sincerely,

Walter Wayne

Introducing a product for sale is usually done through a promotional sales letter. In this letter a company is introducing a new product through a letter to its former customer.

Here is a sample letter for introducing a product for sale:

From:

Bob Jones

Marketing Manager,

Washit Cleaning Solutions,

New York

To:

Mrs. Laura Simons.

House #60,

Elms Street,

Avenue Road,

New York

23^rd June 2010

Dear Mrs. Simons,

We thank you for the support that you have given to us, by patronizing our products. You must now be well aware of the quality of our products.

We are now introducing good quality super duper mops. These mops are special as they have high absorption fibers that mop up spills in no time. They are made of super fibers and can be used on any surface. They are suitable for all types of work places and various types of spill. It comes with special attachments that can be used under the beds and sofas.

Not only this, on purchase of the product now you will get 3 attachments free. If you are interested call us at the toll free number given below and our sales person will come to your home and give a demonstration.

You can collect your friends and family for the demo. If you are able to collect 10 persons at the demo, you will be entitled for a free gift. Our no. is 1800-2222-333

Thank you,

With regards,

Bob Jones

In the heat of the moment we sometimes say some words that we do not mean to speak under normal circumstances. Between two friends this type of situation may create distances, resulting in a breakup. Here a friend is apologizing for his behavior with his friend.

Here is a sample personal apology letter:

From:

Steven Johnson

House no- 50,

Orchid Apartments,

New York

To:

Ronald Trump

Apple Appt.

Flat #106,

Park Street,

New York

20^th June 2010

My dear Ronald,

I know that you will view my letter in an aggressive mood. Before I continue with the letter, I would like to apologize for my obnoxious behavior. I should have not been so rude to you. You were doing your utmost to solve the crisis in my life. It was not proper for me to have blamed you for the problems that I was facing.

But my friend, as you knows that I was not in control of my emotions. The situation was created in such a manner, that I thought that you were responsible for all the drama unfolding at the party. But after the party Tom gave me dressing down and made me aware of the reality. I am now ashamed of my behavior and do apologize for the same. I hope that you will forgive me and this episode will not break our friendship.

Waiting for your apology,

Your friend,

Steven

After working with a firm for some time a person desires a promotion. The promotion is a way of expressing, appreciation for the work done by the person in the firm. Sometimes it is granted by the management without asking for it. If it is not so then a person can write a formal request for it. It should contain all the high points of his career with the firm.

Here is a sample letter asking for promotion:

From:

Sarah Jones

House no- 45,

Central Park Lane,

Orchid Palm Complex,

New York

To:

The Management Committee

Blue Chip Company,

Sigma Building,

New York

22^nd June 2010

Ref: Request to grant promotion from the post of Assistant Manager

Dear Sir,

Through the advertisement in the local newspaper I came across that our company is in need of person to head the Designing and Layout Dept. I would like to forward my application for the same.

I have a degree in Graphic Designing and I have been working in the department for the past 3 years. I was actively involved in the 3 major projects that our company had undertaken in these years.

I was personally responsible for the project that we completed successfully, last month for which I was given the best employee award. I, thus feel that I am now ready to take on new responsibilities and more challenging projects. This will help me to use my creativity to the maximum and give our company more benefits.

I hope my candidature for the post will be considered.

Thanking You,

Yours truly,

Sarah Jones