How to write formal letter asking for information?
As many of our visitors asked us how to write formal letter requesting information, we have prepared universal template for this formal request letter. This template provides general framework, and you should adjust it to your needs.
Name ad Surname of the sender
Street Name and Number
Postcode and City
Country
MM/DD/YYYY
Name ad Surname of the recipient (if familiar, otherwise leave blank)
Street Name and Number
Postcode and City
Country
RE: Request for information
Dear Sir, Madam,
My name is [Name Surname] and I am [occupation/member/other] in/to [please specify]. I am writing you because I need information about [please specify], because I [specify the purpose of information needed].
[In the paragraph that follows specify why recipient is relevant source of this information, and complement with any legal basis that may be source of responsibility in this regard]
Having in mind previous I wish to request [information/document] concerning [subject]. Please provide this information within [number of days] working days. If you need further information please do not hesitate to contact me on email: [enter address] or by phone [specify phone number].
Thank you for your time and consideration of my request.
Kind regards,
Name Surname
Position
Signature
[contact details]
Formal invitation letter template for the Opening Ceremony
Name ad Surname of the sender
Street Name and Number
Postcode and City
Country
MM/DD/YYYY
Name and Surname
Street Name and Number
Postcode and City
Country
Subject: Formal invitation for the Official opening ceremony of the ____ Representative office
Dear Mr. Surname of the recipient
On behalf of our Steering committee is our great pleasure to invite you to attend the Official Opening Ceremony of our representative office in (City, Country). Ceremony will take place in the ___________(Name of the venue and address), on (day of the week), (DD/MM/YYYY) starting from (time).
(Name of the organization) is operative since (date of establishment) and active in (XX) countries. Among major national stakeholders we are recognized as the leader in (specify field). We have been already active in (Country name), through implementation of the project “(name of the Project)”.
Official Opening Ceremony will be an opportunity to familiarize you with our operations and present our mission and work plan in the upcoming period. The representative office is being established because of the launch of the “Project name” and therefore we consider your presence as very important.
Please complete full details on the attached Rsvp and return to the address stated above by DD/MM/YYYY. Unfortunately we are not in position to accept replies received after this date. On behalf of the Steering Committee, I look forward to your attendance.
Name Surname
Head of Mission to the (Country)
(Organization)
Enclosures: – RSVP
– Official Opening Ceremony program
Formal Business Letter Sample about Dissolving Partnership
Company name
Street Name and Number
Postcode and City
Country (State)
MM / DD / YYYY
Name Surname of the Recipient
Position
Company name
Street Name and Number
Postcode and City
Country (State)
Dear [First name],
Working with you company for the past two years has been an excellent experience. Unfortunately we have to inform you that our Company has no longer need of your services. This is because our management has decided to move our marketing strategies in the different direction, and consequently to involve new partners in our business. Since the consulting services you have provided for our company are not complementary with current marketing strategy we have to cancel our contract with you.
We take this opportunity to thank you for the wonderful work you have done for us so far. Nevertheless we hold high hopes to remain on good terms with you and your company, and if we require services similar to what you have provided for us in the past, we would certainly like to consider you again.
Kind regards,
Name Surname
Position, Company
Modified Block Format
Like a block formal letter, this one is also aligned to the left, while only thing aligned to the right margin are the address of the sender, date, and signature. In order to achieve good visual effect letter should not exceed 3 paragraphs. If the text is to short, try to use wider margins, in order to have more centered content.
Please note that this formal letter format does not require indention of the paragraphs.
Formal acknowledgement letter for Cancellation of Backorder
Company name
Street Name and Number
Postcode and City
Country (State)
MM/DD/YYYY
Company name
Name ad Surname of the responsible person
Street Name and Number
Postcode and City
Country (State)
RE: Cancellation of Backorder
Dear Ms./Mr. [Last Name]
With this letter we hereby confirm to receive your receipt of the items we dispatched to you and notice to cancel procurement of items which are backordered.
In line with above, we will issue you a refund as soon as we finalize administrative procedures necessary to execute refund to your account.
We take this opportunity to express our gratitude for having you as our customer. Moreover we are enclosing you our new catalogue for your review. We hope you will find interesting items that will suit your business needs.
Thank you for your patience and understanding and for providing us with the opportunity to be of service to you.
Sincerely
Name Last Name
[Singature]
Enclosures: Catalogue for spring 2014
Formal business letter template for transmission of proposal / bid
[Company name]
[Senders Name]
[Address line 1]
[Address line 2]
[State, ZIP Code]
Date: MM/DD/YYYY
[Company name]
[Recipient name and position]
[Address line 1]
[Address line 2]
[State, ZIP Code]
Subject: Proposal/Bid/Quotation
Dear Ms./Mr. [Last Name of the recipient]
On behalf of [NAME] Company, I am pleased to present you with the enclosed proposal. I am confident you will find the information in line with your needs. The proposal covers the key points we discussed on our meeting from [MM/DD/YYYY]:
*(Point one)
*(Point two)
*(Point three)
* (etc. )
[Name] Company is the leading manufacturing company dedicated to quality products, continuous innovations and superior customer service.
We are grateful for the given opportunity to cooperate with you. Therefore, we look forward to meeting with you again after you have reviewed the proposal, in order to tune up our proposal, in accordance with your needs.
Sincerely,
Name Surname
[Signature]
Formal appeal letter against denial of Visa application
Name Surname
Street number
City, State, code
Country
Date of birth: MM/DD/YYY
E-mail:
Phone No.
Date: MM/DD/YYYY
Embassy Name
Embassy Address
Country
Subject: Appeal against denial of Schengen visa application
Visa application (case) number: _____________
Date of visa application submission: __________
Date of visa denial: ___________
Dear Sir/Madam:
With this letter I would hereby like to appeal against the decision made regarding my Schengen visa application.
Denial letter sent by Consular Department of your Embassy states that lack of sufficient funds deposited on my bank account are the main reason for denial of my visa application. However, I have to make an appeal against this rational, since the Bank has withdrawn funds from my account by technical mistake, after I have submitted my Schengen visa application. I would also like to notify you that the situation has been corrected, as my Bank account is being again credited with sufficient funds in accordance with your visa policies. As I prove I am providing recent Bank statement and letter issued by the Bank. Having in mind above stated I would like to ask you to reconsider my application and to void your visa denial.
In case you have any questions, please, do not hesitate to contact me at the above-provided email address or by phone on weekdays between 8 am and 6 pm. I am looking forward to hearing from you.
Sincerely,
Name and Surname of the applicant
Enclosures: as stated in the text
Formal appeal letter sample for elimination of work position
Name Surname
Position
Address
MM/DD/YYYY
Mr./Ms. Name Surname
Administration manager
Address
Dear Mr./Ms. Surname:
I am writing this letter in regards to recent divisional restructuring in our company. As you know, part of this restructuring included elimination of my position from marketing department.
I was informed that the reason for termination of my position was that my area of coverage, the West European market, was not essential to the company’s continued growth.
I believe that before my termination is absolute; my contributions to the marketing department should be reviewed. Please note that I have developed exclusive contacts in the West European market, but have never been given the opportunity to develop other markets or new strategies for other regional markets. My last appraisal indicated that the company was aware of and appreciated my creativity, innovation and hard work. I have consistently shown good results in this complex region.
I would like the opportunity to discuss my selection for termination, since I believe that I have unique skills that will increase Company’s market share, which I know is of utmost importance to the company.
Thank you for the time you dedicated for consideration of my appeal. I will contact you during next week to set up a convenient time for us to meet. If you have any questions, feel free to call me.
Sincerely,
Name Surname
Formal letter of intent to purchase
Company name
Address
City
Country
Subject: Letter of Intent to Purchase (Subject of purchase)
Dear Sir, Madam,
We take this opportunity to declare our intention to purchase ___________ (Subject of purchase) from your organization in ______ (city, state, country). Our company is duly organized and existing under the laws of the State of Arizona, based on its Deed of Incorporation and Articles of Association dated on MM/DD/YYYY. The principal business address of our company is at _____(address), while our principle activities include: wholesale trade, export, distribution, and limited production of final goods.
In line with the above stated, we, ______ (Name of buyers company), hereby confirm with full responsibility that we are willing and able to enter into contract for the purchase of the following items, as specified below, and that funding is available, including any import or export permits that may occur for the benefit of this particular purchase;
Product: ____________________________
Origin of the good: ___________________
Total quantity: ___________ (mesurment)
Destination Port: ____________________
Delivery Terms: _____________________
Packing: ____________________________
Payment method: ____________________
We understand that this letter of intent is a starting point for further negotiations and operates as a framework under which the transaction can proceed.
We look forward to working with you on this proposal, hopefuly beneficial for both entities.
Sincerely,
Name
Company name
Signature
Semi-block formal letter format
Semi-block type of format follows the same arrangement as the block format (i.e., left alignment) except for paragraphs where indention is applied, unlike in block format where paragraphs follow same alingment.
Please have a look at template
