An official letter is a letter written in a formal, official capacity to discuss something with a colleague, a superior, or with anybody else in the business circle. Official letters are typically written to carry forward an alliance or discuss some details of a deal.
They’re mostly written to and from people who know each other well in an official capacity and wish to take some deal or agreement further. Official letters may concern deliveries of goods, parcels or shipments, or even meetings and conferences or budgets.
Official Letter Template Writing Tips:
- Since most official letters are written to a person who’s known to the writer, the tone of the letter need not be exceedingly polite. Instead, it should be practical and concise, so that the objective of the letter is established quickly.
- Official letters rely a lot on past details, such as conversations or meetings or receipts. Therefore it is essential to mention these and also attach the relevant documents if necessary.
- Official letters will also include plans for the future. The writer may ask the receiver of the letter if he/she approves of so-and-so development or if he/she is willing to go ahead with so-and-so plan.
Official Letter Template Template
I’m writing with the intent of _____________ [asking/inquiring/informing] you that the ________________ [write about the reason of writing the letter].
The staff are also pleased to inform you that _________ has been approved and that the ____________ shall proceed with the project soon. Your participation and cooperation is highly desired and will be well appreciated.
Awaiting your acceptance and collaboration,
[Name and designation]
Official Letter Template Sample, Email and Example/Format
Subject: Budget discussion
Dear ______ [name/designation based on familiarity],
After giving careful thought to the proposal made by you at the weekly conference last Monday, I have decided that the forthcoming project will have my wholehearted approval. I hope the management will approve of my decision.
I’d like to meet and discuss the budget for the project with you, as money is as important as any other factor in this endeavor. I have spoken to a few representatives from Marketing. Once we meet, I’m sure we’ll be able to arrive upon a prudent decision as to how to proceed further with his.
My schedule is packed till this coming Friday, but I’m free for lunch and a meeting afterward on Saturday. If you’ll please reply with a suitable timing and place, we shall fix the meeting details. I’ll also inform the representatives to bring along the necessary documents and statistics.
ABC [name and signature]
Official letter is a letter where you discuss any official matter concerned about the company you are working and with the company that you are writing to. Usually, you may discuss about a deal or payment orders and quality of the service offered by companies. Lets have a look at the template of a official letter and see what is important in it.
Dear sir or madam,
I am writing this letter in response to that talk we had over phone last week regarding a new deal that will help both companies to increase their reputation among people.
[discuss briefly about the issue and do not make this search for key points by writing paragraphs, be short and to the point]
I hope that the above mentioned deal will work better for us and looking forward for your reply.