An official letter is by or to a person holding some office. It is concerned with official matters only. It is the most formal of all types of letters. In this post, we have included How to write an official letter, Official letter format, Official letter Samples, and Official letter exercise.
How to Write an Official Letter
- Write heading and reference number properly.
- Begin with the very formal Sir/Madam. If the writer and the recipient are of the same rank, use Dear Sir/Dear Madam. Never use My Dear Sir/My Dear Madam.
- Mention the subject in brief.
- The body of the letter should be concise and to the point.
- Use the subscription ‘Yours faithfully’.
- Use the full signature of the writer.
Official Letter Format
BODY OF THE LETTER………………………………………………………………………………………………………………………………………..
Official Letter Samples
Official Letter Samples #1
Q. Write a letter to the Officer-in-charge of your local police station reporting that you have lost your bicycle. In the letter, you must mention the date and time of the loss, the place wherefrom it was lost, the brand name and description of the bicycle.
Riverside Road, Anandapalli
May 10, 2021
Karimpur Police Station,
Sub: Loss of a bicycle
This is to inform you that my bicycle was stolen at 11 a.m. yesterday at the Karimpur bus stop. Keeping the bicycle against the banyan tree near the ATM counter of UBI, I entered the counter for withdrawal of money. Within two minutes I returned and found my bicycle missing. I searched every nook and corner, but all my efforts were futile. I asked all the people around the ATM counter. But none could help me. So, as the last resort, I now seek your help.
Only a week ago, I bought the ‘Hero Jet’ bicycle of black color. It bears the number H12905. I can produce the cash memo which testifies my ownership. This is the only means of transportation for my domestic works.
Now, I earnestly request you to look into the matter so that I can get back my lost bicycle.
Jiban Krishna Sen
Official Letter Samples #2
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.
March 10, 2021
Baharampur Post Office,
Sub: Change of address
I would like to inform you that very recently I have shifted to my own house at Ranibagan, near Kundu Nursing Home, from my rented house a Panchanantala.
So, I request you to take note of my change of residence and send all postal articles to my new address henceforth.
Official Letter Samples #3
Q. Write a letter to the postmaster of the local Post Office complaining about the faulty delivery of your letters.
15, M. M. Ghosh Stree
February 11, 2021
Krishnagar Post Office,
Sub: Faulty delivery of letters etc.
I regret to inform you that irregular and I delivery of letters addressed to me have been causing great troubles to me for some time. I am sorry to say that I have not received many important letters sent by ordinary post.
Recently, I received a registered letter sent by speed post almost after a month from the date of posting. Often, letters are delivered to children playing on the road. As a result, sometimes I have to face unwanted situations.
So, I request you to look into the matter and take the necessary steps to prevent such irregularity in the future.
Official Letter Samples #4
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
Kalyani Municipal Corporation,
Sub: Insanitary condition of our town
On behalf of the people of Kalyani, I would like to draw your attention to the lack of cleanliness in our town. It is known to all that Dr. Bidhan Chandra Roy dreamt of a green and clean town while establishing Kalyani, with all civic amenities.
His dream town has now become shabby with a dump of garbage which is an ideal breeding ground for flies and mosquitoes. The pavements beside all the diagonal roads are heaped with garbage emitting foul smells causing inconvenience to the pedestrians. The roadside drains are clogged with litter and plastics and they cannot carry water during the rainy season. The condition of the market places is worse. The Waste-disposal system does not function properly. In such a situation, epidemics may break out at any time, if drastic steps are not taken to improve the sanitary condition of our locality. Very often, cases of jaundice, malaria, and enteritis are reported.
I, therefore, request you to take proper steps for the regular removal of garbage and to take a comprehensive action plan to restore the lost glory of Dr. B. C. Roy’s dream town.
Official Letter Samples #5
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 2, 2021
Sahapur Gram Panchayat,
Popara Sahapur, Birbhum
Sub: Request for sinking a new tubewell
On behalf of the residents of Malpara, Sahapur would like to draw your attention to the great hardship of residents who are in want of fresh drinking water. People of this area are compelled to walk for ten to fifteen minutes to reach the nearest tubewell at Schoolpara. As many people flock to one tubewell, sometimes they need to wait for their turn in the queue. During the hot days of summer, the problem becomes so acute that people often fight for water. The scarcity of drinking water causes much suffering to the common people. The only remedy lies in sinking a new tubewell in the heart of Malpara.
In these circumstances, I earnestly request you to make the necessary arrangement for sinking a new tubewell for the people of Malpara. Otherwise, at any moment, they may burst into louder protest on this burning issue.
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Official Letter Samples #6
Q. Write a letter to the Junior Technical Officer of your nearest telephone exchange asking for a new telephone-cum-broadband connection.
March 3, 2021
The Junior Technical Officer
Chhatna Telephone Exchange,
Sub: Request for a new telephone-cum-broadband connection
With due respect, I would like to intimate you that I have recently been transferred to Chhatna Hospital. As a Medical Officer, I urgently require a personal telephone connection at my quarter within the hospital campus.
Although many private companies offered me better terms and conditions and assured me of better services. I have turned down their offer to opt for you only because of my long-standing faith in your services.
So, I request you to provide me with a telephone cum broadband connection as early as possible so that I may remain in touch with my family members and patients.
Dr. Sridam Mal
Official Letter Samples #7
Q. Write a letter to the civic authorities of the town you live in, asking them to adopt measures to eradicate mosquitoes in your area in the wake of a member of malaria cases reported from there.
Sub: Adoption of Measures for Eradication of Mosquitoes
Please allow me to bring to your attention the urgent necessity of adopting measures to free our locality near Mahesh, from the mosquito menace. Recently, within the last three weeks, a dozen cases of malaria attack of which three have proved fatal, have been reported from this area. The garbage that is dumped on the wayside, even in the narrow lanes of the residential area, is not removed in time. Things decompose and become breeding grounds for flies and mosquitoes. The open drains choked with refuse thrown into them overflow. This stagnant and filthy water also turns into dangerous breeding grounds for these insects.
I would, therefore, request you to take immediate steps to ensure regular removal of garbage and desilting of the wayside open drains. Insecticides should be regularly used to destroy mosquito larvae. Otherwise, the disease that has already taken some lives may spread and pose a greater danger to the lives of the residents.
Hari Bose Lane,
Mahesh, Serampore, Hooghly
Official Letter Samples #8
Q. A letter of complaint to a Postmaster about the misdelivery of letters:
Tamluk Post Office,
Sub: Complaint about the Misdelivery of Letters
I am sorry to inform you that I have not been receiving my letters regularly for the last few weeks. This has obviously become a cause of great inconvenience to me. Lately, I discovered that most of the letters addressed to my firm at 2, N. S. Road, Vivekananda Nagar, Tamluk had been delivered at the Vivekananda Nagar High School. I think this is due to some sort of confusion on the part of someone in the Post Office.
I hope, you will kindly look into the matter and take the necessary steps for the delivery of my letters at the right address.
Yours faithfully. Ranjan Ghosh
2, N. S. Road,
November 2, 2021
Official Letter Samples #9
Q. An application to the chairman of your municipality to sink a tube well in your area:
Sub: Request for sinking a New Tube-well
We, the inhabitants of village Harindanga, beg to inform you that there is no provision for the supply of pure drinking water in our area. As a result, cholera breaks out here almost every year, especially in the summer months. We suffer also from other diseases. But poor as we are, we do not have the means to sink a tube well.
We understand that five tube-wells have recently been sanctioned by the District Authorities for this municipality. We should be grateful if you please make necessary arrangements for sinking one of these tube-wells in a central place of our village to rectify the scarcity of potable water suffered by us.
Yours faithfully, Biplab Sur
24 Pgs (S)
February 2, 2021
Official Letter Samples #10
Q. A letter to the O. C. complaining of thefts in your locality:
Uluberia Police Station
Sub: Complaint against theft
We, the inhabitants of Uluberia and the neighboring villages, are of late living in great trouble. This is due to the activities of some thieves in our locality. We cannot feel secure. Almost every night some thieves burgle one house or the other. It seems that they roam about in this area all night long watching for an opportunity for their misdeeds. As a result, sleeping at night has become a risky affair. We have to pass sleepless nights in great anxiety and suspense. There are some known culprits in this locality. There is every probability that they are acting as ring leaders of the gangs of burglars.
In these circumstances, I hope you will kindly take immediate and effective steps to put a stop to this menace and restore a feeling of security among the villagers.
November 10, 2021
Official Letter Exercise
Official Letter Question #1
Write a letter to the officer-in-charge of the local police station reporting the loss of a motorcycle.
Official Letter Question #2
Write a letter to the officer-in-charge of the local police station requesting him to expedite an inquiry into the theft of valuables.
Official Letter Question #3
Write a letter to the officer-in-charge of the local police station informing you that your sister is missing.
Official Letter Question #4
Write a letter to the officer-in-charge of the local police station reporting the loss of a camera.
Official Letter Question #5
Write a letter to the postmaster of your local post office enquiring about a money order not delivered to the payee.
Official Letter Question #6
Write a letter to the postmaster of your local post office enquiring about a missing parcel.
Official Letter Question #7
Write a letter to the postmaster of your local post office enquiring about an urgent letter.
Official Letter Question #8
Write a letter to the postmaster of your local post office for opening an account.
Official Letter Question #9
Write a letter to the postmaster of your local post office enquiring about Postal Life Insurance.
Official Letter Question #10
Write a letter to the Revenue Officer complaining about Excess Bill.