When you need to send important documents along with your correspondence, a Formal Letter With Attachment Sample becomes an essential tool. This type of letter not only clearly communicates your message but also ensures that any accompanying documents are presented professionally and are easily identifiable. Understanding how to properly format and structure such a letter can make a significant difference in how your information is received.
Understanding the Structure of a Formal Letter With Attachment Sample
A well-crafted formal letter with an attachment follows a specific structure designed for clarity and professionalism. It begins with your contact information, followed by the date, the recipient's contact information, and a clear, concise subject line. The body of the letter should state the purpose of your communication and explicitly mention the attachment. Highlighting the presence of an attachment is crucial for ensuring the recipient checks for it.
The content of the letter should be polite, respectful, and to the point. Avoid jargon or overly casual language. When referring to the attachment, you can use phrases like "Please find attached," "Enclosed is," or "Attached for your review." The closing should be professional, followed by your typed name and signature.
Here's a breakdown of key elements often found in a Formal Letter With Attachment Sample:
- Sender's Information (Name, Address, Phone, Email)
- Date
- Recipient's Information (Name, Title, Company, Address)
- Salutation (e.g., Dear Mr./Ms./Dr. [Last Name])
- Subject Line (Clear and concise, e.g., Subject: Application for [Position] - Resume Attached)
- Body Paragraphs (Purpose of the letter, reference to attachment)
- Closing (e.g., Sincerely, Regards)
- Signature
- Typed Name
- Enclosure Notation (e.g., Enclosure(s), Attached)
Formal Letter With Attachment Sample for a Job Application
Dear Ms. Evelyn Reed,
I am writing to express my keen interest in the Marketing Coordinator position advertised on LinkedIn. With my proven ability to develop and execute successful marketing campaigns, I am confident that I possess the skills and experience necessary to excel in this role.
Please find attached my resume for your review, which further details my qualifications and professional background. I am eager to discuss how my contributions can benefit your team.
Thank you for your time and consideration. I look forward to hearing from you soon.
Sincerely,
[Your Name]
[Your Phone Number]
[Your Email Address]
Enclosure: Resume
Formal Letter With Attachment Sample for a Business Proposal
Dear Mr. David Chen,
Following our recent meeting, I am pleased to submit our comprehensive proposal for the upcoming Project Alpha. We believe our innovative solutions will significantly enhance your operational efficiency and achieve your strategic objectives.
Attached to this letter is the detailed proposal, outlining our methodologies, timelines, and projected outcomes. We have also included a cost breakdown for your perusal.
We are excited about the prospect of partnering with your esteemed organization and are available to discuss any aspect of the proposal at your earliest convenience.
Best regards,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Attachment: Business Proposal
Formal Letter With Attachment Sample for an Invoice Submission
Dear Accounts Payable Department,
Please find attached Invoice #INV-12345 for services rendered by [Your Company Name] in relation to our agreement dated [Date of Agreement]. The total amount due is [Amount].
The attached invoice includes a detailed breakdown of the services provided and payment terms. We kindly request that payment be processed within [Number] days of receipt.
Should you have any questions or require further clarification, please do not hesitate to contact us.
Thank you for your prompt attention to this matter.
Yours faithfully,
[Your Name]
[Your Company Name]
[Your Contact Information]
Attachment: Invoice #INV-12345
Formal Letter With Attachment Sample for a Contract Agreement
Dear Ms. Sarah Johnson,
It is with great pleasure that I enclose the final draft of the Service Agreement between [Your Company Name] and [Client Company Name]. We have incorporated all the points discussed during our recent negotiations.
Please review the attached contract at your convenience. We are confident that this agreement outlines a mutually beneficial partnership.
We are available to sign this document at your earliest availability and look forward to commencing our collaboration.
Sincerely,
[Your Name]
[Your Title]
[Your Company Name]
[Your Contact Information]
Attachment: Service Agreement Draft
Formal Letter With Attachment Sample for a Report Submission
Dear Mr. Robert Williams,
This letter serves as formal notification that the quarterly performance report for the [Department Name] department is now complete. We have compiled comprehensive data and analysis regarding our progress over the last quarter.
Attached for your review is the full report, which includes key findings, challenges, and recommendations for the upcoming period. We believe this report provides valuable insights into our operations.
We are available to present this report and discuss its contents in detail at your convenience.
Regards,
[Your Name]
[Your Title]
[Your Department]
Attachment: Q3 Performance Report
Formal Letter With Attachment Sample for a Complaint Escalation
Dear Customer Relations Manager,
I am writing to formally escalate my ongoing issue with order number #ORD-67890. Despite previous attempts to resolve this matter, I have not yet received a satisfactory resolution.
Attached to this letter is a copy of my original order confirmation and a log of our previous communications, including dates and names of representatives spoken to. This documentation provides a clear overview of the situation.
I kindly request your urgent attention to this matter and a prompt resolution. I look forward to your response within [Number] business days.
Sincerely,
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
Attachments: Order Confirmation, Communication Log
Formal Letter With Attachment Sample for a Resignation
Dear Mr. John Smith,
Please accept this letter as formal notification that I am resigning from my position as [Your Position] at [Company Name]. My last day of employment will be [Your Last Day].
Attached is a document outlining the handover of my current responsibilities and projects to ensure a smooth transition. I have also included a brief summary of my outstanding tasks.
I am grateful for the opportunities I have been given during my time at [Company Name] and wish the company continued success.
Sincerely,
[Your Name]
Attachment: Responsibilities Handover Plan
Formal Letter With Attachment Sample for a Grant Application
Dear Grant Committee,
On behalf of [Your Organization Name], I am pleased to submit our application for the [Grant Name] grant. Our project, "[Project Title]," aims to address [briefly state the problem your project addresses].
Attached to this letter is our complete grant proposal, including the project plan, budget, and supporting documentation. We believe this project aligns perfectly with the objectives of your foundation.
We are enthusiastic about the possibility of receiving funding and are available to answer any questions you may have.
Thank you for your consideration.
Respectfully,
[Your Name]
[Your Title]
[Your Organization Name]
[Your Contact Information]
Attachments: Grant Proposal, Budget, Supporting Documents
In conclusion, mastering the art of writing a Formal Letter With Attachment Sample is a valuable skill for anyone navigating professional environments. By following these guidelines and utilizing the provided examples, you can ensure your correspondence is clear, professional, and effectively conveys all necessary information, making a positive and lasting impression.