Formal Letter

Formal Letter



A formal letter can be of many kinds. It is usually written to someone who is in a position of power, someone like a senior or boss. A letter can also be written in a formal tone when it addresses a big company. There are many kinds of formal letters. Some points must always be followed while writing a formal letter. The tone must always be respectful. Do not write the letter casually as if you were writing it to a friend. Also, make sure that all the details are clearly marked and highlighted. Try mentioning the details in bullet points. Do attach photocopies in case they are required.

This is a sample formal leave letter which should be submitted to the company’s Human Resource department when an employee wishes to apply for leave. The reason for the leave is usually stated clearly for a quick approval. The letter also mentions the number of days and the specific dates to be applied.

Sample Letter

The following is a sample letter for Formal Letter.


Craig T. Andrews

Assistant Manager

GoldStar Associates (Branch)
Pittsfield, MA 01201

March 5, 2010


Richard V. Gary

Human Resource Manager

GoldStar Associates (HQ)
Bloomington, IN 47404

Dear Mr. Gary

RE: Application for Leave

I am writing to seek your approval on taking ten (10) days of my annual leave with effect from 20 July 2010 to 29 July 2010. I checked my leave record with the HR department last month and was told I could avail for leave if need be. According to the company HR records, I am still entitled to twenty (20) days of leave for the rest of this year.

I am planning a much-needed family vacation during this period of leave and will be out of the country. Since my children have their school summer break in July, I would like to avail my leave in this time period. Since I have to see to the flight tickets and accommodation being arranged and confirmed, I request your pardon at the earliest.  To compensate for the work missed, I plan to finish the pending pipelines by the 10th of July. Furthermore, the accounts of Specter Inc. will also be finalized by the end of this month. Rahul Sharma, my associate, will be looking after all the pending projects in my absence. If you need my assistance in anything, please contact me on my personal number in case of any emergency.

I plan to take up the Geneva project as soon as I get back and any other projects that will come up post 29th July. I thank you in advance for considering my case. I hope my regularity and commitment to the firm will allow me this much needed leave.

Since I have applied for leave well in advance – a month according to the company policy, your kind assistance and quick approval on my leave would be greatly appreciated.

Yours faithfully,

Craig Andrews

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