A collection of formal, official and professional letters
Letter 1: Subject: Company vehicle use policy 20XX-20XX Dear employees, I hope you all will be fine and enjoying the best of your health. I, being the chief manager of the company, announce through this letter, the vehicle use policy. This must be regarded as a new policy with some amendments to the existing one. However, the company reserves the right to terminate the policy at any time without any...
Sample Letter -1 Subject: Approval of payment of travel expenses Dear Sir, I am Anderson, working as an Assistant Manager in your company for the last five years. I am writing you this letter in order to bring to your attention a trip on behalf of the company as its representative. Since it was a paid tour, I am therefore seeking approval for its expenses incurred throughout the course of...
Letter 1: Subject: Authorization to drive company vehicle Dear Johnson, This document serves as a letter conferring upon you the authority to drive the company vehicle. The authorization period is starting from [date] and will end on [date]. Moreover, you must note that this authority is provisional and subject to verification of your related documents such as a valid driving license and correct driving record. Mr. [X], giving you an...
Sample Letter -1 Subject: Notice of clean washroom to staff Dear all, for the last couple of days, I was thinking about discussing the washroom cleanliness matter with you people. In my last visit to the company office, I needed to use the office washroom in order to urinate, and it was very hard time I spent over there. You all know that we are a large business entity and...
Letter 1: Re. Return of Company’s Property Dear Mr. Capstone, I am Susan Beck, Assistant Manager, from Shorex Star Group of Textiles. I hope you will find this letter in the best of your health. This letter purposes to convey the company’s concern about the property which includes a few office items to be returned. As you have been an employee for six years, I believe you must know about...
A request letter for the revised invoice is written by the buyer of the items to inform the seller about the identified errors that were spotted in the invoice. That way you can possibly ask the seller party for a revised invoice by writing formally about the dispute. The letter will simply provide the referred invoice number and the identified error to be corrected. These billing errors are usually unintentional...
Letter 1: Subject: Warning for failure to communicate with [XYZ] Dear Johnson, This letter is being issued to you owing to your unprofessional behavior at the workplace on the 15th of August, 20XX. We had to launch a new company office at [place name] and I provided you a list of our potential customers because top management was willing to invite them to the said event. Among those customers, there...
A wrong invoice explanation letter can be written in two ways. The first one can be written by the buyer explaining that he has received the wrong invoice from the company and a new invoice should be sent with the correct items and payment. A wrong invoice merely means that the information is incorrect. For example, it contains the wrong items list, incorrect billing calculations, or wrong invoice procedures. Another...
Letter 1: Subject: Apology for missing meeting due to sickness Dear Sir, I, Johnson, want to express my feelings of sorry and submit my apology for not being able to attend the meeting which was held on [date]. I can understand the level of inconvenience you may have faced due to my absence from the meeting but I was not intended to leave this meeting intentionally. I knew the importance...
A letter for requesting an invoice is written to the supplier company in which the buyer asks for the invoice of their recent purchase. He may clarify the order details along with the company’s expectations to send the invoice timely. A simple invoice must contain the identification number, company’s name and address, the services provided, and the list of items purchased. Requesting for an invoice can be a highly fruitful...
Letter 1: Subject: Close a business bank account [X] Dear Manager, I am John Smith and I am writing to you on behalf of my company [NAME]. Please consider this document as a request letter to close our business account which is registered with your bank. This was a great honor for us that we were running our all business affairs through your bank of great esteem. There is no...
A payment clearance letter can be written in two possible ways. The first one can be written when an employee requests his supervisors to grant him a payment clearance letter, in which his dues are cleared according to his working hours. In order to do so, he must first write a resignation letter justifying his departure. So, in the transition period, he can easily work on his clearance procedures. Another...
A claim letter comprises requests for accommodation such as replacement, fraud, damages payment with the help of genial opening about the product, and concerns may be preferred. A claim letter should comprise some basic elements such as a clear and distinguished explanation regarding the complaint, a detailed account of what discord this has created or the mislaying abide by it, reconsideration to fairness and honesty, and equitable adjustment that you...
A thank you letter for laptop is written by an employee to pay his gratitude to the company or his supervisors, who granted him a laptop for work purposes. The letter must express the appreciation and acknowledgment of providing employees the opportunity that may benefit him. Moreover, the letter must identify the reason for and benefits of issuing a laptop. Expressing your credit to a person via a formal letter...
Letter 1: Subject: Apology for preparing an incorrect report Dear Sir, I am Charles, working as an assistant director in the sales and marketing department of your company. I am writing you this letter to submit my apology for the big mistake which I made while preparing the project feasibility report and due to which, we were not given that project. I have realized that my way of report preparation...
A formal resignation letter is written by an employee to announce his departure from a current post on which he was employed. In addition, the worker must ask his supervisors for the clearance procedure to be followed, so his remaining dues can be cleared before his resignation date. The employee may include his personal experience of work in the company, followed by his gratitude and contact details for further procedures....
An email for the approval of travel expenses is written by an employee of the company to request some basic facilities from his supervisors, such as a business trip and traveling expenses. This email is written to the company so they can support a basic trip for the employee, regardless of its nature, either personal or business. The employee simply needs to mention the details of the upcoming trip, along...
Sample Letter -1 Subject: Warning letter to employees for leaking salary details Dear Henry, Through one of our reliable sources, disturbing news has been brought to our attention about you. Accordingly, you have been found to leak confidential information of the company to Mr. James, who is an employee of XYZ company, and this is of such nature that it can work against the wellbeing of the company. As reported...
Sample 1: Subject: Warning letter for unauthorized use of company vehicle Dear Johnson, You must consider this document as a warning letter and I am writing you this letter after receiving a complaint against you from your manager. Yesterday, he brought to my notice that you use the company vehicle for your own purposes, and later, you claim these as the company’s official works. I want to make it very...
Sample -1 Subject: Sorry email for rude behavior Dear Macmillan, Through this email, I hereby admit the blame put on me on account of rude behavior in our office on the 20th of August, 20XX afternoon. I admit that my actions were purely inappropriate and not suited to the situation. It led to the creation of an unpleasant incident that created a tense environment both for our colleagues and the...