body of writing 4 letters

Body of writings (6)

I believe the answer is:

' body of writings ' is the definition. (I've seen this before) This is all the clue.

(Other definitions for corpus that I've seen before include "Collection of works by one writer" , "text collection" , "Collection of written texts; main body" , "The entire works of a writer" , "Collection of author's works" .)

BODY OF WRITINGS Crossword clue

Crossword answers for body of writings, top answers for: body of writings, body of writings crossword puzzle solutions.

2 Solutions - 0 Top suggestions & 2 further suggestions. We have 2 solutions for the frequently searched for crossword lexicon term BODY OF WRITINGS. Furthermore and additionally we have 2 Further solutions for this paraphrase.

For the puzzel question BODY OF WRITINGS we have solutions for the following word lenghts 6 & 10.

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We have 2 solutions to the crossword puzzle BODY OF WRITINGS. The longest solution is LITERATURE with 10 letters and the shortest solution is CORPUS with 6 letters.

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The lenght of the solutions is between 6 and 10 letters. In total we have solutions for 2 word lengths.

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Clue: Bodies of writing

Referring crossword puzzle answers.

• LITERATURES

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How to Write a Formal Letter: Format and Examples

Krystal N. Craiker

Table of Contents

Formal letter formats, how to write a formal letter in 9 steps, formal letter example templates.

Formal letters can be daunting to write. But once you learn the basic format, you can write a formal letter any time.

People use formal letters (or formal emails) in business and academia. In business, you may need to send sales letters, official announcements, invitations, or legal correspondence. In academia, you may need to write cover letters, letters of intent for school, or recommendation letters. 

A formal letter follows a specific format and uses formal English language. Keep reading to find out how to write formal letters.

There are a few formal letter formats, but they’re all very similar. Your company or academic institution may have a preferred style; otherwise, you can use whatever style you want.

The exception is the Administrative Management Style, or AMS, letter format. This style omits polite greetings and sign-offs. It’s usually reserved for memos or announcements. In general, if you are writing directly to one person, it’s polite to use a more standard formal letter format.

Official Letter Format

Formal letters typically have the same basic elements:

Header with sender’s address, date, and recipient’s address

In the header, you can omit the sender’s address if you’re writing on letterhead stationery. It’s also become common to omit your address completely if the person doesn’t need to write back.

Generally, you write the date in standard format (e.g. March 20, 2023) under the sender’s address. If you leave off your address, the date will be the first line. After the date, include the recipient’s address.

Use a polite greeting and the recipient’s title and surname for the salutation. Skip a line, then start the first body paragraph. Your first paragraph should immediately state why you’re writing this letter.

Sign off your formal letter with a polite closing. Thank them for their time, and use a standard line such as “Cordially” or “Sincerely.”

Then sign your name. If you’re sending a physical copy, skip four lines so you can include your actual signature. Then type your name and title underneath. If you’ll be sending the letter electronically, skip only one line before adding your name.

Formal Email Format

Email has become an acceptable replacement for formal letters in many cases. So, how does formal letter format translate to email?

It’s easy. Omit the heading with the addresses and date. Instead, make sure your subject line briefly states the purpose of your formal email.

You’ll open your email with the greeting and get straight to the body of the letter. Use a sign-off just as you would in a formal letter, and sign your name. Include any relevant contact information under your signature.

Let’s take a step-by-step look at how to write a formal letter.

1. Select a Letter Format

There are four standard formal letter format options, and they’re all very similar.

Full block: all lines are left-aligned, no paragraph indentions

Block: right-align the date, sign-off, and signature, no paragraph indentions

Semi-block: same as block style, except indent the first line of each body paragraph

AMS: left-align all content, do not skip a line before the date, use an all-caps subject line, omit complimentary sign-off

Most people use the full block style letter format, so you don’t usually have to worry about indenting.

It’s standard practice to leave a large gap from the top margin before typing, although this is quickly becoming passé. In the days of typewriters, you would press Enter 12 times before typing the heading. Some people still do this on their word processor.

Of course, this large gap is no longer a requirement. It’s fine to start writing your contact information in the top left corner. 

2. Write the Header

When you’re writing the sender’s address, you can include your phone number and email address. Remember to leave your contact information off if you’re using letterhead stationary.

Next, write the date in standard format. This means you spell out the month. If you’re writing to someone in the U.S., follow the format: Month, Day, Year. For other parts of the world, use Day, Month, Year.

Finally, write the recipient’s contact information. You do not need to include their email address or phone number. Include the recipient’s polite title, such as Mr., Dr., Mrs., Ms,. etc. We’ll discuss what to do if you don’t know this information in the next section.

3. Select a Salutation

The standard salutation is “Dear,” followed by the person’s title and surname. You can also use “Greetings.”

In emails, your level of formality may be different. If you’re on a first-name basis with the recipient, or if you’ve met more than once, it’s acceptable to use greetings like “Hello” or “Hi” and their first name.

It’s polite to do your research to find out exactly who the recipient is. Often, you may only have a general business name or email address. Dig around on their website or LinkedIn, or call, to find out the name and title of the person who will read your letter.

If you aren’t sure if a woman prefers “Mrs.” or “Miss,” use “Ms.” If you know the name but not the person’s gender, you can say, “Dear [Full Name].”

Avoid using “To Whom It May Concern” if possible. This letter writing standard is out-of-date and shows you didn’t do your homework to determine who the letter should go to.

But what if you can’t find a person’s name or title? Use the generic salutation “Greetings,” followed by a comma and no name. Always follow the salutation and recipient’s name with a comma, not a colon.

4. State Your Purpose

Begin the first paragraph by saying why you’re writing. Then go immediately into the rest of the body paragraph.

5. Write the Body of the Letter

Keep your body paragraphs short and sweet. Some formal letters, like a resignation letter or complaint letter, may only need one body paragraph.

Try to avoid adding unnecessary information, and be sure to use formal language. If you’re struggling to use formal English, use ProWritingAid’s Rephrase tool. Just highlight a sentence, click Rephrase, and select “Formal” for rephrasing suggestions.

Always single space your paragraphs, but skip a line between paragraphs.

6. Pick a Closing Sign-Off

Wrap up your letter with a complimentary closing paragraph. This should only be one line. Thank them for their time.

You can also add a call-to-action if you want them to contact you back. This is standard for formal emails. You might ask them to reply, click a link to schedule an appointment, or fill out a form.

Then choose a polite sign-off. Remember to omit this if you’re using AMS format. Here are some closings you can use:

All the best

Best regards

Yours truly

7. Sign Your Name

Finally, you need to sign your name. Remember to leave four spaces after the closing for your signature if you’re printing a physical copy of the formal letter. Otherwise, type your name directly below the closing.

Underneath your name, put your job title if it’s relevant to the formal letter.

In AMS style or in an email, put your contact information underneath your name and title. If you already have an email signature saved through your email provider, you can just use that instead of typing it every time.

8. Optional Content

There are some optional things you may include in a formal letter. In the past, it was standard to include the initials of whoever typed the email if that person was different from the sender. You may still see this at the bottom of a formal letter if an assistant typed it. This isn't required, though.

It is still standard to make a note of any additional documents you’ve sent along with the formal letter. For example, if you’ve sent a cover letter, you might include a resume and a list of references.

To do this, type, “Attached: [Document Name]” at the very bottom of the letter, underneath your signature.

Don’t do this with email, though, because people rarely read what comes after the signature. Instead, mention you’ve included attachments in the closing paragraph of the letter.

9. Edit Your Letter with ProWritingAid

Don’t send a formal letter full of errors. Run your letter or email through ProWritingAid to catch all your grammar, spelling, and style errors. Rephrase your sentences to sound more formal and concise.

You can even use ProWritingAid in your email provider for formal emails with the browser extension or Office add-in.

Below, you can find examples of formal and business letters. We’ve included a full block style, AMS format, and a formal email.

Full Block Style Letter

Gemma Townsend

Big Business Inc.

1234 Main St.

Big Town, NY 55555

800-555-1234

April 24, 2023

Mr. Jaime Gonzalez

678 Avenue D Ste 303

Anywhere, CT 90009

Dear Mr. Gonzalez,

I am writing in regards to your request for more information about how Big Business Inc. can help you as an entrepreneur. Here at BBI, we are dedicated to making business ownership as simple as possible.

We offer a full suite of services, from payroll to inventory services. You can choose from our tiered packages. I can also assist you with building a custom package.

Please review the materials I’ve sent, and let me know if you have any questions. Thank you for your time.

Warmest regards,

Assistant Director of Sales

Attached: marketing packet

AMS Formal Letter

Jane Doe-Boyd

5555 Victoria Ct.

Jamestown, VA 55555

March 25, 2023

Elmo Monster

123 Sesame Street

Los Angeles, CA 90210

INVITATION TO FICTIONAL CHARACTERS BANQUET

You are cordially invited to the annual banquet for the Fictional Characters of America Foundation. This year’s banquet will be held on June 19, 2023 at the Chicago Omni Hotel. Please send your RSVP card by May 6, 2023 letting us know if you will attend.

President, Fictional Characters of America Foundation

Enclosed: RSVP card and envelope

Formal Email

To: [email protected]

From: [email protected]

Subject: Complaint about upstairs neighbor

Dear Mr. Smith,

I’m writing to lodge a formal complaint against the resident in unit 2022. I’ve attempted to resolve this directly with him three times.

The resident vacuums at 1 a.m. every morning. They then usually turn on loud music. This wakes my entire family up, including my three-year-old daughter.

The lease states that no loud music or other noises should be played between 10 p.m. and 8 a.m.

Please keep me apprised of your next steps to address this matter. Thanks for your time.

Maria Salinas

25 Blvd A Apt 1022

[email protected]

Don’t be intimidated by formal letters! Just use the above formats whenever you need to send official correspondence.

Krystal N. Craiker is the Writing Pirate, an indie romance author and blog manager at ProWritingAid. She sails the seven internet seas, breaking tropes and bending genres. She has a background in anthropology and education, which brings fresh perspectives to her romance novels. When she’s not daydreaming about her next book or article, you can find her cooking gourmet gluten-free cuisine, laughing at memes, and playing board games. Krystal lives in Dallas, Texas with her husband, child, and basset hound.

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Letter Format Example and Writing Tips

What to Include in a Formal Letter

Written letter format, email letter format, letter template to download, professional written letter example, professional email example, tips for formatting your letter, proofread, spellcheck, and print, how to address the envelope.

 Theresa Chiechi / The Balance

Letter format might not be top of mind when you begin writing an important letter or email, but an appropriate presentation is critical to ensure your message is ultimately well received. A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, and business correspondence, so you'll want to know how to write one professionally.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email because the letter needs to fit the page, look professional, and be clear, concise, and easy to read.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Key Takeaways

• A formal letter should include details about why you’re writing, an expression of your appreciation to the recipient for considering your request, and your contact information.
• Correspondence can be sent as a written letter or in an email. When sending an email message, list the reason you are writing in the subject line of the message.
• When writing a professional letter, carefully proofread and spellcheck before you print or send it.

Formal correspondence should include the details of why you’re writing, your contact information, a greeting and closing, and your signature.

Beginning of the Letter

Contact Information (Written Letter):  A written letter should include the contact information of both yourself and the recipient (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email):  When sending an email, you don’t need to include the recipient’s contact information. List your contact information at the end of the letter after your signature.

Greeting:  Address the letter using a professional greeting and formal title ("Dear Mr./Ms./Dr.").

Body of the Letter

The first paragraph of your letter  should provide an introduction as to why you are writing so your reason for contacting the person is clear.

In the  following paragraphs , provide specific details about your request or the information you are providing.

The  last paragraph  of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or the opportunity to arrange a meeting to further discuss your request.

Closing the Letter

Use a formal sign-off , such as "Sincerely" or "Best regards."

Signature (Written Letter):  End the letter with your handwritten signature followed by your typed name.

Signature (Email):  Include your typed name followed by your contact information.

It’s important to include enough detail so the recipient understands why you’re writing and the response you expect to the letter.

Here’s a template for each section of a formal letter:

Your Contact Information   Name Address City, State Zip Code Phone Number Email Address

Recipient Contact Information  Name Title Company Address City, State Zip Code

Greeting   Dear Mr./Ms. Last Name,

Use a  formal salutation , not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, write, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “ To Whom It May Concern .”

Body of Letter

• Paragraph 1: State the reason you are writing, for example, you are asking for something or sharing a piece of information.
• Paragraph 2:  Provide details about your request or the information you’re sharing.
• Paragraph 3:  If necessary, include additional information on the purpose of your letter.
• Paragraph 4:  Thank the reader for considering your request, and ask for a response to your letter.

Closing Best regards,

Signature Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature  Your typed name

Here’s a template for each section of a professional email:

Subject Line Subject: Your Name — Reason for Writing

Greeting Dear Mr./Ms. Last Name,

Body of Message Your message should generally be two or three paragraphs at most. Explain why you’re writing and what you’re requesting.

Closing Sincerely,

Typed Signature and Contact Information Mikala Schwartz mikala.schwartz@email.com 617-123-1234

When sending email correspondence, include the reason you are writing in the subject line of the message. List your contact information under your typed signature at the end of the message.

Here is a letter template that you can download  (compatible with Google Docs and Word Online), or review the text version below.

Nicole Thomas 35 Chestnut Street Dell Village, Wisconsin 54101 555-555-5555 nicole@thomas.com

September 5, 2023

Jason Andrews Manager LMK Company 53 Oak Avenue, Ste 5 Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative, effective September 16, 2023.

I’ve recently decided to go back to school, and my program starts in late September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, and perhaps more rare to find such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Nicole Thomas

Subject: Annual Meeting

Dear Kathleen,

Thank you so much for your assistance in planning our annual meeting. Your expertise in handling the meeting arrangements, booking the conference facilities and hotel, coordinating travel, scheduling events, and organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having your assistance with next year’s event. It’s tentatively scheduled for January 16–20, 2025, in Tampa, Florida. If you can confirm your availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Best regards,

Peter Hancock

Professional letters should be simple, short, and written in business format using a traditional font.

• Length of the Letter: Most formal letters are no more than one typed page.
• Font Style and Size: Use a plain font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 and 12 points.
• Margins:  Use one-inch margins and left justify your text.
• Spacing: Single-space your letter, and leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutation, before the closing, and before and after your handwritten signature in a printed letter.
• Printing the Letter:  Business letters should be printed on plain white paper.

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then, print it out and read it aloud at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Reading your letter out loud is a good way to catch a mistake.

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink. 

If you’re emailing your letter, send a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

When your letter is ready to mail, fold it in thirds so it fits into a business-size envelope. You can use your word-processing program to print the addresses on the envelope or handwrite them. 

Print your name on the top-left corner of the front of the envelope. Print the recipient’s address in the center of the envelope, parallel with the long side. Add a stamp to the top right of the envelope.

NMU Writing Center. " Parts of a Business Letter ."

University of Arizona. " Writing a Professional Letter ."

USPS. " How to Send a Letter or Postcard: Domestic ."

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• Formal Letter Writing In English

Formal Letter Writing in English - Definition, Format and Writing Samples

The article elaborates on the format of writing a formal letter, the definition and structure of a formal letter, along with sample formal letters for your reference. Formal Letters are professional and need to be drafted carefully. The following topics will help you understand how to write a formal letter in the most effective manner.

Table of Contents

Definition of a formal letter.

• Structure of a Formal Letter – Types of Formal Letters

Writing a Formal Letter – Parts of a Formal Letter

Formal letter writing samples.

• FAQs on Formal Letter Writing Format in English

Formal Letters, also called Business Letters or Professional Letters, are letters that are written in a strict and specific format. Formal letters are naturally much more formal in style than informal/friendly letters. Formal letters can be written for a number of reasons such as,

• to express your concerns while working in a professional setup
• to provide official information across your workspace
• to order goods, to apply for employment, etc.
• to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

Structure of a Formal Letter

In order to be able to write a formal letter, you have to first understand the reason behind the letter. As far as formal letters are concerned, the structure of the letter changes depending on the type of letter. There are certain rules to be followed to be able to draft a formal letter. Every sentence should be well thought out and laid down in such a way that the message you want to convey should be precise and clear to the reader.

Types of Formal Letters

There are different types of formal letters, as discussed, and they can generally be labelled under the following terms:

Business Letters

Letters of application, letters to newspapers.

Business letters should be terse, clear and to the point. There is no room for any kind of stories in a business letter. Before you start to write a business letter, there are a few things you should keep in mind.

• Use simple, everyday language to convey the message clearly instead of using flamboyant and overemphatic vocabulary.
• Never use jargon that is commonly used in business when you write a business letter.
• Avoid using abbreviations as much as possible.
• The modes of address vary according to the type of letter and the receiver.
• Clear and exact descriptions of the articles necessary with the expected quality and quantity should be listed with utmost care when you write a letter to order goods.
• When replying to a business letter, always quote the date of the letter you are responding to and its reference numbers (if any).

Formal/Business letters include letters from an employer to the employees and vice versa, letters to order and replace goods, letters of serious concern to an officer of higher rank, letters of complaint, etc.

Letters of Application usually consist of letters applying for employment. Before and after you write a letter of application, make sure you check for the following:

• Always start with a short introduction stating whether the applicant is writing in response to a reference from an advertisement found online or in the newspaper.
• State the age, education and experience of the applicant.
• Provide the employer with a genuine expression of the applicant’s earnestness in taking up the job in the respective company.
• Also, furnish references so that the employer can gather an idea of the kind of employee you would be.

Letters of Application should follow the format of formal/business letters.

Always address these letters to ‘The Editor’ and end with ‘Yours faithfully’. Letters to the Editor are letters that express concerns that should be addressed to the higher authorities. These letters should be professional and authentic. No newspaper would publish anonymous letters, so make sure you are writing the letter for a cause and provide your name and address correctly.

When writing a formal letter, always be respectful and conscious of your language, no matter what the subject of the letter might be. To write a formal letter, there are some points to be remembered.

• Always start with the sender’s address
• This is followed by the date .
• The receiver’s address comes next. The receiver can be the name of the firm or the one who represents the firm.
• The subject of the letter is very important. It is a statement of the purpose of the letter. It should be written in a single line.
• The salutation can be Dear Sir/Ma’am. If it is a person you know well, you can address them by their name, ‘Dear Shrinath’.
• The first paragraph should be aimed at introducing yourself and stating the purpose of your letter.
• The second paragraph should furnish all the information about the matter.
• The third paragraph can be a concluding paragraph where you lay out your expectations regarding the matter.
• To close the letter , you can use a complimentary closing like ‘ Yours faithfully’, ‘Yours sincerely’ etc.
• Unlike informal letters, the signature should include your name (in block letters) and designation below your signature.

Formal Letter Sample 1 – Letter to the publisher ordering books for your store

Read More Book Store

24, Crosby Lane

Bangalore 600045

20th August, 2019

The Manager

Zack Publishing House

Mumbai 400012

Subject: Requirement of new books for the store

I have received the books that you sent last week. The books are in perfect condition, and they were delivered on time. Owing to the great service rendered, I would like to order more books that would be a great addition to the wide range of books available at my store. Given below is a list of books that I would like to purchase:

I shall be grateful if you could send me copies of these books as mentioned by VPP as early as possible to the address given.

Thank you in advance.

Yours faithfully,

Manager,  Read More Book Store

Formal Letter Sample 2 – Letter to the Editor about a road that needs repair

25, SS Street

Cheran Nagar

Coimbatore 641023

8th September, 2019

Subject: Repair of the road in Cheran Nagar

I would like to bring to your notice that the people in and around Cheran Nagar have been facing difficulties in travelling back and forth because of the bad condition of the roads there. We have appealed to the Municipality, but there has not been any response on the issue so far.

As our appeals to their office have had no effect, we believe that perhaps a mention in the media would be of great help. Since the beginning of the last month, the roads in Cheran Nagar have been almost impassable. The surface is badly broken up by the heavy rains, and on a dark night, it is positively dangerous for vehicles to pass that way. Moreover, there are heaps of road metal on both sides of the road, which leave very little room in the middle. The residents of the area have been inconvenienced in this way for weeks.

The situation is becoming worse. There have been multiple accidents happening due to this condition. I request you to highlight the seriousness of the matter in your newspaper so that the road may be properly repaired without further delay.

Thanking You

Yours sincerely,

More Formal Letter Samples,

FAQ on Formal Letter Writing Format in English

What is a formal letter.

A formal letter is written for official purposes such as to express your concerns while working in a professional setup, to share official information at your workspace, to order goods, to apply for employment, to the Editor of a newspaper addressing the problems faced by various groups of people in different areas, etc.

What is the format of a formal letter?

A formal letter should include the sender’s address, date, receiver’s address, subject, salutation, body of the letter, complimentary closing and finally, the signature with name (in block letters) and designation.

How can I write a formal letter?

Before you start writing a formal letter, make sure you understand the pattern of the formal letter. Try to include all the necessary information about the matter that is being discussed. Keep your language simple and clear. Make the receiver understand your requirements and also your expectations. Provide authentic information no matter what.

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• For Small Business

How to Write a Business Letter That Gets Results in 2024

• May 13, 2024
• by steven-austin

Even though writing a letter may seem old-fashioned in today‘s digital world, business letters are still a crucial tool for professional communication and collaboration. Whether you need to pitch a sale, apply for a job, request information, or resolve a complaint, knowing how to craft a persuasive letter can help you achieve your goals and make a positive impression on your recipients.

In fact, a well-written business letter may be even more impactful now that they‘re less common. A 2022 survey by the U.S. Postal Service found that 70% of consumers said they were more likely to open and read direct mail than email. In an overflowing inbox, a thoughtful letter can stand out and show that you value the communication enough to put pen to paper (or fingers to keyboard).

So what does it take to write a business letter that gets noticed – and gets results? In this guide, we‘ll break down the art and science of effective letter writing, with tips, templates and examples you can use to craft powerful letters for any professional scenario.

Why Business Letters Still Matter

In an age of instant messaging and video calls, it‘s easy to think of letters as a relic of the past. But there are several reasons why business letters are still an important communication tool:

They convey professionalism and credibility. Taking the time to write a well-formatted letter shows that you are serious, detail-oriented and respectful of established business norms.

They provide a permanent record. Unlike phone calls or face-to-face meetings, letters create a tangible paper trail that can be filed, referenced and shared as needed.

They allow for careful composition. Writing a letter gives you the opportunity to thoughtfully organize your points and choose your words for maximum impact, without the pressure of a real-time interaction.

They can break through the digital clutter. In a sea of emails and app notifications, a physical letter can grab attention and leave a lasting impression in a way that electronic communications often can‘t.

How lasting is that impression? Research by the firm Epsilon found that 80% of recipients could recall a brand directly after receiving direct mail, compared to just 44% after seeing a digital ad. Even in the digital age, the tactile experience of holding and reading a letter forges a stronger connection.

The Anatomy of a Persuasive Business Letter

Crafting an effective business letter is both an art and a science. While the content and tone may vary depending on your industry, audience and objectives, most persuasive letters share a common structure:

Start with your contact information, including your full name, title, company name, address, phone number and email. If you‘re writing on official company letterhead, this may already be included.

Include the full date you‘re sending the letter, in a standard format such as April 1, 2024.

3. Recipient‘s Address

List the recipient‘s name, title and full mailing address. If you don‘t have a specific contact name, you can use a general title such as "Human Resources Director" or "To Whom It May Concern."

4. Greeting

Open with a professional salutation followed by the recipient‘s name, such as "Dear Ms. Patel" or "Dear Jordan." If you don‘t have a name, "Dear [Job Title]" or "Dear Sir/Madam" are appropriate.

5. Opening Paragraph

Your first paragraph should grab the reader‘s attention and clearly state your reason for writing. Start with a strong hook – an interesting fact, question, or brief anecdote related to your main point.

6. Body Paragraphs

In the main part of your letter, build your case with persuasive points, relevant details and specific examples. Focus on benefits over features, anticipate potential objections, and include evidence such as data, testimonials or research to support your arguments. Use short paragraphs and clear, confident language.

7. Closing Paragraph

End your letter by restating your main point and including a clear call to action – the next step you want the reader to take, whether it‘s scheduling a meeting, visiting a website or sending a reply. If you plan to follow up, you may mention that here.

8. Sign-Off

Choose a professional closing such as "Sincerely," "Regards" or "Best," followed by a comma. Leave about four lines of space for your signature if you plan to print and sign the letter by hand.

9. Signature

Type your full name, followed by your title if relevant. If you‘re printing the letter, sign your name by hand in the space above.

10. Enclosures

If you‘re including any additional documents, such as a resume or product specs, list them here with the word "Enclosure" or "Attachment."

Of course, this is just a general template – the specific content and organization of your letter will depend on your purpose and audience. Let‘s take a closer look at some common types of business letters and how to adapt your approach for each one:

Sales Letters

The goal of a sales letter is to persuade a potential customer to take a specific action, such as making a purchase, scheduling a demo or requesting more information. To write an effective sales letter:

• Grab attention with a strong headline. Your opening line should hook the reader with a provocative question, surprising statistic or bold claim related to their needs or challenges.
• Focus on benefits, not just features. Instead of simply listing product specs, emphasize the real-world results and value your offering can provide.
• Use social proof. Include customer testimonials, case studies or research data to build trust and overcome objections.
• Create urgency. Motivate the reader to act with a limited-time offer, exclusive invitation or compelling event.
• Make the next step crystal clear. End with a specific call-to-action and make it easy for the reader to follow through, whether it‘s with a phone number, reply card or custom URL.

For example:

Dear [Name], What if you could cut your team‘s project turnaround time by 50%, without adding staff or costs? That‘s the average result our customers see after switching to the Zooma productivity suite. Trusted by over 10,000 teams worldwide, Zooma streamlines workflows, automates routine tasks and enables seamless collaboration, so you can focus on high-impact work. Just ask our customer Andrea H., a project manager at Tectonic Agency: "We used to spend hours each week wrangling spreadsheets and chasing down updates. With Zooma, everything‘s in one place and I can see exactly where projects stand with a single click. It‘s a game-changer." I‘d love to show you how Zooma can supercharge your team‘s productivity too. If you have 15 minutes this week, I‘d be happy to give you a personalized demo – just reply to this email or book a time on my calendar here: [Scheduling Link] Talk soon, [Your name] Zooma Sales Director

Job Application Letters

Also known as cover letters, job application letters introduce you as a candidate and motivate the employer to read your resume. A strong application letter should:

• Show genuine interest. Convey enthusiasm for the specific role and company, demonstrating that you‘ve done your research.
• Highlight your most relevant qualifications. Cherry-pick the skills and experiences from your background that best match the job description and employer‘s needs.
• Tell your story. Go beyond your resume bullet points to share your unique career narrative and professional strengths.
• Provide social proof. If you have impressive achievements or references, mention them to build credibility.
• Express your culture fit. Demonstrate shared values and point out how you would integrate well with the company‘s mission and work style.

For instance:

Dear Ms. Hernandez, When I saw the Senior UX Designer posting on LinkedIn, I knew I had to apply. I‘ve been following BluWave Digital‘s work for years, and have always been impressed by your user-centric approach to design challenges. In my current role at TechCo, I‘ve had the opportunity to lead UX strategy for several high-profile products, including our flagship mobile app that‘s now used by over 500,000 customers. By focusing on user research and rapid prototyping, I was able to increase adoption rates by 30% while also improving key satisfaction metrics. Previously, as a UX consultant, I collaborated with cross-functional teams on projects for clients in healthcare, e-commerce and education. My former manager described me as "a powerhouse of creative problem-solving" and "unmatched in her ability to put the user first." Beyond my design chops, I‘m also passionate about mentoring junior designers. I started an informal UX learning community that‘s grown to over 200 members who meet regularly to share knowledge and feedback. This spirit of continuous learning and collaboration is a big part of what draws me to the BluWave culture. I would love the chance to bring my skills and enthusiasm to the Senior UX Designer role. Could we set up a time to discuss how my experience could help drive BluWave‘s mission forward? Sincerely, [Your Name]

Networking Letters

Networking letters are a proactive way to build relationships in your industry and find hidden job opportunities. Whether you‘re requesting an informational interview or simply introducing yourself, a great networking letter should:

• Establish a connection. Mention a mutual contact, shared interest or recent meeting that prompted you to write.
• Clearly state your purpose. Are you looking for general career advice, exploring opportunities at their company, or simply wanting to discuss industry trends? Be upfront about your goals for reaching out.
• Demonstrate your value. Even if you‘re not explicitly asking for a job, highlight your relevant expertise and show how you could be a useful contact.
• Keep your ask reasonable. Respect the recipient‘s time by keeping your request brief and specific, such as a 20-minute phone call or coffee meeting.

Dear Mr. Gupta, I was inspired to reach out after hearing you speak on the "Future of FinTech" panel at the ICT Summit last month. As a software engineer with a passion for blockchain, I resonated with your vision for how decentralized tech will transform financial services. For the past three years I‘ve been part of the founding tech team at CryptoWallet, where I‘ve focused on building secure infrastructure for our digital asset exchange. Along the way I‘ve become fascinated by the potential applications of blockchain beyond cryptocurrency. Given your extensive experience driving innovation in the FinTech space, I would be grateful for the opportunity to learn more about your perspective on the sector and career path. Might you have 20 minutes in the coming weeks for a brief call to discuss the skills and qualities needed to succeed in this fast-evolving field? I‘ve attached my resume for reference, but please know I‘m not reaching out about a specific role at this time. I simply aim to expand my industry knowledge and make meaningful connections as I plan my next career steps. Thank you for considering my request. I‘m available at your convenience and happy to work around your schedule. Warm regards, [Your name]

Writing With Confidence and Clarity

No matter what type of business letter you‘re writing, there are some general principles that will help your message hit the mark:

Know your audience. The more you understand about your reader‘s needs, values and communication style, the better you can tailor your content and tone. Are they more data-driven or emotionally motivated? Pressed for time or open to a longer discussion? Adapt accordingly.

Lead with the main point. Don‘t make your reader guess why you‘re writing or bury your key message in the third paragraph. Open with a clear statement of purpose and put your most important information up front.

Anticipate questions and objections. As you build your case, think about potential pushback or concerns your reader might have. Address them proactively in the letter to instill confidence and save time.

Back up your claims. Whenever possible, support your points with specific examples, data, testimonials or research. Showing is more powerful than telling.

Be concise and scannable. Keep paragraphs short (2-3 sentences max) and use formatting like bullets, bolding and underlines strategically to highlight key information. Make it easy for your reader to digest your message quickly.

Use a professional but conversational tone. Business letters should convey competence and respect, but that doesn‘t mean they have to be stiff or overly formal. Use clear, direct language and aim for a tone you would use in a face-to-face meeting.

Proofread carefully. Typos and grammatical errors can undermine your credibility, no matter how compelling your content. Always run a spell check and ask a colleague or friend to review your letter before sending.

By following these principles and studying the examples in this guide, you‘ll be equipped to craft business letters that deliver results. Whether you‘re pitching your product, making a case for your candidacy or building your professional network, a well-written letter can open doors.

So the next time you need to make an important request or share a key update, seize the opportunity to stand out from the digital deluge and put your best foot forward on paper. In a world of fleeting pixels, a thoughtful business letter is a tangible investment in relationships and results that can pay dividends for years to come.

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Legal Templates

Home Business Letter of Recommendation Employee Letter of Recommendation Copy

Employee Letter of Recommendation Template

Use an employee letter of recommendation to outline an employee’s accomplishments and highlight their suitability for a new position or company.

Updated May 7, 2024 Written by Raina Chou | Reviewed by Brooke Davis

A letter of recommendation for employee is a document typically written by a manager or supervisor to endorse an employee’s skills and work ethic. It supports the employee’s job or promotion by highlighting their capabilities and achievements based on the writer’s direct experiences with the individual.

Letters of recommendation are not always required during a job search, but they can supplement an application to help the candidate stand out.

Key Takeaways

• A positive recommendation letter can support a smooth offboarding process and foster goodwill with the departing employee.
• Make the letter concise , relevant to the organization and role, and insightful by offering unique examples not found in the resume.
• Review the job description and company’s details to include relevant achievements and qualities.
• Follow business letter format guidelines to ensure professionalism.
• Be mindful of legal concerns like misrepresentation and privacy breaches.

Before You Start Writing

How to write an employee letter of recommendation, types of employee letters of recommendation, legal implications of an employee letter of recommendation, writing tips, employee letter of recommendation sample.

A little preparation can go a long way when crafting an effective letter. Streamline the process with the following tips.

Understand the Assignment

Begin by carefully reviewing the job title, job description, and details of the company to which the employee is applying. This will help you tailor the letter with the appropriate focus and tone.

For example, a small startup company may appreciate recommendation letters with a witty and personal approach. A large corporation, on the other hand, may prefer a more professional tone.

Additionally, confirm whether to send the letter via mail or email and check for any submission deadlines.

Consider Your Experience

Make a list of the employee’s achievements and contributions during their time at your company. Use specific examples and anecdotes to highlight the employee’s performance. Consider using prior employee evaluations to emphasize their achievements.

In addition to addressing their job-specific skills, consider the employee’s personal qualities . For example, explain how they work well in a team or reliably complete tasks without oversight.

Ask your employee what they want to highlight for the hiring team. Consider their goals and desires so you can craft a letter that aligns with their overall approach.

Should I turn down a request if I don't feel comfortable writing the letter?

Yes, if you cannot provide a genuinely positive and honest reference , decline the request politely. Writing a forced or insincere letter can be unhelpful and may inadvertently harm the individual’s chances.

A compelling letter of recommendation for your employee should include the following details:

• An introduction detailing your relationship to the employee and your qualifications ;
• 2-3 paragraphs advising how the employee can benefit the organization ; and
• A conclusion explaining why the employee is ideal for the position .

Step 1: Format

Whether it is requested in print or email form, you should write your employee recommendation letter in business letter format .

The formats and contents of these two forms are similar, but a business letter includes address blocks at the top. If you are writing an email, include a concise subject line detailing the letter’s intent.

Failing to apply the correct format can be deemed as a lack of professionalism and potentially reduce the impact of your recommendation.

Step 2: Introduction

The introduction should address why the writer is qualified to recommend the employee .

A good introduction should include the following information:

• The purpose of the letter;
• The writer’s relationship with the employee;
• How long the writer has known the employee;
• The writer’s expertise and qualifications, if relevant.

Introduction Example

Dear Hiring Committee,

I am delighted to recommend Carlos Ramirez for the role of Marketing Manager at Global Brands Inc. As Carlos’s mentor during his tenure at MarketMovers, where he has been instrumental for three years, my extensive background in marketing across various industries provides me with the insights to vouch for his expertise and performance effectively.

Step 3: Body Paragraphs

Use the next 2-3 paragraphs to detail what value the employee can bring to the company . You should mention the employee’s:

• achievements and growth, with specific details;
• personal anecdotes that highlight the employee’s character;
• professional skills; and specifically,
• how the employee’s skills align with their desired role within the company.

Aim for conciseness and condense your examples into one or two sentences.

Body Paragraphs Example

Anna’s deep understanding of advanced programming languages and exceptional problem-solving skills align perfectly with the role’s demands. A memorable example includes the time Anna resolved a critical bottleneck in our data processing application, increasing system efficiency by 26%. Her innovative approach not only solved the problem but also significantly reduced processing times.

Throughout her tenure, Anna has consistently demonstrated technical excellence and leadership. One notable achievement was her leadership of the team that developed our award-winning mobile application, which resulted in a 30% increase in our app’s user base within six months.

Additionally, Anna’s approach to continuous learning and improvement is a testament to her suitability for this role, particularly in a fast-paced tech environment. Thanks to Anna’s dedication, she consistently brought innovative solutions to the team, leading to streamlined project workflows and an overall 10% increase in productivity.

Step 4: Closing

Conclude the letter by asserting your confidence in the candidate’s suitability for the position and organization . In addition, you should provide contact details so the reader can contact you for additional information.

Your signature and printed name should be placed at the bottom of the letter.

Closing Example

In conclusion, I wholeheartedly endorse Laura Gibson, as I am confident that she is the ideal candidate for this position. Her proven track record, professional skills, and personal integrity assure me that she will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at 555-123-4567 or [email protected] .

Yours Sincerely,

[Signature]

Jerry Smith

Here are three common types of employee recommendation letters and their key components.

For a General Character Reference

A Closer Look at Personal Traits

A character reference letter focuses on the employee’s personal qualities rather than professional skills. Reference letters are particularly valuable when personality traits like integrity, reliability, and cooperation are crucial to the role or situation.

What to Include:

• Emphasis on personal qualities that align with the role’s requirements;
• Examples from personal experiences that demonstrate these traits; and
• Positive results driven from these traits and qualities.

For a New Job

Highlighting Skills and Achievements

The letter should concentrate on the individual’s relevant skills, experiences, and specific achievements. This type of recommendation is tailored to demonstrate how the employee’s background makes them a perfect fit for the potential job.

• Detailed discussion of relevant skills and how they apply to the new job;
• Notable achievements that illustrate successful application of these skills; and
• An overview of past performance that predicts future success in the new role.

For a Promotion

Demonstrating Leadership and Growth

A recommendation for a promotion should focus on the employee’s potential for leadership, their deep understanding of the company, and evidence of their professional growth and development. This supports the case for their readiness to handle more responsibility within the organization.

• Examples of leadership potential and instances where it was demonstrated;
• Knowledge of the company’s culture, processes, and goals; and
• Evidence of continuous professional growth and how it aligns with the needs of the higher position.

When drafting an employee recommendation letter, it’s crucial to consider potential legal implications like misrepresentation, discrimination, negligence, and privacy breaches.

Misrepresentation occurs when false or exaggerated information is provided in the recommendation letter written, which could lead to wrong hiring decisions.

Ensure that all statements in the letter are honest and can be substantiated. Additionally, the letter should focus only on factual observations and verified achievements.

Discrimination may happen if the letter contains, implies, or is interpreted to have biased information based on race, gender, religion, age, disability, sexual orientation, or any other protected class.

Focus on the employee's performance and qualifications

The writer should not refer to any protected characteristics of the employee. This ensures that the content is strictly professional and relevant.

Negligence involves failing to disclose critical information about an employee, particularly concerning to behaviors that could endanger others, such as violent tendencies.

Discuss with HR

HR can confirm which details can be legally disclosed, focusing on information that directly impacts the employee’s professional capabilities.

Breach of Privacy occurs when private or sensitive information about an employee or the company is disclosed without consent, including details protected under non-disclosure agreements (NDAs) or related to a company’s intellectual property, profits, or other confidential data.

Check with Relevant Parties

Before including any information about the employee’s achievements, verify that it does not breach any NDAs or company privacy policies. Always obtain consent from the relevant parties if you are unsure about the confidentiality of the information. This ensures compliance with legal standards and respects the privacy of both the employee and the company.

By following these guidelines and regularly consulting with HR on the disclosure of specific achievements and the appropriateness of the content, the writer can mitigate risks and adhere to legal and company standards when providing a reference.

In addition to the above information, consider the following tips to craft an impactful employee letter of recommendation.

Be Concise.

Keep the letter concise and to the point. The letter is for business, and your reader will not want to read an essay.

Be Relevant.

Consider what matters the most to the organization for the candidate’s desired position. For instance, assertiveness may be favorable in sales but frowned upon in counseling or social work.

Be Insightful.

Refrain from repeating information already on the CV or resume. Instead, provide unique insights the hiring manager will not see in the employee’s application.

If you are using a reference letter template, modify and polish the letter after filling in the blanks so it contains specific examples and personal interactions you have had with the employee.

Copy the free sample or download a customizable employee letter of recommendation template below.

[Sender’s Name] [Sender’s Company] [Sender’s Address] [Sender’s Phone Number or Email]

_______________, 20_____

[Recipient’s Name] [Recipient’s Company] [Recipient’s Address] [Recipient’s Phone Number or Email]

EMPLOYEE LETTER OF RECOMMENDATION

Dear ________________________ [Recipient’s Name],

I am thrilled to write this letter recommending ________________________ [Employee’s Name]’s for the position of ________________________ [Position/Opportunity] at ________________________ [Institution/Organization]. As ________________________ [Employee’s Name]’s ________________________ [Your Relationship, e.g., Supervisor, Mentor, Colleague] for the past ________________________ [Duration of Relationship] years at ________________________ [Institution/Organization], I have had the privilege of witnessing their professional growth and dedication firsthand. With _____ [Number] years of experience in ________________________ [Industry/Field], I believe I am well-positioned to provide an accurate assessment of ________________________ [Employee’s Name]’s contributions and skills.

________________________ [Employee’s Name]’s deep understanding of ________________________ [Specific Professional Skills or Knowledge] and ________________________ [Relevant Personal Quality] aligns perfectly with the demands of the role. A memorable example includes ________________________ [Relevant Anecdote]. As a result, ________________________ [Quantifiable Outcome or Improvement].

Throughout their tenure, ________________________ [Employee’s Name] has consistently demonstrated ________________________ [Skills or Qualities]. One notable achievement was ________________________ [Specific Achievement], which resulted in ________________________ [Quantifiable Outcome or Improvement].

Additionally, ________________________ [Employee’s Name]’s approach to ________________________ [How They Apply Skills or Values] is a testament to their suitability for this role, particularly in ________________________ [Department/Industry]. Thanks to ________________________ [Employee’s Name]’s effective approach, ________________________ [Quantifiable Outcome or Improvement].

In conclusion, I wholeheartedly endorse ________________________ [Employee’s Name], as I am confident that ________________________ [Employee’s Name] is the ideal candidate for this position. Their proven track record, combined with their professional skills and personal integrity, assure me that they will exceed your expectations and contribute positively to your team. Should you have further questions or require more information, do not hesitate to contact me at ________________________ [Phone Number] or ________________________ [Email Address].

________________________ [Sender’s Signature]

________________________ [Sender’s Print Name]

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