How to write a farewell latter to your co-workers

 If you are resigning from your job, you should not send out a farewell letter until you have notified your manager of your resignation. Sending out a farewell letter anytime after that is acceptable.

Typically a farewell letter will be sent through e-mail and it should be sent in the business letter format, but without the heading (your return address, their address, and the date).

Farewell Letter Writing
You should try to keep overall tone of your letter positive and avoid any personal attacks or negative comments about the company.

The first paragraph should contain confirmation that you are leaving your job. Let your colleagues know when your last day will be. Use your own discretion on revealing why you are leaving and where you'll be going.

The next paragraph(s) should express your apprectiation about for your job. You can call out specific projects, assignments, or people that you are thankful for or learned from.

The last paragraph should conclude with the inclusion of your personal contact information. This may include your personal e-mail where you can be reached, your phone number, and/or a social media profile

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How to write a condolence latter

 Condolence Letter is a letter written to show sympathy towards someone's loss either personal, economical or any event which may require so . It also conveys other emotions like affection, brotherhood, consolation, nostalgia. Use of prayer in such a letter is goodwill gesture .

Condolence Letter Writing Tips :

How to start a Condolence Letter

Starting a condolence letter should be a step by step procedure and you shouldn't begin then and there. Observe the formats and templates to know what comes when and where? The main part however is the body but to even do that you have to draft the letter first. Drafting provides you a framework and helps you in arranging the contents and their placement.

Draft Condolence Letter

• In drafting the first thing you need to do is - acknowledge the loss but do not dwell on the cause of death or any previous pain and suffering
• Describe your relationship with the deceased and how his presence and or absence affects you
• Share certain unique memories of the deceased highlighting the qualities of the person
• Offer your help and support but don't make promises you can't keep.
• Extend your condolences to other members of the family
• Close with an expression of affection and support

Words to begin the Letter - There are certain words which can be use as the starting line for your letter of condolence. These can guide you in starting the letter and provide you inspiration to write down the full fledge letter. The body of the letter should begin compassionate and considerate words. Fore mostly start with acknowledging the demise. Analyse a combination of lines and come up with the best you think. Be original and write what comes in your mind. If you are not able to come up with words do not fret too much over it, this is not a competition, stick to conventional language which can be taken from condolence cards available in market or any other source like our feature here.

• I / we was / were deeply saddened to hear about the passing / death of......
• I / we was / were so saddened to hear about the loss of your.....
• It was a shock to hear about the passing of.....
• I / we are so sorry to hear the news about your..........
• I / we, was / were very stunned to learn about the death of your.....
• I / we, am so sorry to know that your.......passed away last week......

Apart from these, many of the Sympathetic Words provided below can also be used to start a letter of condolence.

Sympathetic Words - Sympathetic words are common in sympathy letters but certain arrangements of words are more suitable for one or the other type of letters. Depending upon the intimacy you have with the receiver, you have the liberty of using terms which are deemed fit. For example if the receiver is your girlfriend you can be more intimate as compared to writing to a distant relative. For your convenience these have been placed separately though you can use your own imagination to customise them as per your liking.

Lines for Informal Condolence Letter Writing	Lines for Formal Condolence Letter Writing
At times like these it is difficult to see all the love that surrounds you. I am here to let you know that I love you and will be here when you want to see me.	Although I/We did not have an occasion to make a personal acquaintance with him, I/We have heard that he was very much esteemed.
Always in our hearts. He/she was too young to leave us.	As the whole industry knows, he was not only a great industrialist, but also a philanthropist and his contributions to our/your organization are memorable.
Focus on your children. Their smiles will be the best medicine you could receive at a time like this. We are here for you.	He was a source of strength and inspiration to many other entrepreneurs.
Gone from our sight, but never from our heart.	He was the father of our/your organisation and the fountain-head of all progressive ideas
I am always here for you.	He was not only a leading industrialist but a thorough gentleman also.
I am holding you tight during this time of loss and I will always be here for you.	He was a remarkable person and will always be remembered by all friends and acquaintances.
If my hug was strong enough to take away your pain, I would start now and never stop	He was such an unmatchable personality that it would be difficult for our/your organisation to fill the gap.
I / We know you will get through this. You are a survivor. I hope you know you are not alone. My condolences.	His remarkable achievements, in such a short span of time, indeed speak of his creditable performance
Just know that my arms are wrapped around you during this time of loss. I love you	I am sure your employees too will be quite distressed at his demise
May the sorrow you feel in your heart lighten by the love that surrounds you	I/We have had the honour of meeting him personally. And I/We have always cherished the memory of that meeting
May memories comfort you and bring you peace during this very difficult time	I/We sincerely hope that the relations, I/We had with him, be maintained even after his departure.
May the love you feel around you help ease the ache in your heart. My condolences	It is indeed very difficult to fill the gap, created by his sudden death
My / Our prayers and thoughts are with you and your family	My/Our colleagues join me in sending their deepest condolences on this occasion
Please accept my/our condolences. Losing a loved one is never easy	May his soul rest in peace and guide in the years to come.
The heart remembers most what it has loved best. May memories comfort you and bring you peace	May God give his family the strength to bear this sudden shock
Their greatest joy was making others happy. You are blessed to have had him/her in your life for so long	Please accept my/our sincerest sympathies on this sad occasion
This planet will not be the same without (name)	Please convey my/our heart-felt condolences to his/her family
This is a period in our lives where I/We wish I/We could turn back time. My/Our life will never be the same. He/she was a gift from God	Since words cannot really express my/our feelings, at this time, I/We send our heart-felt condolences
We/I wish you strength during this hour. We/I love you	Some of his pioneering work will go a long way in benefiting the future generations
Words fall short of expressing My/Our sorrow for your loss. There are no words to describe how sorry I am for your loss	The gap left behind by the deceased is difficult to be filled
Words could never express the pain I/We feel in My/Our heart at a time like this. I/We ache for you and the loss you are feeling. My/Our condolences	The tremendous progress our/your firm has made under his astute guidance is a tribute to the departed soul
I acknowledge your loss, and in some measure, I share your pain	That he built up such a big enterprise from scratch speaks of the great talents and business
	We/I hope that the tree he has planted flourishes and bears many more fruits in the years to come
	We/I share your sorrow and pray for peace for the departed soul
	We/I express our heart-felt condolences on this sad occasion. May the departed soul rest in peace and be a driving force to all of you/us
	Worth mentioning is the fact that he/she was a rare and great personality not only in business but also in social circle
	Whoever came into contact with him/her was impressed by his sagacity and business acumen

Don't use certain words - Certain words or certain language can be counterproductive, especially the animated one's and those which are more philosophical than practical. Certain words may project your thoughts in a negative sense. Do not start with an advice instead use an apt quote or a wording which best describes the condolence. Your sympathy shouldn't come across as blunt; they should not pity or mention hardships. Then, some words are just Clich�'s and they tend to aggravate the sorrow. It is better to understand what you intend to write and how it sounds?

Some of the words which you can avoid are provided below:

• Call if you need anything / Call me if you need anything
• Death leaves a heartache no one can heal, love leaves a memory no one can steal
• He's / she's in a better place
• He's / she's at peace now
• It's part of God's plan
• I know how you feel
• I cannot imagine what you are going through. Please know I am here for you when you are ready to talk
• I can't imagine the sadness you must be feeling from your loss.
• It has been a very tough year for you. I hope you know that life has not ended for you just changed
• My heart goes out to you and your family during this difficult loss
• Put this behind you and get on with your life
• The greatest compliment to someone who has passed, is to live your life and keep their memory alive
• When someone you love becomes a memory, the memory becomes a treasure
• When the sun begins to shine for you again. Please remember that life is for the living. Get out there and show the world how special you are. You are a true gift in my life
• We must respect the dead and continue to live. We all have a journey and leaving a life behind is an honour
• You will get over this in time
• Words fall short of expressing my sorrow
• With deepest sympathy

Phrases and Quotes - Using a phrase or a quote is meant to send some positive vibes and not because you have to. It also depends on what type of a person is the recipient, if the person is literary inclined, then these can be included. For some people these are just high profile words; they would rather read a simple language. If you are not sure, choose the most easy to understand ones.

• To live in hearts we leave behind is not to die - Thomas Campbell, "Hallowed Ground"
• We must embrace pain and burn it as fuel for our journey - Kenji Miyazawa
• Oh heart, if one should say to you that the soul perishes like the body, answer that the flower withers, but the seed remains - Kahlil Gibran
• He kept at true good humour's mark, The social flow of pleasure's tide: He never made a brow look dark, Nor caused a tear, but when he died -Thomas Love Peacock
• When you are sorrowful look again in your heart, and you shall see that in truth you are weeping for that which has been your delight - Kahlil Gibran
• The angels are always near to those who are grieving, to whisper to them that their loved ones are safe in the hand of God - Quoted in The Angels' Little Instruction Book by Eileen Elias Freeman, 1994

Applaud or Appreciate - Appreciation and applause provides a sense of pride towards the mourned. It can give a bit of relief from incessant sorrow which may overwhelm the attendees. Those affected the most need a sense of belongingness with writer as it can be a lonely time. Your stories or tales of adventure, humour etc. may reveal unknown facets of the deceased, this will infuse amusement and surprise which also try to mellow the sorrow.

Offer Advice and Help - Advice but in moderation and advice only that which is reasonable and practical, moreover which even you will follow as and when required. Same goes with the help you want to offer. Offer that which you genuinely can and not because you think you should, this will save you and reader from expectations and their subsequent effects.

Keep it Short - A sympathy letter is meant to be short as the affected people are in a state of sorrow and the reader may not focus on the letter as he/she would normally do. The length can be a page or two reflecting your genuine thoughts and feelings.

Ending - Endings have to be as good as the starting.

You can use these to end your letter as per your requirements

• I will keep you in my prayers
• I would like to drop by on Wednesday but will call first to see if that is a convenient time for you
• I will be calling you next week to check in on you
• My affectionate respects to you and yours.....
• My heart and my tears are with you
• My thoughts are with you and I send you my deepest sympathy
• Our love is with you always
• Our love and support will always be there for you
• You are in my thoughts and prayers.
• You know you have my deepest sympathy and my love and friendship always.
• We all join in sending you our heartfelt love
• We share in your grief and send you our love.
• We offer our affectionate sympathy and many beautiful memories.

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How to write Complaint latter

 When writing a complaint letter, you want to keep it short and to the point to help ensure that your letter will be read in its entirety. If you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all seven pages.

The complaint letter should be addressed to the customer service/consumer affairs department or the head office if there is no customer service department. The address and contact information of the customer service department should be available on the company's products or website.

Complaint Letter Writing

In the first paragraph you should identify what the issue is and any relevant information that you believe is important. Be sure to include the following information if it's applicable to the situation: the date/time of the issue, location, name of person on duty, name of product, what the problem was, your account number, model number, price, warranty information and reference number. Be sure to stick with the facts and avoid putting emotions into your letter.

The next paragraph should state what you would like done to resolve the situation. If you received poor service, you could request an apology or a coupon. If a product malfunctioned, you could request that you could exchange the product for a new one or request a refund.

The last paragraph should thank the reader for the time. You can also throw in some compliments about something you liked about their company's product or service.

You should include your telephone number/e-mail address after your printed name so that they can contact you ASAP if necessary.

Be sure to keep a copy of the letter for yourself and include photocopies of any relevant documents and enclose them with your letter.

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How to write a cancellation latter

 Cancellation Letter is a letter which communicates cancelling of certain arrangements which can be a Contract or a Party. A Letter for cancellation is mostly used as a business correspondence. Formal cancelation letter however have certain requirements, which have been provided in the formats. Such letters of cancellation are also termed as 'Notice of Cancellation Letter' because they serve the purpose of a Notice.Cancellation letter is a type of announcement letter as it is a declaration in itself but an important one.

Official cancellation letters deal with:

• Contracts
• Orders
• Agreements
• Meetings
• Services

Informal cancellation letters deal with:

• Membership
• Subscription
• Credit card
• Account
• Policy
• Wedding
• Booking

Cancellation Letter Writing Tips

• Content Material - As with all letters you should organise all the required material to be used in writing the letter. If it is cancellation of a policy, order, service, membership etc., then read them and keep it along with you when you sit down to write. You may need photocopies of the documents you are enclosing, make sure you have them. Use the originals to state any necessary information pertaining to the cancellation. Do not include the reasons for your cancellation, unless it's required. Keep a dictionary with you or make sure you have access to one on your computer. After all the prerequisites are in one place, you can begin writing the letter.

• Drafting - Drafting is a blueprint of a letter, it is an unpolished version. It is also a practice tool; the more you draft the better writer you become. Use the content material to draft the letter. If you are not good at drafting on the computer, go for a pen and paper; the former one will save paper. Write down whatever comes in mind related to the subject matter, ignore grammar rules, punctuation, spelling, sentence structure or word limit. These will be rectified later on. Use the dictionary to find the most appropriate words in the form of synonyms etc.

• The Short and the Long of it - Keeping in mind the subject matter, cancellation letters can be short or long. In official matters you may need to provide details which may make it a lengthy one but it shouldn't be so lengthy that it makes you forget its primary motive. You can skip certain points and keep the most relevant ones. It is always better to have short paragraphs with Bullets or Numbering to highlight and make it easy to read. Certain cancellation letters are simple and straightforward like order cancellation, wedding cancellation etc. These do not require as much text as official one's. Here be brief and come straight to the point in the opening itself. Use a simple language so that there is no room for misunderstanding. A Date is a must in a cancellation letter; it can be used for further reference and correspondence.

• Be Humble and Polite - Humbleness is an important ingredient of cancellation letter. You are cancelling something which was unanticipated, you may be causing botheration or worry to the recipient. Few words of apology, regret and sorrow indicate your humbleness. The reader may sympathise with you and may not get affected as much as he would have. Be gentle in your tone by using polite language. It also has an emotional effect on the reader as it is he, who is being respected and mattered. Even if you are cancelling a membership or an account, you have to be polite as you may never know when you may require their services in future. It pays to be courteous especially if you are expecting a certain refund etc. Thus, as a rule, show your gratitude in the end of the letter.

• Always insist on Confirmation - Never forget to state that you wish to receive written confirmation or acknowledgment of the cancellation-in-effect. This most essential in the cases of orders, reservations and other scenarios where a consumer-client interaction is involved. A return receipt also ensures that the letter has been delivered and its date of delivery which if and when required can be presented.

• Positive Approach - Another common factor essential for writing a cancellation letter is the positive tone of the letter. It appears quite odd to put positiveness in a letter which has all the ingredients of negativity. Contrary to what appears, positive words will have a positive effect if articulated properly. Use your vocabulary and phrases to bring forth the positiveness. You can use words like 'I do understand the inconvenience', 'I completely understand', 'The world is changing around us', 'This is a rare occurrence' etc. These words are not only positive but also sympathise with recipient if he/she has been bothered with the letter.

• Using Letterhead - Letterhead is a must if the cancellation letter is confined to official setup. Letterhead puts an authority and makes it valuable towards the attention of the recipient. If you have pre printed letterhead then use that. You don't need to have letterhead if you are writing to cancel a picnic, get-together, wedding etc.

• Closing the Letter - Start the letter with Gratitude and end it with the same. It is a professional courtesy. At the end of your last paragraph is written, a complimentary close of the likes of 'Sincerely', 'Thank you', 'Truly' is essential. Close the letter by restating your apology and gratitude.

• Proofreading - Check for - awkward phrases, grammatical errors, incomplete sentences and spelling mistakes. Fix them with appropriate punctuation. This is the final step; the draft will be reviewed and revised before it acquires a proper form. Read it aloud to yourself to figure out mistakes which are missed out in writing.

• Attach essential Documents - Some cancellations require certain documents to be attached, these can be the photocopies of documents like agreements, hard copies of email received, earlier correspondence, receipts, warranty etc. Keep original copies of all your letters, faxes, e-mails, membership cards, subscription paperwork and other related documents. Send originals like Cheque etc. only if it is necessary but do keep a photocopy of it.

• Send Hard and Soft Copy - Though hard copy is good choice but sending it via email ensures swift delivery. Ordinary mail may take more time than email but at least you have hard and solid proof that you did send the letter. In any case, if one fails, the other will be delivered.

• Send it in Time - Cancellation letters are meant to be sent as soon as the information regarding the cancellation is received. The recipient may have plans or may have adjusted his/her schedule to accommodate the cancelled event. So it becomes all the more important that the letter is delivered in-time, if not before time. As a matter of fact send your cancellation letter by certified mail with return receipt requested.

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How to write a business latter

 Purpose of a Business Letter

A business letter (or formal letter) is a formal way of communicating between two or more parties. There are many different uses and business letters. Business letters can be informational, persuasive, motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11" white paper.

Elements of a Good Letter
The most important element of writing a good letter is your ability to identify and write to your audience. If you are addressing your letter to the department of human resources, avoid using highly technical terms that only engineers would understand, even if your letter is addressed to an engineering company, chances are that the personnel in human resources does not have an engineering background.

The next element is that you make sure your present your objective in a clear and concise manner. Don't be vague about your objective, most people will not have the patience to sit there and guess at the meaning of your letter or the time to read a long-winded letter, just get to the point without going into unnecessary details.

Another important element to remember is to remain professional. Even if you are writing a complaint letter, remain polite and courteous, simply state the problem(s) along with any other relevant information and be sure to avoid threats and slander.

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Different between formal and informal latter

 

Formal Letters	Informal Letters
Formal letters follow fixed pattern of styles	Informal letters have varied patterns of styles
Formal letters are mostly used in working environments like offices	Informal letters have very limited usage in working environments
The language of the letter in formal letters is by and large impersonal or work related	The language of the letter in informal letters is by and large personal or related to social aspects
Formal letters can have informal tone whilst writing under certain circumstances	Informal letters do not have a formal tone as they are meant to express emotions and social communication
Informal words like 'Gonna', 'Wanna', 'Dude', 'Bro' etc. cannot be used in formal letters	Informal letters are not restricted in language. Slang words and non conventional terminology is acceptable in these letters
A lot of care is taken to write the appropriate Salutations in formal letters	2-3 types of salutations are acceptable for informal letters as there is not much need of formality
Length of the letter is very important and it shouldn't be too long	Length of the informal letters varies depending upon the subject matter
Closing or Complimentary gestures vary in formal letters	Closing or Complimentary gestures don't vary as much in informal letters
Letter Head is a conventional practice in formal letters	Letter Head is not a conventional practice in informal letters

 

Letters can also be categorised as per their purposes. Since most of the letters are written for academic, business, personal and reference purposes they can be categorised in a similar manner

The most common purposes for which letters are written divide them into:

• Academic Letters - Letters concerned with academic affairs of various academic institutions or pertaining to academics under various capacities are known as academic letters.
  
  Some of the types of academic letters
  
  
  • Announcement Letter
  • Application Letter
  • Leave Letter
  • Recommendation Letter

• Business Letters - Letters written for purpose related to business and its' relative processes are known as business letters.
  
  Some of the types of business letters
  
  
  • Acceptance Letter
  • Acknowledgement Letter
  • Adjustment Letter
  • Request Letter
  • Resolution Letter
  • Sales Letter

• Personal Letters - Letters written for sharing personal information, views, opinions etc. are known as personal letters. They are akin to Informal Letters.
  
  Some of the types of personal letters
  
  
  • Cancellation Letter
  • Condolence Letter
  • Farewell Letter
  • Friendly Letter
  • Get Well Letter
  • Holiday Letter
  • Love Letter

• Reference Letters - Letters written by an authoritative person for an acquaintance, to introduce the acquaintance to the concerned for employment, admission and/or other objectives. These letters are similar to formal letters.
  
  Some of the types of reference letters
  
  
  • Adoption Reference Letter
  • Business Reference Letter
  • Character Reference Letter
  • Employer Reference Letter / Job Reference Letter
  • Scholarship Reference Letter
  • Teacher Reference Letter

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Cover latter

 What is a cover letter?

A cover letter is a brief one page letter sent along with the resume to potential employers. The purpose of the cover letter is to present yourself to potential employers and to let them know what position you are interested in and why you'd be a good fit to the position and company.

Cover Letter Writing

Generally the cover letter will consist of three paragraphs. The first paragraph is an introductory one which introduces yourself. You want to include information on the position you are applying for, how you heard about it and why you are interested in the position and/or company.

The second paragraph should provide information on your skill, strengths, education, qualifications and/or experience. This paragraph should be concise and give specific examples of why you are the ideal candidate and not simply restate your resume.

The final paragraph should close up the letter by requesting an interview and possibly suggest times that are convenient for you or stating that you can come in at a time that's convenient for the employer. Also you should let the recipient know what the best way and/or time to contact you is (you should let them know both your contact email and phone number so that they can contact you in their preferred method). Or you can let them that you'll follow up the letter with a phone call in several days. You should thank them for their time to close up the letter.

Each cover letter that you send out should be unique and tailored to the specific company and position you are applying to. Using one cookie cutter cover letter will lessen your chances for landing an interview. Also be sure to check for grammar and spelling and keep the letter to one page in length.

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Common mistakes in latter writing

 Failing to personalize:

Avoid saying, "Dear Sir or Madam" and take the initiative to find out the appropriate contact name.
Starting off weak:
Your opening paragraph should capture the reader's attention. So, rather than simply saying, "I am applying for the receptionist position posted at AnytownPaper.com," follow up with, "Your need for an experienced professional is a good match for my five years of experience in publishing and extensive background as a receptionist. "If you've been referred to the hiring manager, be sure to point out the mutual contact in your lead. This may encourage the person to read further.
Making it too short/long:
E-mailed cover letters should be included within the body of the e-mail and be limited to two paragraphs, while those faxed or mailed should be three to five paragraphs.
Being generic:
Don't send the same cover letter to all companies. Take the time to do some basic research of prospective employers so you can customize them.
Rehashing the resume:
Instead, focus on aspects of your background that relate directly to the job opportunity and note any relevant accomplishments, training, classes or certifications. The cover letter also allows you to explain anything that might be unclear or questionable on your resume, such as a gap in employment or change in career paths.
Underselling your talents:
Give hiring managers a compelling reason to call you in for an interview. Instead of saying you have strong communication skills, provide examples: "I recently led a training session on a new database application and received significant praise for my ability to relay complex information to a non-tech-oriented audience."
Trying to be witty or humorous:
This can backfire, so it's best to stick with a business letter format, even with e-mailed cover letters. A professional yet conversational tone and salutations such as "Mr." and "Ms." will help you be taken seriously.
Focusing too much on yourself:
While you want to sell your qualifications, don't forget to explain how you would add value to the company. If your cover letter is dominated with "I," chances are you need to focus more of your content on the prospective employer.
Omitting contact information:
It's easy for cover letters and resumes to become separated, so make sure hiring managers can reach you should they only have your cover letter. Close your letter by mentioning that you'll call the individual soon to follow up and include a current phone number and e-mail address where you can be reached should the person want to contact you first.
Failing to proofread:
As qualified as you may be for the opening, you're likely to fall out of contention if your cover letter is full of typos, misspellings and grammatical errors.
Writing too much
Donot write toomuch as if you are writing your autobiography.One page is quite enough if it contains all the details needed.

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Business latter

 The following are some tips to help you when you are writing business letters through email.

A heading is not necessary in an email (your return address, their address, and the date).

Use a descriptive subject line.

Avoid using an inappropriate or silly email address; register a professional sounding address if you don't have one.

Use simple formatting, keep everything flush with the left margin; avoid special formatting and tabs.

Keep your letter formal, just because it's an email instead of a hard copy is no excuse for informality (don't forget to use spell check and proper grammar).

Try to keep your letter less than 80 characters wide, some email readers will create line breaks on anything longer and ruin the formatting.

If possible, avoid attachments unless the recipient has requested or is expecting an attachment. If it is a text document, simply cut and paste the text below your letter and strip out any special formatting.

If the person's name is unknown, address the person's title e.g. Dear Director of Human Resources.

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Types of latter

 There are various kinds of letters like Address Change Letter, Business Letter, Cover Letter, Farewell Letter, Get Well Letter and so on. These different types of letters are different in their subject, occasion and purpose. They have various criteria like format, length, vocabulary, language and other essentials which need to be followed.

The most widely acceptable types of letters are:

Formal Letters

Formal letters are those letters which follow certain styles of writing a letter. They are known as formal letters because they are written in accordance with certain established practices. Such letters are mostly used in working environments like various offices and businesses and have very meagre emotional language. Formal letters are mostly written by officials and businessmen.

Informal Letters

Informal letters are those letters which are written with minimalistic rules, thus the term informal letters. Informal letters are personal correspondences and that is why they do not require as much of a rule observance as compared to the formal letters. Informal letters are mostly written by relatives, friends, peers etc. of the recipient. The purpose of writing informal letters is socialisation and information exchange.

Informal and Formal Letters are further subdivided into various categories which further may have their own subcategories

Formal Letters	Informal Letters
Acceptance Letter	Address Change Letter
Address Change Letter	Announcement Letter
Adjustment Letter	Acknowledgement Letter
Announcement Letter	Cancellation Letter
Acknowledgement Letter	Condolence Letter
Business Letter	Confirmation Letter
Cancellation Letter	Farewell Letter
Complaint Letter	Friendly Letter
Condolence Letter	Holiday Letter
Confirmation Letter	Invitation Letter
Cover Letter Cover Letter for Visa	Love Letter
Inquiry Letter	Thanks Letter
Invitation Letter
Leave Letter Maternity Leave Letter
Persuasive Letter
Petition Letter
Refusal Letter
Request Letter
Reference Letter
Resignation Letter
Resolution Letter
Retirement Letter
Recommendation Letter
Sales Letter
Termination Letter
Thanks Letter

As is evident from the above mentioned, certain letters have been categorised under both informal and formal types of letters. This is because certain letters have informal ingredients even when they are written within the parameters of formal letters. The above categorisation is just to show a division and not to strictly confine a letter to just one category only. Certain letters are strictly formal as they have to follow certain regulations and their use is restricted to just the official environment. And some formal letters when written to express emotions within a working environment use informal language as without using the informal language the letters wouldn't be able to properly express the emotions they want to.

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How to write latter

 The art of writing a letter takes practice, knowledge about proper form and the ability to put into words your feelings, thoughts, and/or ideas. If you learn the basic parts of a letter, it will help you to create letters for a variety of occasions.

The Presentation of the Letter
The presentation of the letter can be hand-written for less formal letters that are addressed to friends and family members, especially thank-you letters. In the case that you have illegible handwriting, you may want to consider typing the letters. Formal letters which are written on behalf of businesses to or professional contacts should remain typewritten and grammatical and spelling error free. These types of letters should be legible and professional and therefore typing the letter is one of the most effective ways to ensure that the letter demonstrates a professional appearance through the entire course of the letter, thereby creating a positive impression on the recipient of the letter.
As well as outward presentation, it is important to determine the tone which will be written in the letter, including a professional tone or a tone that will be taken with friends or family members in a more informal setting. Read through the letter once it has been completed to ensure that the tone remains the same. The tone can be adjusted based on the language which is used through the letter.

Parts of the Letter:
Your address
At the top of your letter, you will put your address, so the reader will know where to send their reply to.
Date
Put the date on which the letter was written in the format Month Day Year i.e. June, 15, 2009.
Inside Address
The inside address is only required for a business letter and will include the address of the person you are writing to along with the name of the recipient, their title and company name. If you are not sure who the letter should be addressed to either leave it blank or try to put in a title, i.e. "Director of Human Resources".
The Greeting
The greeting will address the individual that the letter is being sent to. This is usually completed in the form of "Dear Anne" or "Hey Anne", for less formal letters.
The Introductory Paragraph
The first paragraph and will generally outline the purpose for the letter and the reason that the letter is being sent. This can address any issues that are outstanding and is used to set the tone for the entire rest of the letter. In this first paragraph, the summary of the letter can be found and the intentions which will be displayed through the rest of the letter should be outlined. From the first paragraph of the letter, the introductory paragraph, the individual should be able to note the tone of the letter.
The Body
The body of the letter will expand upon the introductory paragraph and the individual can extend their thoughts and feelings further when it comes to the letter. The body of the letter can be anywhere from multiple pages for personal letters, to one page or two pages for most business letters and other types of proposals.
The Closing
In the closing of the letter, the individual will close the letter and finish any thoughts that have been mentioned. The closing of the letter comes in various forms from yours truly, for those individuals that are familiar with one another, to a traditional sincerely which is a versatile closing that can be used in a variety of letters detailing many situations.

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Thanks you Notes

 

[Your Street Address] [Your City, ST Zip Code] [Month Day, Year]

Dear [Recipient Name],

It was really [awesome/thoughtful] of you to give me [name of gift]. I really appreciate the [name of gift], and want you to know that everytime that I [use it/see it/wear it] I'll think of you. Thanks again for such a [great/amazing] gift. I hope to see you soon.

[Sincerely/Gratefully], [Your Signature]

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Reference latter

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

To Whom It May Concern:

It is with great pleasure that I recommend [Name of Person] to you. I am a [Your Title] at [Company Name] and I have [supervised/worked with] [Name of Person], who was a [Position Name] from [Start Date - End Date].

[Name of Person] would be a great asset to any company. [He/She] is [list of strengths/qualities].

[Name of Person] is a [Positive Quality of Person #1]. [Example(s) of a time that this person displayed that quality].

[Name of Person] is a [Positive Quality of Person #2]. [Example(s) of a time that this person displayed that quality].

After having the privilege of working with [Name of Person], I can say with confidence that [Name of Person] will be an excellent fit for your [Company/Institute]. [Name of Person] has been an exemplary employee at [Company Name] since day one. If you have any further questions, feel free to contact me at [Contact Information] and I will be happy to answer any questions you may have. Thank you.

Sincerely,

[Signature]

[Your Name]
[Your Title]

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Letter of recommendation

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

[Recipient Name]
[Title]
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

To Whom It May Concern:

It is with great pleasure that I am recommending [Name of Person] to you. I am a [Your Title] at [Company Name] and I have [worked with/managed/supervised] [Name of Person], who held the position of [position name] from [Date - Date].

[Name of Person] would be a great asset to any company. [He/She] is [list/overview of strengths and qualities].

[Name of Person] is a [Quality #1 to highlight about person]. [Example of how person displays that quality].

[Name of Person] is a [Quality #2 to highlight about Person]. [Example of how person displays that quality].

I believe that [Name of Person] will be an excellent fit for your company. [Name of Person] has been nothing short of an exemplary employee. If you have any further questions, feel free to contact me at [contact info] and I'll be happy to answer any questions you have.

Sincerely,

[Signature]

[Your Name]
[Your Title]

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Letter of intent

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

[Recipient Name]
[Title]
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

To Whom It May Concern:

This letter is a response to your advertisement in [Source of Information] that appeared on [Date of Advertisement].

I am a graduate in [College Major] from [University Name] and also have a [Post Graduate Degree] from [University Name]. In addition to these degrees, I have [Further Certification or Work Experience in a Related Fields].

I feel that the job opening that is currently available in your company is one that suits my aptitude, qualifications and experience very well. I believe that my resume will also show that I [meet/exceed] the requirements for the job. I am hoping to personally meet with you soon. I have enclosed my [Resume/Other Documents Included] and I would gladly furnish references and recommendations on request. Thank you.

Sincerely,

[Signature]

[Your Name]

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Job interview

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

[Recipient Name]
[Title]
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

Dear [Mr./Mrs./Ms. Recipient's Last Name]:

I would like to thank you for taking the time to interview me for the position of [position name] on [Month Day]. I was very impressed with [Fact about the company or position].

I appreciate the time that you spent discussing the responsibilities of the position. I believe that my credentials make me an ideal candidate for the position. As I mentioned in my interview with you, I [Summary of your qualifications/experience].

I look forward to hearing your decision about the position. You can contact me at [contact information], if you have any further questions, I'd be more than willing to come in and discuss them with you. Thanks again for the opportunity to interview with [Company Name].

Sincerely,

[Signature]

[Your Name]

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Friendly latter

 

[Your Street Address] [Your City, ST Zip Code] [Month Day, Year]

Dear [Recipient Name],

[Paragraph 1 ----- ----- ------ ------ ----- ----- ----- ------]

[Paragraph 2 ----- ----- ------ ------ ----- ----- ----- ------]

[Paragraph 3 ----- ----- --------- --- ----- ----- ----- ------]

Sincerely, [Your Signature]

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Employee verifications

 [Employer Street Address]

[Employer City, ST Zip Code]

[Month Day, Year]

[Recipient Name]
[Title]
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

Dear [Mr./Mrs./Ms. Recipient's Last Name]:

This letter is confirmation that [Employee First and Last Name] has been employed with [Company Name] since [Employee Start Date]. Currently [Employee First and Last Name] holds the position of [Employee's Title].

[His/Her] [weekly/monthly/annual] compensation [is/was] [$amount].[Optional Paragraph as Needed]

If you have any further questions please feel free to contact me at [Employer Phone Number/E-mail].

Sincerely,

[Employer Name]
[Employer's Title]

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Employee termination

 [Employer Street Address]

[Employer City, ST Zip Code]

[Month Day, Year]

[Employee Name]
[Street Address of Employee]
[City, ST Zip Code of Employee]

Dear [Mr./Mrs./Ms. Recipient's Last Name]:

We regret to inform you that your employment with [Company Name] shall be terminated [as of Termination Date/effective immediately].

Your temination is the result of [List reasons for termination] [Optional Paragraph]

[Paragraph on final paycheck, severence payments, NDA, employee termination forms, etc] [Optional Paragraph]

Please return any company property that is still in your possession.

We wish you the best in your future employment.

Sincerely,

[Signature]

[Employer Name]
[Employer's Title]

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Cover latter

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

[Recipient Name]
[Title]
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

Dear [Mr./Mrs./Ms. Recipient's Last Name]:

It is with great interest that I am applying for the position of [Title]. When I read the job description of your ad in [Job Listing Source], I felt that it was an ideal match with my career aspirations. I have always wanted to work for a company such as [Company Name].

I believe that I am the ideal candidate for the position due to my extensive experience as [a/an Current/Prior Job Title] for [Current/Prior Company Name]. At my [current/prior] position at [Current/Prior Company Name], I [Description of roles, duties and/or accomplishemnts]

Feel free to contact me and setup an interview at your earliest convenience. You can reach me by way of e-mail at [Your E-mail] or by way of phone at [Your Phone Number]. I look forward to discussing with you my future with [Company Name]. Thanks for your time and consideration.

Sincerely,

[Signature]

[Your Name]
[Your Title]

Enclosure: resume

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Condolence to latter

 

[Your Street Address] [Your City, ST Zip Code] [Month Day, Year]

Dear [Recipient Name],

I know [Name of deceased] [how you know the deceased]. I was dismayed to hear of [his/her] passing and am writing to extend my deepest sympathies to you and your family.

[Name of Deceased] was [Positive attribute]. [Example of how deceased displayed positive attribute]

If there is anything I can do to help you through this difficult time, please let me know and I'd be more than willing to offer my assistance.

With warmest regard

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Complaint in latter

 

[Month Day, Year]

Customer Service
[Company Name]
[Street Address of Company]
[City, ST Zip Code of Company]

Dear Sir or Madam:

I have recently ordered [Name of Product] from your [website/catalog/magazine/toll-free number...] on [Month Day, Year]. [Issue/Complaint about the product]. My order number is [order #]

To resolve the problem, I would like you to [Your proposed resolution].

Thank you for taking the time to read this letter. I have been a satisfied customer of your company for [time period] and this is the first time I have encountered a problem. If you need to contact me, you can reach me at [contact info].

Sincerely,

[Signature]
[Your Name]

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Character reference latter

 [Your Street Address]

[Your City, ST Zip Code]

[Month Day, Year]

[Letter Recipient OR Insititution Department]
[Institution or Company]
[Street Address of Company]
[City, ST Zip Code of Company]

Dear [Letter Recipient OR "Sir or Madam"]:

I serve as a/the [Your Professional Title(s)] at [Institution Name]. I have known [Person's Name] for [amount Of time], working with [him/her] on [list projects, events, etc...]. [Person's Name] has [highlight what person did in previous list].

[Person's Name] has demonstrated great [list skills/abilities; e.g. organizational ability, communication skills, leadership strengths, etc...]. I am most impressed by [his/her] character of [dedication, honesty, integrity, etc...].

[Person's Name] has time and again proven [himself/herself] as an excellent [worker, leader, team player, etc...]. I strongly recommend [Person's Name] to you as I fully expect [him/her] to be a valuable asset to your [organization, team, etc...].

Feel free to contact me by phone at [phone number] or by email at [email address], if you have any further questions about [Person's Name].

Sincerely,

[Signature]

[Your Name]

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