Posts tagged "Formal letter"

Sample Letter of Assets Format For Issuing Laptop, Mobile Phone and SIM

Companies issues different things to their employees which are required by them to work hassle-free. While issuing things like laptops, mobile phones etc., companies write a formal letter of assets stating everything that the company is issuing to the employee along with terms and conditions for the same.

Given below is a format for letter of assets for issuing laptop, mobile phone etc. which you can use for creating a personalized letter.

Format of Letter of Assets for Issuing Laptop, Mobile Phone and SIM


Smita Singhal

HR Manager

Sinha Group of Companies

52 Gulmohar Lane


Date: 26.05.2017


Amit Tandon

H-52/A, Welengkar Apartments

Greater Kailash


Dear Amit,

We would like to inform you that for the position you have joined Sinha Group of Companies, the management has decided to provide you with a laptop, a mobile phone and a SIM which comes under group connection of the company.

As per the Company’s policy, the designation on which you have joined, allows us to issue you with a Moto Xplay handset and a Dell laptop. We would further like to inform you that the company will bear only the rental cost of the mobile phone. In case of exceeding the limits, the payments will be debited from your salary.

We would like to share with you that you will be responsible for taking care of the handset and the laptop. In case of loss or damage, you will be responsible for the replacement.  And when you will leave the company then you will be required to return the laptop, the mobile phone and the SIM card that the Company is issuing to you to the HR department.


Smita Singhal

HR Manager

Sinha Group of Companies

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Posted by Hrformats - May 25, 2017 at 7:46 AM

Categories: Letters   Tags: , ,

Format Letter for Announcements for the Company Received an Award

Award Announcement Letter is a formal declaration of winning an award to tell everyone about the winner. Award write ups for employees’ nomination, employee recognition award letter, award announcement letter for company receiving an award are a few different kinds of announcement letters. There are also congratulation letters on winning an award complementing these announcements.

Achieving an award is surely a great moment and when your company is getting awarded, it is a cheerful moment.  If your company has achieved some award then you must write a formal award announcement letter to share this wonderful news with your employees.

Here is a wonderful award letter template which you can use for creating a personalized announcement letter write up keeping this example as base.

Award Announcement Sample Letter

Dear Employees,

As the Chairman of KP Business Solutions Private Limited., it is my pleasure to announce that our company has been awarded with volunteer award for year 2016. This award is given to companies who have met the quality standards set by the government in the industry.

I am proud to share this news with all our employees who have worked very hard to maintain the quality standards of the production. It is because of the combined efforts of each one of our employees that we have managed to achieve this success.

I congratulate all of you on behalf of the company on being a part of efforts made in this direction. To celebrate this proud moment, we shall soon be organizing a celebration. This is just one milestone and we have more such awards to bag.

Congratulations to all and all the best for the journey ahead.


Adams Smith


KP Business Solutions Pvt. Ltd.

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Posted by Hrformats - November 24, 2016 at 12:16 PM

Categories: Letters   Tags: , ,

Best 5 Ways to Close Emails and Letters with Perfection

When you are writing a letter to your family or close friends, you can effortlessly close your letter with Love, Hugs etc. but the real dilemma begins when you have to close a letter to a newspaper editor or to the society secretary, we all end up using the same old way.

If you also get confused after completing the letter about closing it effectively then this post addresses your problem in the best possible way. Read through these simple yet impressive 5 ways which are perfect to close your emails and letters with confidence.

Name Yourself Again

Pose a question to yourself that how are you related to the reader of the letter. Don’t hesitate in answering. Once you know your relationship, it will become a lot easier for you to end your letter in a smart way.

For instance, if you are an aunt writing a letter your niece then Your Affectionate Aunt will add a finishing touch. Likewise you can add some words to it and make it more effective. Here is an example for your help, I trust this response will be satisfactory, and remain yours faithfully.

3S: Short, Simple, Sweet

Keeping the ending simple and short will surely make it sweet. Keep yourself free from all the hassles of thinking something wow because the examples given below are really crisp and effective. Have a look at these sure short endings that never fail…

  • All the best,
  • Cheers,
  • All best otherwise,
  • Regards
  • Adieu, adieu, adieu

Play with Present Participle

Adding an active –ing verb can add a completely new effect to your ordinary ending. For a fine finish, you must play around with present participle for that flawless impression that ensures a great end to a beautifully drafted letter. You can even add some suspense to make your letter all the more interesting.

For example, replacing Very truly yours with Wondering when to expect a response from you will surely make your end as powerful as the content of your letter. Experiment with words to write unforgettable endings.

Keep it Simple with Adverbs

It is the easiest and the smartest way for all those who don’t want to invest much time in thinking that perfect sign-off line. Just prepare a quick list of –ly adverbs and you are sorted. These adverbs promise you a quick and unique ending to your emails and letters. Here are some examples for your reference… Cordially, Affectionately yours, Respectfully yours, Truly Yours etc.

Perfect Prepositions

If you don’t mind being a little more creative then ending the letter with a prepositional phrase is another fabulous way. You can sign off the way you like, from something formal like beyond grateful to something casual like in big hurry.

You can even try something longer if don’t mind extra words while signing off. For instance, With best wishes and a friendly thank you…..

These 5 ways make signing off emails and letters much easier. They cut all the confusion and chaos you have in your mind. Don’t let a bad sign-off statement ruin your letter.

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Posted by Hrformats - August 24, 2016 at 12:24 PM

Categories: Letters   Tags: ,

Letter To Employees Asking For Submitting The Original Certificates

Every company has its own rules. Some companies ask for original certificates and some don’t. If you are the HR manager of your company and you have been asked to collect the original certificates of your employees then you must write a formal letter to them asking them to submit their original certificates with the company.

If you are not sure how to frame such letters then use the sample format of letter addressing the employees, asking them to submit the original certificates to frame your customized letter with all the details. Such letters are quite simple, sorted and short in length as you do not need to share too much of information.

Sample Letter To Employees Asking For Submitting The Original Certificates

Robert Wills

HR Manager

ABC Corporation Pvt. Ltd.

B 15 6th Block
Jackson Street

Date: 02.15.2016

Samantha Brown

123 52nd Park Street


Dear Ms. Brown,

This is to inform you that the company has decided to collect the original certificates from all the employees who are working on rolls of the company. This decision was made during the annual meeting of the company which happened the last month.

You are requested to please submit your original certificates with the HR department by January 15th, 2016. These documents should include originals related with your education qualifications and your prior experience. They will stay safe in company records and you can have them back when you are no longer associated with ABC Corporation Pvt. Ltd.

If you have any queries regarding the same, please feel free to get in touch with the HR department.

Looking forward for the submissions.


Robert Wills

HR Manager

ABC Corporation Pvt. Ltd.

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Posted by Hrformats - February 15, 2016 at 12:12 PM

Categories: Letters   Tags: , ,

Example of Formal Salary Negotiation Letter to Company

You have received an offer letter for the job that suits your expectations but the salary that has been offered to you is not up to what you had expected. In such a case, you must send a formal salary negotiation letter to the company or the employer. Instead of saying a complete no for the offer, sending a negotiation letter is considered as the more practical and also rewarding step to take.

Given below is the sample of formal salary negotiation letter to the company from which you have received an offer letter. Use this template to create a personalized letter.

Formal Salary Negotiation Letter to Company

Julia Mars

11, Park Avenue,

St. George Village

Date: 05th February, 2016


Mathew Jacob

HR Manager,

XYZ Corporation Ltd.

42 Richmond Street,

New York

Dear Mr. Jacob,

I want to thank you for the job offer for the position of Marketing Manager from XYZ Corporation Ltd. The areas of responsibility for the profile are as per my career goals and my expertise. I am very hopeful that with the foresighted growth plans of your company, I would have an excellent opportunity to make significant contribution to the overall growth and success of the organization.

Before moving ahead with accepting the offer made by you, I would like to discuss the salary that you have offered. As per my knowledge, the average salary for the post of Marketing Manager in the industry is $ 100,000 annually. Moreover, with my experience, education qualification and career record, I strongly feel that you must consider the offer you have made. I feel that the position of Marketing Manager demands high levels of commitment and I am completely prepared to give all my time and efforts.

I would like to thank you again for the offer and will look forward for your response. I am hopeful that together we can reach to a mutually beneficial agreement.


Julia Mars

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Posted by Hrformats - February 5, 2016 at 7:28 AM

Categories: Salary Format   Tags: , ,

Relieving Letter From Group Company

Every year every company has some new faces joining in and some old ones leaving the company. This is quite the sequence for every company every year. If you are the HR manager of your company and you also have some relieving request letters from your employees then you must send formal acceptance letters relieving them from their duties in professional manner.

Here is the example relieving letter to help you write a formal letter on behalf of your group of companies. Use this sample format to create a personalized letter.

Relieving Letter Format From Group Company

Robert Wills

HR Manager

ABC Corporation Pvt. Ltd.

B 15 6th Block
Jackson Street

Date: 01.02.2016

Samantha Brown

123 52nd Park Street


Dear Ms. Brown,

This is response to your resignation letter dated December 20th, 2015. This is to inform you that the Management has accepted your request for the same and has decided to relieve you from the services of ABC Corporation Pvt. Ltd. as Senior Marketing Executive at the close of your normal duty hours on January 10th, 2016.

The same has been conveyed to the Accounts Department and all the financial formalities that include your full and final settlement etc. will be taken care of once you have submitted your No Dues Certificate. We also appreciate you for the feedback through the Exit Interview. Please find enclosed your Service Certificate with the letter.

If you have any queries and doubts then please feel to get in touch with the HR department.

We wish you all the very best in all your future endeavors.

Robert Wills

HR Manager

ABC Corporation Pvt. Ltd.

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Posted by Hrformats - February 1, 2016 at 12:24 PM

Categories: Reliving Letter Format   Tags: ,

Writing a Letter of Interest for a Promotion with Sample

When there are some new openings in a company then the company often prefers to have existing employees for the job rather than recruiting new people from outside as they have complete understanding of the company’s culture and working. Any employee who is interested in the profile can send a letter of interest to the HR department simply by applying for the promotion. This is one of the best opportunities in order to take your career to higher levels by showing interest in the opening.

Here are some guidelines which must be followed while writing letter of interest for a promotion. Keeping these points in mind can help you have a properly framed professional letter which can eventually help you get selected for the desired opening.

  • Address it correctly

It is very important that you address your letter of interest to the right person. Find out the right person who is responsible for recruiting the best candidate for that profile and address it to him.

  • Attach your resume

Simply sending the letter is not enough. Make sure that you attach with it your recent resume which has mention of your achievements and performances.

  • Grammatically correct

It is very important that your letter of interest is grammatically correct and has no spelling mistakes. Before submitting it, read it to make sure that there are no such mistakes and the language is also correct.

  • Do not delay

As soon as you come to know that there is an opening, waste no time in sending your letter. This is so because the person who is earliest to send his letter is considered as the most interested one. So to keep chances of selection in your favor, write the letter of interest immediately, without wasting any time.

  • Begin with purpose

Make sure that the beginning of your letter talks about your purpose of writing the letter. You must mention your interest in the promotion. You are suppose to be introducing yourself. Talk about since how long you have been associated with the company, mention your current profile. Your information should be complete so that the HR manager doesn’t have to look for your details in personnel file.

  • Mention the reason

Your letter should include reasons as to why you are the right choice for the profile. Clearly state what qualities and achievements make you a competent candidate for this job and for handling these responsibilities. You should mention your skills and experience and how you can play an important role in helping the company meet its goals. Also talk about your additional certificates or degrees which again make you a stronger choice. Talk about your achievements in the company.

  • Seek permission for mentioning references

If you have come to know about the opening from a co-worker then mention his name in the letter only after you have asked for his permission.

  • End it professionally

While ending your letter, make sure there is a call to action. You must thank the HR for taking out time to consider your request and also suggest the time and date for a personal meeting in order to discuss the application in a more refined manner.

Follow these points and you will be able to frame a perfect letter of interest.

Sample Letter of Interest for a Promotion

Here is a format sample of letter of interest for a promotion which you can use in a customized manner to write your own letter.

Adam Smith

22, Richmond Street,

New York 1234

Date: 5th January, 2016

Jacob Brown

Human Resource Manager

ABC Corporation Pvt. Ltd.

52 Richmond Street

New York

Sub: Letter of interest for promotion.

Dear Mr. Brown,

I have been informed by Mr. Anthony, Marketing Manager, that the position of Asst. Marketing Manager has become available. I would like to express my interest in this position. I would like to bring to your notice that from last three years, I have been working on the profile of Marketing Executive and have created and implemented various marketing programs on district levels which have proved to be extremely fruitful.

Moreover, when Asst. Marketing Manager was on leave in the month of November 2015, I was the one chosen for filling up this position for the time being. During that duration of one month, I shouldered all the responsibilities with great effectiveness and delivered satisfactory results. My understanding of the profile and exposure of the same makes me a competent choice for the same.

I am looking for a positive response from your end. Please find my resume attached with the letter. I would be happy to discuss my promotion request with you at any time when you are comfortable. You can email me at or you can call me at 123-456-789.

Looking forward for your response.

Thanking you.


Adam Smith

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Posted by Hrformats - January 19, 2016 at 8:19 AM

Categories: Letters   Tags: , ,

Writing a Formal Welcome Letter to New Employee

Whenever there is a new person joining your office, you must make sure that you make him feel comfortable and warm. It all starts with writing a formal welcome letter to the new employee giving him a warm reception on his joining. Such letters have to be very motivating to the new candidate so that he feels all charged up and enthusiastic to begin a new chapter in his career.

Here is a sample of formal welcome letter to new employee which has been shared below for your reference. You can use it for creating a personalized letter with all essential details.

Sample Welcome Letter to New Employee

Ana Simon,

Human Resource Manager
ABC Corporation Ltd.
123, Genuine Street
New York 123 456

Date: 14th December, 2015


Mr. Henry Jack
112, Richmond Apartments
New York 456 123

Dear Mr. Jack,

Welcome aboard!!! We are pleased to have you as a member of our organization. The reason you have been selected for the profile of Marketing Manager is because you possess all the characteristics needed for this job as displayed during the course of interview.

I am very hopeful that you will develop into a wonderful employee and you are going to impress us with your commitment, concern and compassion towards your duties and responsibilities. I hope that you are able to enjoy your work and find it challenging and rewarding.

Wishing you all the best as you are all set to begin a new journey. I expect each day comes with new opportunities that help you grow. I am very much concerned about your growth and development and at any point in time, you feel the need to have my guidance, I am always available to help you. The important traits that are going to help you have a smooth and rewarding working include reliability, dependability, being open, attentiveness, documentation, reporting and follow up etc. By imbibing these qualities and putting them into work, you will surely be successful which indirectly will help the company grow.

Please go through your yearly goals before starting with work to have an understanding of what is expected out of you as a part of our big family. I look forward for your performance in line with the rules of our company and to see you strengthen our relationships with our clients which are valuable to us.


Ana Simon,

Human Resource Manager
ABC Corporation Ltd.

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Posted by Hrformats - December 16, 2015 at 12:15 PM

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Useful Tips for Writing Effective Letter of Motivation

When you are applying for a job, just submitting your resume is not enough. No matter how impressive your CV is but you need something extra to bring it in notice of the recruiters. And to make that happen you must write a professional letter of motivation along with your CV. For sure, you will have brighter chances of getting the job.

This post talks about the essential tips which are useful for writing your own letter of motivation in the best way possible. Use these effective guidelines that help you frame a perfect formal letter.

Study the Company

It is very important that before sending your CV, you have done enough research about the company and also about the position for which you wish to apply. This is useful because this information you are going to share in your letter.

Keep it Personal

This has to be a very personal letter. You cannot ask your friend to write it on your behalf. It is very important that you letter reflects your personality and is able to create the much needed impression on the recruiter. So let it have your feel.

Keep it Straight and Clear

The purpose of this letter is to tell the HR manager that what all you are looking for in the job and what all can you offer to the company. Highlighting mutual benefits is very important. Do not stuff your letter with unnecessary information as it is of n o use. All the content of your draft should reflect your strong motivation towards the job and the company.

Talk About Your Strength

You will only get a call for interview if you are able to flaunt your strong points. Remember that the competition is intense and this is your opportunity to bring out your strengths in the letter in the first couple of sentences. Your strong points should be able to connect with the profile for which you have applied.

Keep it Balanced

Your letter must be able to express your high motivation levels but make sure that you don’t sound arrogant in your letter as it can be a very negative point for you. Also make sure that you don’t end up underestimating your qualities. You must know the trick to strike the balance with perfection.

Don’t Make it Your Resume

You are going to attach your resume with the letter for sure, so don’t end up mentioning the details of your CV in your letter. Also do not mention anything in the letter that has not been discussed in your CV. It is a big blunder. CV and motivation letter have to be complementing. There has to be a logical connection in every detail you are sharing. Keep your draft interesting so that the recruiter is compelled to call you for the interview.

Professional Goals are Must

You must know your professional goals, as in where do you wish to see yourself 5 years or 10 years from now. Go for something positive and realistic. You can also talk about some of your achievements which are going to be helpful in attaining your objectives.

Explain Importance of this Job

You are suppose to be clearly stating the importance of this job for you. You are going to be discussing about your motivation by explaining why you are the right choice for the profile. Your letter has to be persuasive. Build a bridge between the qualities needed for the job and the qualities possessed by you. Explain how you think you are the suitable choice.

Justify What You Say

Just mentioning that you are committed will not help you. You should be able to provide strong reasoning on that. For that you can mention some incident which has happened in the past. Think well and quote smart examples.

Know Whom to Address

Addressing the right person is very important. If you don’t know the name of the recruiter or the HR manager then use internet or simply call the company office to enquire. This is very important because you cannot afford to address your letter to someone else as all your efforts are going to go waste.

Keep these points in mind while framing your personal persuasive letter of motivation to the recruiter. This can surely help you have a good impression which can help you land with an interview and finally get selected.

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Posted by Hrformats - November 28, 2015 at 11:18 AM

Categories: Letters   Tags: , ,

How to Write a Goodwill Letter to Creditors

Every business in some point in time faces financially difficult times because of unexpected situational factors. A goodwill letter to creditors is an important way of improving your credit report. You can write such a letter to the original creditor asking for goodwill in order to remove a negative comment or status which is hampering your image in the market. This is essential so that your credit ratings are high.

If you don’t know how to frame a professional and perfect goodwill letter to creditors then here is a step wise procedure which you must follow in order to write the most convincing goodwill letter which can help you have better credit reports.

Steps for Writing Goodwill Letter to Creditors

Follow these guidelines in order to create an impeccable and impressive goodwill letter.

Keep your tone thankful

You must make sure that the tone of your letter is appreciative. If you have been late in making payments then you cannot be angry in your tone. You must follow a positive and thankful tone in your entire letter or else it is not going to bring you desired results.

Accept your mistake

It is very important that you take responsibility of your actions. Once you have accepted your mistake then it develops faith as you project an honest image of your company. While taking responsibility of your actions you must also talk about the circumstances that lead to such an outcome. You must work hard to win the faith and sympathies of your creditor.

Refer to good actions in the past

Just words will not be enough to convince the creditor; you will need something more. Yes, your track record can help you win back the trust of your creditor. If you have always made payments on time then you can mention that along with your inability to make payment this time because of financial constraints. Once you are able to present the picture with your track record then there are chances you can ask for their consideration.

Documents proving the errors, if any

If by mistake the creditor has committed some error in the documents and has given you a bad remark then again you have to be friendly in your tone. With a sweet tone, you must mention the points wherein the error has been made. Submit the relevant documents to highlight the error that has been made.

Keep it Short and Simple

You do not need to frame a lengthy letter as no party will be interested in reading a long draft. Keep it short and precise without missing on the points you want to put forward. Begin your letter with the point you want to make and share your story. Use simple language which is easy to understand.

All of these points are going to help you write a perfect formal letter which contains all the details. With correctly framed letter, you can surely convince the creditor and earn back your goodwill.

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Posted by Hrformats - November 17, 2015 at 12:54 PM

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