Sample Outgoing Letter in English
An outgoing letter is a formal document used by an organization or individual to communicate with external parties. It can be used for various purposes, including:
- Requesting information
- Submitting a proposal
- Sending an invoice
- Complaining about a service
- Responding to a query
Here are some sample outgoing letters in English for different scenarios:
1. Requesting Information
[Your Company Letterhead]
Date: [Date]
To: [Recipient Name]
Position: [Recipient Position]
Company: [Recipient Company]
Address: [Recipient Address]
Subject: Request for Information
Dear [Recipient Name],
I hope this letter finds you well.
My name is [Your Name] and I am the [Your Position] at [Your Company]. We are currently [Explain the reason for requesting information].
We would be grateful if you could provide us with information regarding [Specific information requested].
We would appreciate it if you could respond to this request at your earliest convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
2. Submitting a Proposal
[Your Company Letterhead]
Date: [Date]
To: [Recipient Name]
Position: [Recipient Position]
Company: [Recipient Company]
Address: [Recipient Address]
Subject: Proposal for [Project Name]
Dear [Recipient Name],
We are pleased to submit our proposal for [Project Name], as requested.
Our proposal outlines our understanding of your needs and how we can deliver a successful project. We have included [Briefly list the main components of the proposal].
We believe that our team has the experience and expertise necessary to meet your requirements and exceed your expectations. We are confident that our proposal represents the best value for your investment.
Please find attached our detailed proposal for your review. We would be happy to discuss this proposal further at your convenience.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
3. Sending an Invoice
[Your Company Letterhead]
Date: [Date]
Invoice Number: [Invoice Number]
To: [Recipient Name]
Company: [Recipient Company]
Address: [Recipient Address]
Subject: Invoice for [Invoice Description]
Dear [Recipient Name],
Please find enclosed our invoice for [Invoice Description] in the amount of [Amount].
The invoice is due within [Number] days of the invoice date. We appreciate your prompt payment.
For any questions or inquiries, please feel free to contact us at [Contact Information].
Thank you for your business.
Sincerely,
[Your Company Name]
4. Complaining About a Service
[Your Company Letterhead]
Date: [Date]
To: [Recipient Name]
Position: [Recipient Position]
Company: [Recipient Company]
Address: [Recipient Address]
Subject: Complaint Regarding [Service Description]
Dear [Recipient Name],
We are writing to express our dissatisfaction with the recent [Service Description] provided by your company.
On [Date], we [Describe the issue]. This has resulted in [Describe the consequences of the issue].
We request that you [State your desired action]. We look forward to your prompt attention to this matter.
Thank you for your time and consideration.
Sincerely,
[Your Name]
[Your Title]
5. Responding to a Query
[Your Company Letterhead]
Date: [Date]
To: [Recipient Name]
Position: [Recipient Position]
Company: [Recipient Company]
Address: [Recipient Address]
Subject: Re: [Original Subject of Query]
Dear [Recipient Name],
Thank you for your email dated [Date] regarding [Original Subject of Query].
We understand your inquiry and would like to provide the following information: [Provide the necessary information and address the query].
If you have any further questions, please do not hesitate to contact us.
Sincerely,
[Your Name]
[Your Title]
These are just a few examples of outgoing letters in English. You can adapt these examples to suit your specific needs and situation.
Remember to:
- Use formal language and a professional tone.
- Proofread carefully for any errors.
- Clearly state your purpose and include all necessary information.
- Maintain a professional and respectful tone even when addressing complaints.
By following these guidelines, you can ensure your outgoing letters are effective and professional.
