Appendix 2: Templates and Blank Letter Formats

Appendix 2:

Templates and Blank Letter Formats

This appendix offers a collection of useful templates and blank letter formats for different occasions—formal, informal, professional, and academic. These templates serve as a starting point for drafting effective, structured, and meaningful letters.

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1. Formal Letter Format

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

[Recipient's Name]
[Recipient's Position]
[Company/Organization Name]
[Address]
[City, State, ZIP Code]

Subject: [State the Purpose of the Letter]

Dear [Recipient’s Name],

Paragraph 1: Brief introduction and purpose of the letter.

Paragraph 2: Provide relevant details, context, or supporting information.

Paragraph 3: Conclusion and request for action/follow-up if any.

Thank you for your time and consideration.

Sincerely,
[Your Full Name]
[Your Signature (if sending a hard copy)]

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2. Informal Letter Format

[Your Address]
[City, State, ZIP Code]
Date: [DD Month YYYY]

Dear [First Name],

Paragraph 1: Greet the person and introduce the purpose of writing.

Paragraph 2: Share updates, stories, or news in a friendly tone.

Paragraph 3: Ask questions or respond to what the other person shared.

Paragraph 4: Wrap up with warm wishes or an invitation to continue the conversation.

Take care / Best wishes / With love,
[Your Name]

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3. Application Letter (Job/Internship)

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

[Hiring Manager’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]

Subject: Application for [Job Title]

Dear [Hiring Manager's Name],

I am writing to express my interest in the position of [Job Title] as advertised on [Source]. With my background in [mention relevant experience or qualification], I believe I would be a strong asset to your team.

[Describe skills, qualifications, achievements relevant to the position.]

I have attached my resume for your consideration. I look forward to the opportunity to discuss how my skills and enthusiasm align with your team’s goals.

Thank you for considering my application.

Sincerely,
[Your Name]

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4. Complaint Letter Format

[Your Name]
[Your Address]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

[Recipient’s Name or Department]
[Company/Organization Name]
[Address]

Subject: Complaint Regarding [Issue or Product/Service Name]

Dear Sir/Madam,

I am writing to formally complain about [describe the issue clearly]. I purchased/received [product/service] on [date], and since then, I have experienced [brief description of the problem].

I hope your company will address this matter promptly and offer a suitable resolution such as [refund, replacement, etc.].

Please find attached copies of the relevant documents [receipts, photos, etc.].

Sincerely,
[Your Name]

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5. Resignation Letter Template

[Your Name]
[Your Address]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

[Supervisor’s Name]
[Company Name]
[Company Address]

Subject: Resignation Letter

Dear [Supervisor's Name],

I am writing to formally resign from my position as [Job Title] at [Company Name], effective from [Last Working Date], giving [X weeks] notice as per company policy.

I appreciate the opportunities for personal and professional development provided to me during my tenure.

I wish the team continued success and would be happy to assist in the transition period.

Sincerely,
[Your Name]

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6. Recommendation Letter Template

[Recommender’s Name]
[Designation]
[Institution/Organization Name]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

To Whom It May Concern,

I am pleased to recommend [Candidate's Full Name] for [purpose—admission/employment]. I have had the pleasure of working with [him/her/them] for [duration] as [relationship to candidate].

[Provide specific strengths, qualities, accomplishments.]

I am confident that [Candidate’s Name] will be an asset to your institution/organization.

Sincerely,
[Recommender’s Name]
[Designation]

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7. Leave Application Format (Employee to Employer)

[Your Name]
[Department Name]
[Employee ID (if applicable)]

Date: [DD Month YYYY]

To,
[Supervisor/Manager’s Name]
[Company Name]

Subject: Leave Application for [Number of Days]

Dear [Sir/Madam],

I am writing to request leave from [Start Date] to [End Date] due to [state reason—personal/medical/family emergency, etc.].

Please let me know if you require any additional information or documentation.

Thank you for your consideration.

Sincerely,
[Your Name]

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8. Permission Request Letter (Student/Employee)

[Your Name]
[Class/Department/Designation]
[Institution/Company Name]

Date: [DD Month YYYY]

To,
[Authority’s Name]
[Position]

Subject: Request for Permission to [mention reason]

Dear [Sir/Madam],

I respectfully request your permission to [brief explanation—attend an event, leave early, use facility, etc.].

I assure you that this will not interfere with my responsibilities and all duties will be fulfilled accordingly.

Looking forward to your positive response.

Sincerely,
[Your Name]

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9. Invitation Letter Format

[Your Name]
[Address or Organization Name]
[Contact Details]

Date: [DD Month YYYY]

To,
[Recipient’s Name]
[Address]

Subject: Invitation to [Event Name]

Dear [Name],

We are pleased to invite you to [event name] scheduled on [date] at [venue/time]. The event will [describe purpose or theme].

We would be honored by your presence.

Warm regards,
[Your Name]
[Designation (if applicable)]

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10. Blank Format (General Use)

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

Date: [DD Month YYYY]

[Recipient’s Name]
[Designation or Organization Name]
[Address]

Subject: [State Subject Clearly]

Dear [Recipient’s Name],

[Paragraph 1: Introduction]
[Paragraph 2: Main body – purpose, explanation, details]
[Paragraph 3: Conclusion or follow-up action request]

Sincerely,
[Your Name]
[Signature (if required)]

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Conclusion

These templates provide structured yet adaptable formats for a range of communication needs. Use them as a guide to craft letters that are clear, professional, respectful, and appropriate for the context. Remember to personalize the content to suit your specific situation and audience.