An official letter is a formal type of letter that deals with matters related to official business.
In this post, we present you the format, writing steps, and top 10 examples of the official letter.
How to Write an Official Letter
- Write the heading with the reference number, if applicable.
- Use a formal salutation such as “Sir/Madam” or “Dear Sir/Dear Madam” if the writer and recipient are of the same rank.
- Briefly mention the subject of the letter.
- Keep the body of the letter concise and focused.
- End with the subscription “Yours faithfully.”
- Use the full signature of the writer.
Official Letter Format
To,
SUBJECT …………………………………………………..
SALUTATION
BODY OF THE LETTER………………………………………………………………………………………………………………………………………..
Daily Test - Attempt Now
SUBSCRIPTION……………..
SIGNATURE…………………..
PLACE, DATE………..
Official Letter Samples
Official Letter Sample #1
Q. Write a letter to the postmaster requesting him to note the change of your address and to send your letters etc. to your new address.
ANS.
23, Jubilee Road
Kolkata – 700045
May 6, 2021
The Postmaster,
Ballygunge Post Office,
Kolkata – 700019
Sub: Change of address
Dear Sir/Madam,
I am writing this letter to inform you that I have recently moved to a new house located at 23, Jubilee Road, Kolkata – 700045. My old address was at 5, Gariahat Road, Kolkata – 700029.
Therefore, I kindly request you to note the change of my address in your records and send all my future postal articles, including letters, bills, and other correspondences, to my new address. This will avoid any inconvenience caused due to the delay or loss of important mails.
I would appreciate it if you could take immediate action in this matter and confirm the change of address to me at your earliest convenience.
Thank you for your kind cooperation.
Yours faithfully,
Aniruddha Bose
Official Letter Sample #2
Q. Write a letter to the postmaster of the local Post Office complaining about the faulty delivery of your letters.
123, Main Street
Anytown, Anywhere
May 9, 2023
To
The Postmaster,
Anytown Post Office,
Anytown, Anywhere
Sub: Complaint about faulty delivery of letters
Dear Sir/Madam,
Copyright Notice:📚 Teachers and students are granted permission to use, reproduce, and distribute this content solely for educational and non-commercial purposes. 🚫 Unauthorized copying, distribution, or reproduction for commercial purposes is strictly prohibited. Any infringement may result in legal action.
I am writing to bring to your attention the ongoing issue of faulty delivery of letters addressed to me. Unfortunately, I have not been receiving many important letters sent to me by regular mail.
Moreover, I recently received a registered letter sent by speed post almost a month after the date of posting. Additionally, letters have been delivered to the wrong recipients, causing me inconvenience and potential privacy issues.
Therefore, I kindly request you to investigate this matter and take the necessary steps to prevent such irregularities in the future.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Official Letter Sample #3
Q. Write a letter to the officer-in-charge of the local police station reporting the loss of a motorcycle.
12/3, Jubilee Road
Kolkata – 700019
April 22, 2021
To
The Officer-in-Charge,
Park Street Police Station,
Kolkata – 700016
Sub: Report of a stolen motorcycle
Sir,
I am writing to report that my motorcycle, a red Honda Shine with registration number WB26K4285, has been stolen from the parking lot of South City Mall on April 21, 2021, between 6:30 pm and 7:30 pm. I had parked the motorcycle and went to watch a movie, and when I returned, I found it missing.
I request you to register my complaint and take immediate action to recover my stolen motorcycle. I have attached the registration papers and a photograph of the motorcycle for your reference.
Thank you for your cooperation.
Yours faithfully,
Anirban Roy
Official Letter Sample #4
Q. Write a letter to the officer-in-charge of the local police station requesting him to expedite an inquiry into the theft of valuables.
37, Lake View Road
Kolkata – 700029
May 6, 2021
To
The Officer-in-Charge,
Ballygunge Police Station,
Kolkata – 700019
Sub: Request for an inquiry into the theft of valuables
Sir,
I am writing to request an expedited inquiry into the theft of my valuables from my residence at the above-mentioned address. The theft occurred on May 4, 2021, between 11:00 am and 2:00 pm when I was out for some urgent work. The thieves broke into my house and stole jewelry, cash, and other valuables worth around Rs. 3 lakhs.
I request you to take immediate action to recover my stolen items and bring the culprits to justice. I have attached a list of stolen items along with their approximate values for your reference.
Thank you for your prompt attention to this matter.
Yours faithfully,
Soma Mukherjee
Official Letter Sample #5
Q. Write a letter to the officer-in-charge of the local police station informing you that your sister is missing.
11/2, Diamond Harbour Road
Kolkata – 700023
March 29, 2021
To
The Officer-in-Charge,
Behala Police Station,
Kolkata – 700034
Sub: Information about the missing sister
Sir,
I am writing to inform you that my younger sister, Pooja Das, has been missing since March 27, 2021. She was last seen leaving our house on Diamond Harbour Road at around 11:00 am to visit her friend’s house in Behala. However, she did not return home and her phone is switched off.
I request you to register my complaint and take immediate action to locate my missing sister. I have attached her photograph and a copy of her ID proof for your reference.
Thank you for your cooperation.
Yours faithfully,
Rajesh Das
Official Letter Sample #6
Q. Write a letter to the officer-in-charge of the local police station reporting the loss of a camera.
15, Kalyani Road
Kalyani, Nadia
May 3, 2021
To
The Officer-in-Charge,
Kalyani Police Station,
Kalyani, Nadia
Sub: Report of the loss of a camera
Sir,
I am writing to report the loss of my camera that was stolen yesterday while I was traveling on a bus from Kalyani to Kolkata. The camera is a Sony Cybershot model with a black case and a 16-megapixel lens. It also had a 32GB memory card inside.
I realized the camera was missing when I got off the bus in Kolkata. I have searched for it thoroughly but have been unable to locate it. I suspect that it was stolen during the journey.
I request you to kindly take necessary action in this regard and investigate the matter. I have attached a copy of the purchase receipt of the camera along with this letter for your reference.
Looking forward to your prompt action.
Yours faithfully,
Soham Basu
Official Letter Sample #7
Q. Write a letter to the Chairman of your municipality complaining about the unsanitary condition, lack of cleanliness, and the problems of flies and mosquitoes in your locality.
March 15, 2021
To
The Mayor,
New Town Municipal Corporation,
New Town, Kolkata
Subject: Sanitation issues in our locality
Dear Chairman,
I am writing on behalf of the residents of our town to address the unsanitary conditions that have been plaguing us. Our town was established with the vision of being clean and green, as envisioned by Dr. Bidhan Chandra Roy. Unfortunately, the reality is quite different.
The accumulation of garbage has become a major problem, providing a perfect breeding ground for mosquitoes and flies. The garbage piles on the pavements of diagonal roads, emit a foul odor and causing inconvenience to pedestrians. Additionally, the drains along the roadside are clogged with litter and plastic, resulting in ineffective water flow during the rainy season. The markets are also affected by this problem, and the waste disposal system is not functioning efficiently. If urgent action is not taken to improve the sanitation conditions in our area, there may be a risk of an epidemic outbreak, as cases of jaundice, malaria, and enteritis have been reported frequently.
Therefore, I urge you to take the necessary steps to address the regular removal of garbage and develop a comprehensive action plan to restore Dr. B. C. Roy’s dream town to its former glory.
Sincerely,
[Your Name]
Official Letter Sample #8
Q. Write a letter to the Pradhan of your Gram Panchayat requesting him/her to make the necessary arrangement to sink a tubewell in your locality.
May 9, 2023
To
The Head of Village Council,
Address……………….
Subject: Request for Installation of a New Tube-well
Respected Sir/Madam,
We, the inhabitants of the locality of…………… in……………, would like to bring to your attention the difficulties we face due to a lack of clean drinking water. Our nearest tube well in…………… is a 10-15 minute walk away, and due to its popularity, there is often a long queue, which can lead to disagreements and fights during the hot summer months. This water shortage causes a lot of distress to our community. Therefore, we believe the only solution is to install a new tube well in the center of……………..
We sincerely request you to take the necessary steps to install a new tube well in our locality. If not, our community members may have to resort to more drastic actions to get their basic needs met.
Thank you for your understanding.
Sincerely,
Siddharth Das
Official Letter Sample #9
Q. A letter of complaint to a Postmaster about the misdelivery of letters:
To
The Postmaster,
City Post Office,
Kolkata.
Subject: Complaint regarding Letters Delivered to the Wrong Address
Respected Sir/Madam,
I am writing this letter to bring to your notice that I have been facing issues with the delivery of my letters for the past few weeks. It has caused me a lot of inconvenience. Recently, I found out that most of the letters addressed to my residence at 23, Park Street, Kolkata – 700016, were mistakenly delivered to the nearby Park Street School. This issue may have occurred due to confusion at the Post Office.
I request you to kindly investigate this matter and take appropriate action to ensure that my letters are delivered to the correct address.
Thank you for your assistance.
Sincerely,
Sudipto Banerjee
23, Park Street,
Kolkata – 700016
May 9, 2023.
Official Letter Sample #10
Q. A letter to the O. C. complaining of thefts in your locality:
To
The Head of Police,
Bally Police Station
Bally.
Subject: Complaint of Theft in the Locality
Dear Sir/Madam,
The residents of Bally and nearby areas are facing problems due to the frequent occurrence of thefts in our locality. We are feeling extremely insecure as thieves are breaking into homes almost every night. It seems they are constantly on the lookout for vulnerable homes to commit their crimes. This has made it dangerous to sleep at night as we are constantly worried about the safety of our belongings.
There are some known culprits in the area who may be leading these criminal activities. We request you to take immediate and necessary steps to put an end to these incidents and restore a sense of security in our community.
Thank you for your attention to this matter.
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