It may seem difficult to write an official letter, but with the appropriate approach and knowledge of the crucial components, you can effectively deliver your message in a formal and clear way. Learning the craft of formal letter writing is a useful skill that can open doors and boost your reputation, whether you’re writing to a commercial organization, a government body, or even a potential employer. In this blog post, we’ll walk you through the essential steps of writing an official letter, including the right format, structure, language, and tone. By the conclusion, you’ll have the skills and assurance necessary to create letters that have a big effect and leave a good impression.
Even in the fast-paced digital age of today, where emails and instant messaging are the standard, formal letters are still very important in a variety of professional contexts. They give recipients a concrete example of your professionalism and attention to detail, making a positive impression. Whether you’re applying for a job, looking for a spouse, or dealing with an important issue, your ability to write an organized, professional letter will help you stand out from the crowd. We will give you important pointers and advice for creating formal letters that are not only powerful and impacting but also optimized for search engine visibility in this blog post. These writing techniques will help you make sure that your official letters are read and understood by the people who need to read them.
Here are a few official letter samples that show how to communicate effectively in a variety of formal settings by using the right style, tone, and language.
Example Letter:
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient’s Name]
[Recipient’s Designation]
[Organization]
[Address]
[City, State, ZIP Code]
Dear [Recipient’s Name],
I’m writing to let you know how deeply disappointed I am in the level of service I received from your business on [date]. The issue is still unresolved despite my several attempts to fix it via phone calls and emails. I think it’s important to let you know about this issue and ask that it be resolved as soon as possible.
[Concisely describe the problem and offer supporting information, such as pertinent dates, the names of those involved, and any supporting documents or evidence.]
I have faith that your business values customer happiness and treats these issues seriously. I respectfully ask that you look into this matter right away and take the necessary steps to make things right. I anticipate getting a good answer within [insert a realistic date].
I hate to notify you that, should this issue not be remedied quickly, I will be forced to escalate my complaint to the appropriate consumer protection agencies and post about my unpleasant experience on social media and review websites.
I value your consideration of this issue and am hoping for a speedy conclusion. Please tell me of the outcome and acknowledge receipt of this letter within [insert timeframe].
Yours sincerely,
[Your Name]
More Examples:
Say no to corruption |
No. Director/ACEQ/INV/2023/______
Directorate of Enquiries &
Anti-Corruption Establishment
Balochistan, Quetta
Quetta, the ____ April, 2023
To
The Tehsildar Saddar
Quetta
Subject: COMPLAINT NO. 61/2023 AGAINST OFFICERS/OFFICIALS OF REVENUE DEPARTMENT QUETTA
The undersigned is directed to refer to the subject noted above and to state that the above-mentioned complaint is under investigation at this Establishment.
In this regard, you are directed to bound down the Qanoongo and his Office Qanoongo to appear before the undersigned along with the original record of Mutation No. 112 Karez Masla Mouza Babuzai Tehsil Sadar Tappa Nohsar, and Original FBR Receipts, on 17th April 2023, at 12:00 Noon, positively.
The matter is most urgent and may be treated on a priority basis.
DEPUTY DIRECTOR (INV-II)
Anti Corruption Establishment
balochistan, quetta
Circulation: –
- The Director General, Anti-Corruption Establishment Balochistan, Quetta.
- The PA to the Director, Anti-Corruption Establishment Balochistan, Quetta.
- Master File.
No. Director/ACEQ/Estt-18/2023/__________
Directorate of Enquiries &
Anti Corruption Establishment
Balochistan, Quetta
Quetta, the _____ April, 2023
To
The Secretary, S&GAD
Government of Balochistan
Quetta
Subject: REQUEST FOR TRANSFER / POSTING IN ANTI CORRUPTION ESTABLISHMENT BALOCHISTAN
Please refer to the subject cited above and to state that the Anti Corruption Establishment is an Investigation Agency which requires the posting of qualified and experienced police officers. It is recommended that the services of Mr. Muhammad Afzal, Inspector of District Police Khuzdar, is required to be placed at the disposal of ACEB on deputation basis.
Therefore it is requested that the Inspector General of Police Balochistan may please be asked to place the services of above named police officer at the disposal of the Anti Corruption Establishment Balochistan, against the existing vacant posts of Investigation Officer, ACE Kalat at Khuzdar.
DIRECTOR GENERAL
ANTI CORRUPTION ESTABLISHMENT
BALOCHISTAN, QUETTA
No. DD/ACEN/INV/2023/______
Enquiries &
Anti Corruption Establishment
Naseerabad
ND, the ____ March, 2023
To
The Chief Engineer (Buildings)
C&W Department
Sibi Zone
SUBJECT: COMPLAINT NO. 38/2023 AGAINST B&R AND LOCAL GOVERNMENT OFFICIALS JAFFARABAD
The Undersigned is directed to refer to the subject cited above and to state that the complaint against officers/officials of B&R and Local Government department is under investigation at this Establishment.
The Senior Superintendent of Police Jaffarabad has submitted that construction work of SSP house Jaffarabad was carried out by local Government under the supervision of B&R department jaffarabad and was completed on 08-12-2021. Contractor has used low quality material resultantly, the structure could not stand the recent rainfall of 2022. The house has faced its first rainfall and the floor of two bed rooms has caved in (copy of letter enclosed).
In this regard you are requested to nominate a focal/technical person of your department not below the rank of (B-17) who should submit his technical report to this Establishment within ten days.
It is further requested to direct the Executive Engineer (Buildings) to submit the following record to this Establishment for further investigation into the matter:-
- PC-I;
- Tender Documents;
- Measurement Book;
- Completion certificate;
- Work order;
- Any other relevant record.
The matter may be treated on priority basis.
To
The Director
Local Government Department
Loralai Division
Subject: PROVISION OF RECORD RELATED TO FIR NO. 1/L/2023 U/S 161-409-420-109 PPC R/W 5(2) ACT-II 1947
Kindly refer to the subject cited above it is stated that the above said FIR is under investigation at this Establishment.
In this regard you are requested to provide the duly attested copies of notifications issued by the higher authorities of Local Government Balochistan, regarding issuance of Birth Certificates and other relevant documents.
The matter is urgent may kindly be treated on priority basis, please.
To
The Director
Suzuki International Motors
Zarghoon Road, Quetta
Subject: PROVISION OF VOUCHER / LETTER IN RESPECT OF VITARA GL+1586CC
Please refer to this Establishment’s letters No. Director/ACEQ/Estt-22/2021-22/2461-6 dated the 29th July, 2021, and No. Director/ACEQ/Estt-22/2021-22/269-70 dated the 21st January, 2022, on the subject noted above, wherein you were requested to provide the voucher / letter in respect of Vitara GL+1586CC Model 2018, Engine No. M16A-2120165, and chassis No. TSMYE21S6HM325614, which were purchased by this Establishment from your firm. The requisite voucher / letter is still awaited.
Therefore, you are once again requested to provide the same to this Establishment on an urgent basis, please.
To
The Secretary,
Government of Balochistan
Services & General Administration Department
Quetta.
Attention: SO (Services-I), S&GAD
Subject: REQUEST FOR TRANSFER/POSTING IN ANTI CORRUPTION ESTABLISHMENT BALOCHISTAN
Please refer to your letter No. 9-19(10)/2020/SO-I(S&GAD) dated the 21st February, 2023, on the subject noted above and to convey that the requisite information regarding present incumbency of the posts of Assistant Director is tabulated here under:-
S. No. | Name of Post | Vacant Position |
1 | Assistant Director (Inv) | 01 |
2 | Assistant Director (Tech) | 04 |
Total | 05 |
Moreover, the (Functions, Powers & Procedures) Rules framed by the GPP are attached herewith as desired. It may also be pointed out that having ascertained the GPP framed Rules a rationalize (Functions, Powers & Procedures) Rule has already been submitted to S&GAD for an amendment to meet the up-and-coming challenges.
DIRECTOR GENERAL
ANTI CORRUPTION ESTABLISHMENT
BALOCHISTAN, QUETTA
To
The XEN
Irrigation Department
Pishin
SUBJECT: COMPLAINT AGAINST OFFICERS/OFFICIALS OF IRRIGATION DEPARTMENT PISHIN
The Undersigned is directed to refer to the subject cited above and to state that a complaint against officers/officials of Irrigation Department Pishin is under investigation at this Establishment.
In this regard, you are requested to provide the following information regarding Sarkuch Shangla Nu Dilsora Dam PSDP No. 1132(2017-18) for further investigation into the case: –
- PC-I;
- Work Order;
- Work completion certificate.
ASSISTANt Director (Inv)
Anti Corruption Establishment
Quetta
To
The XEN
Irrigation Department
Pishin
SUBJECT: COMPLAINT AGAINST OFFICERS/OFFICIALS OF IRRIGATION DEPARTMENT PISHIN
The Undersigned is directed to refer to the subject cited above and to state that the complaint against officers/officials of Irrigation Department Quetta is under investigation at this Establishment.
In this regard you are requested to direct the Superintendent Engineering to appear before the undersigned along with all record of appointments of sub-engineers B-11 through advertisement No. PRQ/16 conducted in the year 2020, please: –
Deputy Director (Inv-I)
Anti Corruption Establishment
Balochistan, Quetta
To
The Director
Anti Corruption Establishment
Balochistan, Quetta
Subject: REQUEST FOR THIRTY (30) DAYS EARNED LEAVE
With due respect it is stated that I have started the construction work in my home because the house building is a dilapidated state, and I am working as labor, which requires my full attention and presence.
Therefore, it is requested that Thirty (30) days earned leave, effect from 13th March, 2023, may be sanctioned in my favor. I would like to thank you in advance for considering my request.
Yours Sincerely
Dated the 7th March, 2023
(ADNAN GUL)
JUNIOR CLERK
ACE, QUETTA
To
The Director General
NADRA Balochistan, Quetta
Subject: COMPLAINT AGAINST JOHNSON JAN S/O JAN BASHIR EMPLOYEE HEALTH DEPARTMENT BALOCHISTAN COMPLAINT NO. 55/2022
The undersigned is directed to refer to this Establishment’s letter No. Director/ACEQ/INV/2023/584-85, dated the 15th February, 2023, on the subject noted above. Wherein you are requested to provide the complete information in respect of below mentioned two CNICs, but the requisite information is still awaited: –
- 54400-7632411-3
- 54410-4919356-1
Therefore, you are once again requested to provide the complete information in respect of above mentioned two CNICs, please.
Matter is most urgent and may be treated on priority basis.
DEPUTY DIRECTOR (INV-II)
Anti Corruption Establishment
balochistan, quetta
To
The Director
Anti Corruption Establishment
Balochistan, Quetta
Subject: REQUEST TO SHIFT OFFICE LOCATION DUE TO SCIATICA (عرق النساء) PAIN IN LEFT LEG
With high sense of respect, I am writing to request a shift in my office location from the current upstairs office to a downstairs office. This request is due to the persistent sciatica (عرق النساء) pain that I have been experiencing in my left leg.
As you may be aware, sciatica pain can be quite debilitating and affects my ability to work efficiently. I have tried various remedies, including medication and physiotherapy, but unfortunately, the pain persists.
Moving to a downstairs office will provide me with easier access to my workspace, and will help alleviate some of the physical strain associated with navigating the stairs every day. This change will not only benefit my health, but also enable me to perform my duties more effectively.
I hope that you will consider my request favorably and make the necessary arrangements for my office to be shifted downstairs. I will be very Thankful to you.
Regards
Dated the 2nd March, 2023
(MUHAMMAD WAQAS ASLAM)
COMPUTER OPERATOR
ACEB, Quetta
To
The Secretary
Public Health Engineering Department
Balochistan, Quetta
Subject: provision of technical expert in complaint against officers/officials of irrigation department pishin
The undersigned is directed to refer to this office letter No. AD INV/ACEQ/INV/2023/678-80 dated the 17th February, 2023, on the subject noted above, wherein you were requested to depute a Technical Expert (Civil Engineer Dams) not below the grade of BS-17, to assist the investigation team of this Establishment. But the needful is still awaited.
It is therefore once again requested to depute a Technical Expert (Civil Engineer Dams) not below the grade of BS-17, to assist the investigation team of this Establishment in the matter, please.
ASSISTANT Director (Inv)
Anti Corruption Establishment
Balochistan, Quetta
To
The Superintending Engineer (Buildings)
CWPP&H, Circle Loralai
Subject: COMPLAINT NO. 15/2023 AGAINST B&R DISTRICT MUSAKHAIL
The undersigned is directed to refer to the subject noted above and to state that the above said complaint is under investigation at this Establishment against B&R Department District Musakhail. Wherein, it is alleged that sub-standard work has been done in the construction of Patwar Khana Toisar District Musakhail.
In this regard you are requested to depute a technical person not below the rank of BPS-17 well conversant with the subject matter.
The matter is urgent and may be treated on priority basis, please.
(MUHAMMAD AYAZ TAREEN)
ASSISTANT DIRECTOR (INV)
Anti Corruption Establishment
Zhob and loralai Division
at loralai
To
The Secretary, S&GAD
Government of Balochistan
Quetta
Subject: REQUEST FOR OFFICIAL VEHICLES FOR ANTI-CORRUPTION ESTABLISHMENT BALOCHISTAN
Please refer to this office letter No. Director/INV/ACEQ/2023/659-60 dated the 6th February, 2023, on the subject cited above.
In pursuance of discussion held with your good self on the subject issue, the following vehicles pointed out by Transport Officer S&GAD, parked idle in the premises of the Civil Secretariat Quetta are requested to be handed over to this Establishment to get it repaired & make functional for the official use of the officers of Anti-Corruption Establishment Balochistan who are facing acute shortage of vehicles for their official use: –
- QAM-888 (Prado);
- QAT-6006 (Toyota Corolla);
- Number is unknown but with Number Plate DS;
- QAU-4444 (Vego).
(ABDUL WAHID KAKAR)
DIRECTOR
Anti Corruption Establishment
balochistan, quetta
To
The General Manager
National Telecom Corporation (NTC)
Balochistan, Quetta
Subject: ACTIVATION OF CLI SERVICE ON LANDLINE NUMBERS
Please refer to the subject noted above and to state that the CLI service on the following landline numbers is not activated, and required to be activate: –
- 081-9330144 (not working)
- 081-9330145
- 081-9330146 (not working)
Therefore, it is requested that the CLI service may be activated on the above mentioned numbers, please.
ACO
ANTI CORRUPTION ESTABLISHMENT
BALOCHISTAN Quetta