Whether you’re making inquiries or responding to a complaint, a well-written formal letter is essential to demonstrate your professionalism and communication skills in the workplace.
That is why we created this guide: to help you craft various types of formal letters for work, with examples to show you what a finished letter should look like. We’ll also cover the elements your letter should have as well as important tips to keep in mind.
What Is a Formal Letter?
A formal letter is a letter written and used in formal communication. It can refer to any official correspondence with coworkers, hiring managers or other authoritative bodies.
Regardless of what you’re creating the formal letter for, it needs to have a fixed structure and follow a specific format. When it comes to formatting, a formal letter follows either the Administrative Management Society (AMS) style or the block style.
When To Write a Formal Letter
There are many instances in which you will need to write a formal letter. Generally, it’s any situation that requires you to employ formal communication.
This includes but isn’t limited to applications, invitations, addressing a complaint, making a request and more.
Still, given that there are various different types of formal letters, knowing how to create one and how to properly use it in context will increase your odds of fulfilling your objective for writing the letter.
6 Common Types of Formal Letters + Examples
Here at OysterLink, we are focused on helping hospitality industry professionals in their careers — down to the simplest of tasks. Therefore, this section is geared towards successful execution of formal letters for restaurants, hotels or dining establishments.
However, you can use our examples and adjust them according to your needs and line of work.
Explore the six most common types of formal letters and find the one that works for you.
1. Inquiry Letter Example
Inquiry letters are typically used to gather information or propose collaboration opportunities. Here’s an example tailored to a sponsorship request in the hospitality industry.
Starlight Events
456 Moonlit Avenue
New Orleans, LA 70118November 29, 2024
Adrienne Pine
Marketing Department Head
Celestial Resorts & Spas
123 Sunrise Boulevard
Miami, FL 33139Dear Ms. Pine:
I am writing on behalf of Starlight Events, a premier event planning company specializing in luxury experiences. We are excited to announce our upcoming “Gala Under the Stars,” scheduled for March 15, 2025, at the Grand Bay Ballroom in New Orleans, LA.
Given Celestial Resorts’ esteemed reputation in the luxury hospitality industry, we believe your sponsorship would be a perfect fit for our event. Your brand’s commitment to excellence aligns with the audience we are targeting: business professionals and influencers seeking premier travel and leisure experiences.
As a sponsor, Celestial Resorts will enjoy prominent logo placement, exclusive mentions in event promotions and complimentary tickets for your team to network with our esteemed guests. We are happy to provide additional information and explore a mutually beneficial collaboration.
Thank you for considering this opportunity. Please let us know if you would be interested in partnering with us or if you would like to discuss this further.
Sincerely,
Kate Bishop
Marketing Director at Starlight Events
(504) 555-0198
2. Sales Letter Example
Sales letters aim to promote services or products. Below is an example of an event catering company offering their services to a new restaurant.
Golden Spoon Catering
23 Culinary Drive
Austin, TX 73301
November 29, 2024
Benjamin Linus
Urban Tastes Bistro
789 Flavor Street
Austin, TX 73301
Dear Mr. Hamilton:
Congratulations on the grand opening of Urban Tastes Bistro! We at Golden Spoon Catering are thrilled to welcome your establishment to Austin’s vibrant culinary community.
As a premier catering service with over a decade of experience, we specialize in creating custom menus and delivering exceptional service for restaurant-hosted events, including private dinners, corporate gatherings and seasonal promotions. Our chefs collaborate closely with clients to ensure every event reflects their unique vision and style.
We would love the opportunity to provide catering services for any events you plan to host. To help you get started, we’re offering an exclusive 15% discount on your first booking with us. Please feel free to contact me at (737) 555-0342 or [email protected] to discuss how we can collaborate.
Best regards,
Claire Littleton
Client Relations Manager
Golden Spoon Catering
3. Apology Letter Example
An apology letter addresses customer or client complaints in a professional and empathetic manner. Here’s an example of a Hotel Manager responding to a dissatisfied guest.
The Gilded Fox Hotel
91 Heritage Lane
Charleston, SC 29401
November 29, 2024
Mr. Hugo Reyes
215 Springwood Road
Charleston, SC 29403
Dear Mr. Reyes:
I hope this message finds you well. I am writing on behalf of The Gilded Fox Hotel to sincerely apologize for the inconvenience you experienced during your recent stay with us on November 20–27, 2024.
We understand that the delay in room service and the noise disturbance during your visit fell short of the high standards we strive to maintain. Please know that your feedback has been shared with our management team and immediate steps are being taken to prevent such issues in the future.
To make amends, we would like to offer you a complimentary two-night stay at The Gilded Fox Hotel, along with a $100 dining credit for our on-site restaurant, The Silver Spoon. We value your patronage and hope to restore your faith in our services.
Thank you for bringing this matter to our attention. Please feel free to contact me directly to arrange your next visit or discuss further.
Warm regards,
Samantha Hayes
Guest Relations Manager – The Gilded Fox Hotel
(843) 555-0786
samanthah@gildedfoxhotel.com
4. Invitation Letter Example
Invitation letters for business events establish professionalism and set the tone for an upcoming event. Here’s an example of a formal invite from a General Manager for their hotel’s official opening.
Sunrise Haven Hotel
12 Coastal Drive
San Diego, CA 92101
November 29, 2024
Chef Olivia Carter
Gourmet Gatherings LLC
452 High Street
San Diego, CA 92103
Dear Chef Carter:
It is with great excitement that we invite you to the official opening of Sunrise Haven Hotel, our latest luxury retreat in the heart of San Diego. The event will take place on January 20, 2025 (Saturday) at 6:00 p.m., featuring an exclusive preview of our dining facilities, spa and breathtaking coastal suites.
Your presence as a distinguished culinary professional in the San Diego community would greatly honor us. We will also showcase a curated menu of international cuisines prepared by our in-house chefs, offering an evening of indulgence and inspiration.
Please RSVP by January 10, 2025, to [email protected] or by calling (619) 555-0921. We look forward to celebrating this milestone with you.
Warm regards,
Michael Rios
General Manager – Sunrise Haven Hotel
(619) 555-0921
5. Thank-You Letter Example
A thank-you letter is a formal way to express gratitude to someone for their support, services, or opportunities.
This example demonstrates a Restaurant Manager thanking a supplier for their consistent and timely service.
The Gourmet Table
125 Culinary Avenue
Savory City, CA 90210
November 29, 2024
Mr. Richard Fields
Operations Manager
FreshHarvest Supplies
350 Farmstead Lane
Green Valley, CA 90123
Dear Mr. Fields:
I hope this message finds you well. On behalf of The Gourmet Table, I would like to extend my heartfelt thanks to you and your team at FreshHarvest Supplies for your outstanding service over the past year.
Your commitment to providing high-quality produce and ensuring timely deliveries has played a crucial role in maintaining the exceptional dining experience our customers expect. The recent addition of organic options has also been a fantastic enhancement to our menu and our guests have expressed great enthusiasm for the quality of the ingredients.
We deeply value our partnership and look forward to continuing to work with you. Should there be any upcoming changes or new offerings from FreshHarvest Supplies, please do not hesitate to reach out.
Thank you once again for your dedication and support.
Warm regards,
Alexandra Monroe
General Manager – The Gourmet Table
(555) 876-5432
6. Acceptance Letter Example
An acceptance letter is used to formally accept an offer, such as a job, invitation or business proposal. The example below demonstrates a newly hired Head Chef accepting a job offer at a fine dining restaurant.
James Carter
232 Elmwood Street
Bakersfield, CA 93309
November 29, 2024
Sarah Thompson
Human Resources Director
LuxeDine Restaurants
980 Silver Spoon Lane
Culinary Heights, CA 90221
Dear Ms. Thompson:
I am delighted to formally accept your offer for the position of Head Chef at LuxeDine Restaurants, as detailed in your letter dated November 25, 2024. I am excited to join your esteemed team and bring my culinary expertise to your award-winning establishment.
The opportunity to lead a kitchen renowned for its innovation and excellence is truly an honor. I look forward to collaborating with your talented team and contributing to the continued success of LuxeDine Restaurants.
As per the terms discussed, I will commence my role on December 15, 2024. Please let me know if there is any additional documentation or preparation required before my start date.
Thank you once again for this wonderful opportunity. I am eager to bring my passion for culinary arts and leadership to LuxeDine.
Warm regards,
James Carter
(555) 324-5678
How To Write a Formal Letter in 6 Steps
Regardless of your niche, industry and the type of letter you are writing, below are our top tips on how to write the best formal letter in six easy steps.
1. Start With the Header
The header can be found at the top of your letter, on the left-hand side. It should include your name, the name of your workplace (if applicable) and your work or home address.
Below these include the date followed by the recipient’s full name, title, company name and work address.
Make sure to format accordingly to the style you are using:
- Block style: Place all elements of the header aligned to the left margin, with a single blank line between each section for clarity.
- AMS style: Skip your information at the top, starting directly with the date, which is aligned to the right margin. Include the recipient’s details below the date, aligned to the left margin.
2. Use the Correct Salutation or Subject Line
A formal letter should begin with an appropriate salutation, addressing the recipient by name if possible. If the recipient’s name is unknown, use a professional greeting such as “Dear [Job Title of the Person You Want to Contact]” or “To Whom It May Concern.”
- Block style: Use a salutation like “Dear [Recipient’s Name]:” with a colon. This maintains a formal tone consistent with the style.
- AMS style: Replace the salutation with a subject line (e.g., “Application for Marketing Manager Position”) that summarizes the purpose of the letter. Skip “Dear” entirely.
Hiring for your restaurant/hospitality business?
Post Jobs for FreeLooking for high-paying jobs?
Find Jobs Here3. Have a Clear Opening Paragraph
Regardless of what style you are writing your letter in, the opening paragraph should remain the same: Be succinct and direct, state why you’re writing the letter and provide any information that might be of use to the recipient.
4. Proceed With the Body of the Letter
The body of the letter is its main section. Here, you will provide the recipient with any details or context that apply.
Break the body of the letter into multiple paragraphs, each focused on a specific point — be it your information or a display of tangible results.
5. Write a Closing Paragraph
The closing paragraph should summarize the main points of your letter and end with a courteous call to action.
Thank the recipient for their time and demonstrate interest by stating the next steps of the process.
For instance, if you’re sending a formal invitation letter the next step would be for the recipient to RSVP to the event. On the other hand, if you’re sending a business proposal, you should invite the recipient to discuss the matter further.
6. End With an Appropriate Sign-Off
Close the letter with a formal sign-off such as “Sincerely,” “Yours faithfully,” or “Respectfully.”
Follow this with your full name and (if applicable) your job title, the name of your workplace and your contact information. If the letter is going to be printed, leave space for your handwritten signature above your typed name.
Formal Letter Template
Download our formal letter templates below and adjust them according to your needs:
Formal Letter Templates
Block Style Formal Letter
[Your Name]
[Name of the Company Where You Work (if applicable)]
[Your Work/Home Address]
[Date]
[Recipient’s Name]
[Recipient’s Title]
[Company Name]
[Company Address]
Dear [Recipient’s Name]:
(Opening Paragraph: State the purpose of your letter directly. Mention why you are writing and provide any relevant context.)
(Body Paragraph/s: Provide necessary details or context for your message.)
(Closing Paragraph: Summarize your letter and express gratitude. Include a call to action if needed.)
(Sign-off: End with a formal sign-off such as “Sincerely,” or “Best regards,”)
[Extra space for your signature (if applicable)]
[Your Name]
[Name of the Company Where You Work (if applicable)]
[Your Phone Number]
[Your Email Address]
AMS Style Formal Letter
[Your Name]
[Your Address]
[Date]
[Insert Subject Here in All Caps]
(Opening Paragraph: State the purpose of your letter directly. Mention why you are writing and provide any relevant context.)
(Body Paragraph/s: Provide necessary details or context for your message.)
(Closing Paragraph: Summarize your letter and express gratitude. Include a call to action if needed.)
(Sign-off: End with a formal sign-off such as “Sincerely,” or “Yours truly,”)
[Extra space for your signature, if applicable]
[Your Name]
[Name of the Company Where You Work (if applicable)]
[Your Phone Number]
[Your Email Address]
How To Write a Formal Letter: FAQ
To start a formal letter, you begin with the salutation (e.g., “Dear [Recipient’s Name]”). If you know the recipient’s name, address them directly with the appropriate title (Mr., Mrs., Dr., etc.). If you do not know the name, you can use a general salutation as “To Whom It May Concern:”
Do not use informal language, slang, or overly casual expressions. Avoid excessive contractions, irrelevant personal details and unprofessional tone.
AMS style omits the salutation and uses a capitalized subject line for direct communication, while block style includes a salutation and follows a structured format with left-aligned text for a more formal presentation.
Written by Vukasin Petrovic
Vukasin is an experienced content creator with more than five years of writing and editing experience. With a background in English and an MFA in Creative Writing, he excels in digital marketing and copywriting, crafting narratives that engage the audience.
Reviewed by Marcy Miniano
Marcy is an editor and writer with a background in public relations and brand marketing. Throughout her nearly decade-long career, she has honed her skills in crafting content and helping build brands across various industries — including restaurant and hospitality, travel, tech, fashion and entertainment.
