Official Letter Format [ 10 + Sample] This Year Updated

Official Letter Format: Many types of official letter formats have been given in this article, which you can prepare for yourself or you can share directly to any of your friends or anyone, it is very easy. Samples of all types of letter writing formats will be found on our website, which you can use in every field, very easily.

What is an official letter: The official letter format is a way of writing formal letters that are used for business or other official purposes. This type of letter uses a specific format and layout, and it is important to follow this format when writing an official letter.

Important tips: The format of an official letter usually includes a letterhead, date, inside address, salutation, body, and closing. The letterhead should include the name and address of the sender, and the date should be written out in full (including the month, day, and year). 

The inside address is the address of the recipient, and the salutation should be followed by a colon. The body of the letter should be single-spaced, and the closing should be followed by a comma.

Best Sample Official Letter Format Are Here

Leave Application for Office Due to Accident -Official Format

To,

The Human Resource Manager,

__________ (Company Name),

__________ (Address)

Date: __/__/____ (Date)

Subject: Leave application

Respected Sir/ Madam,

Respected, my name is ________ (Name) and I work as ________ (Designation) in ________ (Department) department of your prestigious company.

I am writing this letter to inform you that I met with an accident on _________ (details of the accident) and which led to some serious injuries due to which I will not be able to continue my job responsibilities for _________ (Number of days) days. I beg to state that I need a rest for the above-mentioned dates.

Therefore, I request you to kindly issue me leave for _______ (number of days) days. I ensure I will be joining back at the earliest. I look forward to your positive response.

Thanking You,

__________ (Signature),

__________ (Name),

__________ (Contact Number)

More: leave application format

Sample Letter Writing Requesting for Official Receipt of Payment 

From,

_________ (Name),

_________ (Contact details),

Date: __/__/_____ (date)

To,

The Manager,

_________ (Name of the company),

_________ (Address of the company)

Sir/Madam,

This letter is in reference to the order having order ID _______ (ID) placed on date __/__/_____ (date). I would like to bring to your kind notice that the order has been successfully received/delivered at the address mentioned in the invoice. I have made the payment of ______ (amount) having transaction ID ______ (mention number) but I have not received the original receipt for the same.

I write this letter to formally request you to provide me with the original receipt of the order ID mentioned above. I will be needing this original receipt for _____________ (records/warranty/official purpose/mention purpose). Kindly, issue me with the original receipt under the name of _________ (name) as soon as possible.

If you wish to contact me regarding this matter, you can always feel free to contact me at ______ (contact details).

Yours Truly,

___________ (Signature),

___________ (Name),

___________ (Contact details)

Letter to the School Principal Office for Issuance of Transcript

To,

The Principal,

___________ (School Name),

___________ (Address)

Date: __/__/____ (Date)

Subject: Request for issuance of a transcript

Respectfully, my name is __________ (Name) and I am a pass out student of your school ________ (School). I was a student of ___________ (Batch) batch and it has always been an honor for me to be a part of your school.

I am writing this letter to you in order to request you for issuing an Official Transcript of __________ (Transcript details) in my name. I am in need of this for ____________ (Admission/ Higher Education/ Job Purpose/ Personal Record/ Any other).

I request you to kindly issue the Transcript at the earliest. I shall be highly obliged.

Thanking You,

Yours Truly,

___________ (Name),

___________ (Contact Number)

 Request Letter for Correction of Name in Office Records

To,

The Human Resources Manager,

______________ (Name of the Company),

______________ (Address)

Date: __ /__ /____ (Date)

From,

_______________ (Name of the Employee),

_______________ (Address)

Subject: Request for name correction

I, ________ (Name) working in your _______ (School/ Company/ Office/Institution) having Employee ID _______ (employee ID number) in ________ (department) for last ______________ (months/ years – Duration) as a ________________ (Manager/ Officer – Designation).

I would state that the spelling of my name i.e. ___________ (Incorrect Spelling) in the official records is incorrect. I am writing this letter to request you to kindly update the same to _____________ (Correct spelling) to prevent any confusion in the coming future.

I shall be highly served if you do the needful. I am also attaching a copy of my ID proof for your reference.

Yours Truly/Thankfully,

__________________ (Name),

__________________ (Contact Number)

Official Application for Encashment of Leave upon Retirement 

To,

The HR Manager,

__________ (Name of the company),

__________ (Address of the company)

Date:__/__/____ (Date)

Subject: Request for leave encashment

Respected Sir/Madam,

This is to most respectfully inform you that I am __________ (Name) and I have been working in ___________ (Department) of your company __________ (Company Name) for the last __________ (months/ years) as ________ (designation). My employee ID is __________ (Employee ID).

I am writing this to inform you that I am getting retired on __/__/____ (date) from the mentioned post and I would like to avail the leave encashment that is remaining and eligible for the encashment i.e. _____ (total no. of leaves eligible for encashment).

I request you to kindly look into the matter and guide me through the procedure, and support in getting the same encashed.

Thanking you,

Sincerely,

__________ (Signature)

__________ (Name),

__________ (Contact Number)

Request Letter for Disposal of Records from Office

To,

___________ (Recipient Details),

___________ (Name of the company),

___________ (Address of the company)

Date: __/__/______ (date)

Subject: Request for disposal of the records

Sir/Madam,

On behalf of _______ (department), I _______ (name) working as a ______ (designation) would like to notify you that we need to dispose the old _________ (project records/employee records/type of data) records from our file drawers/company system/server.

It is to inform you that we need to add more data files this ______ (month/financial year/other). Therefore, we have to dispose of the previous records as we no longer need them. So, I request you to consider this and do the needful at your earliest convenience. If needed, you can always feel free to contact me at _______ (contact details).

Thank you for your cooperation and understanding. I am waiting for quick action from your side.

Yours sincerely,

___________ (Signature),

___________ (Name),

___________ (Contact details)

Official Letter Application for Renovation of Office

To,

The Officer In-charge,

_________ (Name of company),

_________ (Address of the company)

Date: __/__/______ (date)

Subject: Request for renovation of office

Sir/Madam,

On behalf of ______ (department), I _______ (name) working as a ______ (designation) would like to bring to your notice that the condition of the office is not appropriate and it needs urgent renovation and replacement of the office equipment. The working area is not very clean, which gives a bad impression to the visitors and is also bad for the reputation of the office.

Kindly, look into this matter and I hope that you will take necessary action for the betterment of the office. If you wish to contact me, you can feel free to contact me at anytime.

Regards,

_________ (Signature),

_________ (Name),

_________ (Designation),

_________ (Contact details)

Official Letter to Nominate Employee for Internal Award 

To,

___________ (Recipient Details),

___________ (Company’s name),

___________ (Company’s address)

Date: __/__/____ (Date)

Subject: Nomination for internal award

Sir/ Madam,

My name is ___________ (name) and I am working in your company as _____________ (designation). My employee ID is ____________ (mention your employee ID).

With utmost respect, I write this letter to nominate ______________ (name of the employee) for the internal award. He/ She has been working very hard and has successfully achieved the targets set for him/ her. ______________ (name of the employee) has achieved ______________ (mention sales target). Also, I have noticed that the said employee has grown tremendously and I certainly believe we should nurture him for future managerial roles.

Therefore, I nominate him/ her for the internal award. I look forward to your response in this regard.

Thanking you,

Regards,

___________ (Signature),

___________ (Designation),

___________ (Name)

Office Excuse Letter for Being Late Due to Transportation  

To,

The HR Manager,

___________ (Name of the company),

___________ (Address)

Date: __/__/____ (Date)

Subject: Apology for delay

Dear Sir/ Madam,

My name is __________ (name) and I have been working in your company’s _______ (department). My employee ID is _________ (mention employee ID).

With utmost respect, I apologize for being late to the work on __/__/_____ (date). Respected, due to ____________ (mention reason). Transportation via________ (Bus/Train/ Cab) is so uncertain and which affected my time of arrival at the office. I apologize for the delay. I shall be obliged if you consider my reason for the delay as genuine and accept my apology for the same.

Yours sincerely,

__________ (Signature),

__________ (Your name),

__________ (Employee ID number)

 Official Letter Format for Issuance of Working Hours Confirmation Letter

To,

The HR Manager,

__________ (Name of the company),

__________ (Address of the company),

Date: __/__/____ (Date)

Subject: Request for confirmation of working hours

Respected Sir/ Madam,

I would like to most humbly inform you that I am ___________ (name) and I work as a _____________ (mention designation) in your company.

I write this letter to state that I am in need of the working hour verification letter issued by you in my name for ___________ (mention purpose). I have been working for your company as a __________ (part-time/full-time/permanent/ temporary/other) employee in your company. As per norms, I am working for ___________ (hours) a day from __:__ (time) to __:__ (time).

I request you to kindly issue the work hours verification letter at the earliest. I shall be obliged for your quick action in this regard.

Thanking you,

__________ (Signature),

__________ (Name),

__________ (Address)

In conclusion, 

An official letter must follow a specific format in order to be considered official. The format includes the date, address, salutation, body, closing, and signature. The body of the letter should be clear and concise. Following these guidelines will ensure that your letter is taken seriously and will be read by the intended recipient.