Formal Letter Templates — Complaint, Request, Resignation

Formal letter templates.

Properly structured formal letters — complaint, request, resignation and recommendation — tap to copy.

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Tap Copy on any template, paste it, and replace the [bracketed] parts with your own details.

Formal letters

Formal complaint letter

[Your name] [Your address] [Date] [Recipient name / company] [Recipient address] Dear [Sir/Madam or name], I am writing to complain about [product / service / issue] that I [purchased / experienced] on [date]. The problem is [clear description of what went wrong, with any reference or order numbers]. This has resulted in [the impact on you]. To resolve this, I would like [the specific outcome you want — refund, replacement, repair]. I have attached [any evidence]. I look forward to your response within [reasonable timeframe, e.g. 14 days]. I can be reached at [phone / email]. Yours faithfully, [Your name]

Formal request letter

[Your name] [Your address] [Date] [Recipient name / title] [Organisation] Dear [name], I am writing to request [what you are requesting]. [One or two sentences of relevant background or justification.] Specifically, I would be grateful if you could [the precise request, with any dates or details]. [Mention anything you've attached or can provide.] Thank you for considering this request. Please let me know if you need any further information; I can be contacted at [email / phone]. Yours sincerely, [Your name]

Formal resignation letter

[Your name] [Your address] [Date] [Manager name] [Company name] Dear [Manager name], I am writing to formally resign from my position as [job title] at [company], with my last day being [date, per your notice period]. Thank you for the opportunities for growth and development during my time here. I have valued [something genuine], and I am committed to ensuring a smooth transition — I am happy to [help train a replacement / document my work] over the coming weeks. I wish the team continued success. Yours sincerely, [Your name]

Letter of recommendation

[Date] To whom it may concern, I am pleased to recommend [name] for [role / programme / opportunity]. I have known [name] for [length of time] as their [your relationship — manager, professor, etc.]. During this time, [name] consistently demonstrated [key strength] and [key strength]. A particular example: [a specific, concrete accomplishment]. They are [a few personal qualities]. I am confident [name] would be a valuable addition to [organisation / programme], and I recommend them without reservation. Please feel free to contact me at [email] for any further information. Sincerely, [Your name] [Your title]

Getting the format right

Formal letters follow a recognisable structure, and these templates handle it for you: your address and the date at the top, the recipient's details, a clear salutation, a focused body, and a proper sign-off. A couple of conventions worth knowing — use "Yours sincerely" when you've addressed a named person and "Yours faithfully" when you've opened with "Dear Sir/Madam." Keep the body to the point: state your purpose in the first line, give the necessary detail, and say exactly what outcome you want. For the wording itself, the AI writing prompts can adjust tone and length to fit.

FAQ

When do I use 'Yours sincerely' vs 'Yours faithfully'?

Use 'Yours sincerely' when you've addressed the letter to a named person (Dear Mr Smith). Use 'Yours faithfully' when you've opened with a general greeting (Dear Sir/Madam). This is standard in UK-style formal letters.

What's the difference between a formal letter and an email?

A formal letter includes the sender's and recipient's addresses and the date, follows stricter conventions, and is used for official matters (complaints, legal, applications). Email is fine for most day-to-day communication — see the email templates for those.