Official letters are used in our day to day life such as application for various posts, jobs, applying for leave or permission and to the officials, making complaints or requesting them of some obligation, appreciation etc. These letters also should have a formal style and written clearly and precisely.
Contents
Nine Parts of an Official letter:-
1. Date:
Date of the letter written.
2. Sender’s address (From Address):
the addresses should be written on the left.
From
__ __ __
3. Receiver’s address (To Address):
To
__ __ __
4. Salutation:
Usually it is addressed as Sir
5. Subject and reference:
Sometimes need to be written.
6. Body of the letter:
Write in a brief manner, stating the needs in clear style. Matter varies from letter to letter.
7. Subscription:
General forms are:
(i) Yours faithfully, (ii) Yours obediently, (iii) Yours sincerely, (iv) Yours lovingly,
8. Signature and date:
Full signature should be given and the name should be written clearly below it. Date should be given in the left end.
9. Address on the envelope:
To address is written on the envelope.
Example of Official Letter
To the Manager of a company applying of the post of a Data Entry Operator
| From |
| Jems R 22, Richi Street, Chennai – 600 001. |
| To |
| The Manager, Sytel Tech Ltd., 25, New College Road, Chennai – 600 101. |
Respected Sir,
I wish to apply for the post of a Data Entry Operator in your company. I am 22 and I ahve passed BSc Computer Science in I class. I have passed type writing higher in English. I have a good knowledge about computer. I ahve enclosed a copy of my certificates herewith.
If appointed I promise to discharge my duties honestly
My address is given above.
| Chennai, 24/01/2025 |
Yours faithfully, Jems R. |
Writing an official letter is a crucial skill for professional and government communications. Below is a clear guide on how to write an official letter, followed by multiple examples for different office uses.
✍️ Format of an Official Letter
Your Name
Your Designation (if any)
Your Address
City, State, PIN Code
Date: [DD/MM/YYYY]
To
The [Recipient's Designation]
[Department/Office Name]
[Address]
Subject: [A clear and concise subject line]
Respected Sir/Madam,
[Opening paragraph – Introduce yourself and state the purpose of the letter.]
[Body – Give detailed information, background, and any request or explanation.]
[Closing – Politely request action or express thanks.]
Thanking you,
Yours faithfully/sincerely,
[Your Name]
[Signature (if submitted in hard copy)]
[Contact details]
📘 Examples of Official Letters for Different Office Uses
📌 1. Leave Application Letter to Office
Subject: Request for Leave from [Start Date] to [End Date]
Respected Sir/Madam,
I am writing to request a leave of absence from [Start Date] to [End Date] due to [personal/family/medical] reasons. During this period, I will ensure proper handover of duties.
I kindly request you to grant me leave and oblige.
Thanking you.
Yours faithfully,
[Your Name]
📌 2. Request Letter for Salary Certificate
Subject: Request for Issuance of Salary Certificate
Respected Sir/Madam,
I would like to request a salary certificate for the purpose of [loan application, visa, etc.]. Kindly issue the same at your earliest convenience with details of my monthly salary, designation, and employment status.
Thank you for your support.
Yours sincerely,
[Your Name]
📌 3. Complaint Letter to Municipality About Garbage Collection
Subject: Complaint Regarding Irregular Garbage Collection in [Area Name]
Respected Sir,
I would like to bring to your notice the issue of irregular garbage collection in our locality, [Area/Street Name], for the past two weeks. This has resulted in unhygienic conditions and foul odor, posing a health risk.
Kindly take immediate action to resolve the issue.
Thanking you,
Yours sincerely,
[Your Name]
📌 4. Official Letter to Request Transfer
Subject: Request for Transfer to [Location/Department]
Respected Sir/Madam,
I am [Your Name], currently working as [Designation] in [Department Name]. Due to [reason – family/personal/health], I humbly request a transfer to [desired location/department].
I assure you that my performance will remain consistent and dedicated.
Yours faithfully,
[Your Name]
📌 5. Official Letter to Request Stationery Items
Subject: Request for Office Stationery
Respected Sir/Madam,
I am writing to request the following stationery items for departmental use:
- A4 Sheets – 5 reams
- Blue/Black Pens – 20 pcs
- Notebooks – 10 pcs
- Envelopes – 50 pcs
Kindly approve and arrange for the supply at the earliest.
Thanking you,
Yours sincerely,
[Your Name]
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