Posts tagged "Formal letter"

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.

More Relieving Letter Formats

Relieving Letter Format from Employee to Company
Experience Certificate with Relieving letter
Resignation Letter with Request to Reduce Notice Period
Relieving Letter Format For Employee
Relieving Letter for Contract Employees
Relieving Letter Format From Employer

4 comments - What do you think?
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 [email protected] or you can call me at 123-456-789.

Looking forward for your response.

Thanking you.


Adam Smith

Other Related Promotion Letter Format

No Promotion Letter to Staff for Discipline Violation
Reprimanding Officer Letter for Being Angry On Not Getting Promoted
Promotion Letter from Employer to Employee
Promotion Letter for HR Manager
Professional Employee Promotion Letter with Salary Increase
Letter of Interest for a Promotion
Job Promotion Cover Letter for a Retail Job
Promotion Letter & Increment Letter Format
Thank You Letter to a Boss for a Promotion
Tips and Advice on Getting a Promotion

Be the first to comment - What do you think?
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.

Be the first to comment - What do you think?
Posted by Hrformats - December 16, 2015 at 12:15 PM

Categories: Letters   Tags: , ,

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.

Be the first to comment - What do you think?
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.

Be the first to comment - What do you think?
Posted by Hrformats - November 17, 2015 at 12:54 PM

Categories: Letters   Tags: ,

Sample Farewell Letter to Clients

If you have decided to leave your company then you must inform about the same to the clients you have been handling till date. Writing a personalized farewell letter to clients is the wise thing to do. This is also a formal way of thanking them for their support during your tenure of work. This is important because over a period of time when you are working for some client, then you tend to develop a professional bond.

Here is a format sample of farewell letter to client which you can use for creating your personalized letter. Such letters are short and precise. You must make sure that you express your gratitude on the association you have had with the client. If you wish then you can also share with them your new place of work.

Sample Farewell letter to clients

Andrew Reynolds

12 Stella Apartments,

St. Anthony’s Street,

New York

Date: 10th November, 2015


John Smith,

HR Manager

ABC Corporation Pvt. Ltd.

52 Richmond Street

New York

Dear Mr. Smith,

As per our telephonic conversation on 1st November, 2015, I will no longer be working on your project. From tomorrow onwards, I will not be handling your account as I m quitting from my job with XYZ Development Pvt. Ltd. as I am relocating to California for a better job opportunity.

I wish to express my gratitude for all your support for last two years. Working with you was an amazing experience. While handing your construction projects, I could learn so many new things which have helped me grow. Especially on the project of construction of affordable housing, I learnt amazing planning skills from you.

I have enjoyed my working at XYZ Development Pvt. Ltd. on your projects. Now I am looking forward for new challenges at new workplace. Now I have joined Zee Infrastructure Ltd. in California as Project Manager.

If you have any questions or you wish to stay in touch with me then my contact no. is 1234-5678 or you can also email me at [email protected].

I wish you all the best for your future.


Andrew Reynolds

Be the first to comment - What do you think?
Posted by Hrformats - November 10, 2015 at 10:12 AM

Categories: Letters   Tags: , ,

Business Meeting Acceptance Letter

If you have received an invitation to a business meeting then you must send a formal acceptance letter which expresses your acceptance and eagerness to attend the meeting. It is important to write a well framed letter as it exhibits your professionalism and your interest in the meeting. Such letters are generally very brief and to the point and do not include too much of information. Short sentences and simple words are all you need.

If you also have to write such a business meeting acceptance letter then here is a format sample to help you deal with it. If you have received this invitation on behalf of your company then you must send this acceptance letter on your company’s letterhead.

Business meeting acceptance letter

Adam Smith

XYZ Technology,

22, Nicholas Street


Ph: 1234-5678

Date: 28.09.15


Andrew Joseph,

ABC City Bank

52 Park Street


Dear Sir,

This letter is in response to your meeting invitation focusing on discussions related with Money Utilities in Information Technology for Better Growth. I am happy to accept this invitation and will be meeting you on 1st October, 2015 for this event.

I am grateful to you for extending this offer to me and I am sure that this will be a good platform to discuss all the opportunities that can help us grow mutually.

We shall have discussions related with different means of optimizing technology to make the best use of money. I would happy to present you with different technological ideas that can be of great help.

I believe this meeting is going to be a big game changer for both of us and we will bring a new change in the present markets.

Thanking You.


Adam Smith

XYZ Technology

Related Other Letter Formats

Tips for Writing Business Thank You Notes

Be the first to comment - What do you think?
Posted by Hrformats - September 28, 2015 at 12:51 PM

Categories: Letters   Tags: , , ,

10 Useful Tips for Writing and Sending Thank You Letters

Thank You letters are always special. They are a way of expressing your gratitude towards anyone and everyone around you. But to make them look impressive, you really need to know the tips which are highly effective.

Here are the best 10 tips for writing and sending thank you letters formally, especially after you have had an interview which can really make a great difference by helping you stand out.

  1. Timing is Important

You must always send the thank you letters right on time. If you take too long to send them then they are unable to create the impact for which they have been drafted. Write them and send them just after the event has taken place.

  1. Customize it as per Situation

If you are referring to a sample or you have an already framed thank you note then customize it according to the present situation. If it is for an interview then modify it as per the company’s profile. There has to be some detailing or specification about the event after which you are writing this.

  1. Email and Mail

As stated above, timing is the key so make sure that you send an email along with a formal mail to express your gratitude. Email is going to reach within a blink of an eye and mail is going to revive the richness of your thoughtful professional behavior which is going to impress the reader again without fail.

  1. Don’t Forget the Personal Touch

To make your thank you note has that genuine appeal; you must focus on keeping your personal touch alive in it. For that you can mention something that you felt was important for the interviewer or something specific that was mentioned by him. It is about reviving the interaction again through your letter.

  1. Mention Your Worth

It is good to express your worth through your words in a smart and indirect manner. You can do that by discussing a few of your skills or accomplishments which indirectly hint on hiring you for the job because you are competent and smart for a particular profile.

  1. Attach Your Resume

In the midst of all of this, do not forget to attach your resume with the thank you letter which expresses your intelligence, professional approach and zeal towards this opportunity.

  1. Mend the Mistakes

If you think you made some mistake during your interview then this is the time to mend it. The best way to do it by admitting your mistake and address to it in a brief and intelligent manner. Do not make it too long but just keep it simple and short.

  1. Handwritten is Always Better

If you can pen a handwritten thank you note then this is one of the best things to do. Whether it is a formal note or a personal note, writing it all by yourself adds more value to it. Even if you don’t have a beautiful handwriting, there is nothing bad is writing it. Just make sure that it looks clean and readable.

  1. Choose a Professional Thank You Card

If you are sending a professional thank you note then you must buy a formal card which is simple and elegant. Make sure that it is very subtle and classy. Anything loud can ruin the whole effect of it. Go with a simple plain background with thank you written on it. It is the best choice to make.

  1. Don’t Send The Same Note to All

It is just not recommended that you send the same note to one and all as it will have no meaning. Customize it and make it personal so that it can be cherished and appreciated by the reader.

All of these tips are very useful in helping you create a wonderful impression by exhibiting your professional attitude. So when you pen down a thank you note, use these points in framing the most amazing thank you notes that can win hearts.

Be the first to comment - What do you think?
Posted by Hrformats - September 17, 2015 at 12:14 PM

Categories: Letters   Tags: , ,

Sample Suggestion Letter to Management

Good organizations always welcome suggestions. They encourage their employees to contribute to the working of the company by suggesting more creative and beneficial ideas. But you cannot randomly make a suggestion. To do that, you must write a formal suggestion letter to your boss politely mentioning him a different plan of action or advice for doing some specific thing. You must have a logical reason to support your advice to make it more valuable.

If you too have a suggestion to make to the management and you are not sure of how to put it across then here is a sample template of suggestion letter to boss. Read it and use it as per your need by customizing it as required.

Sample Format of Suggestion Letter to Management

Bob Marlow

55 Raymond Street

New York

Date: 11th May, 2015

Richard Smith

Managing Director

ABC Corporation Pvt. Ltd.

Harry Park, Herald Street,

New York

Dear Mr. Smith,

The purpose of writing this letter is to put forward the views of the marketing team on usage of team funds sanctioned by the company in a more beneficial manner. As per the company’s policy, every quarter, every team is the organization is entitled for an entertainment fund. There are various activities which are held during the duration the sum of which is added to this fund. This time we have managed to have a bigger sum of money which can be put to a more constructive use.

As a common consensus, it has been decided by the whole team that we would be spending this funds for this quarter for donating it to the old age home located next to our office. It would be a far better use of money to buy clothes and other useful things for the old people. We feel that doing such kind of an activity once in a while is always good.

All the members of the team have discussed about this idea and all have agreed to put this plan to action. If you wish then we can have our team discuss on the same during a meetings.

Anxiously waiting for your response.

Thanking You.


Bob Marlow

Manager, Marketing Department,

ABC Corporation Pvt. Ltd.

Be the first to comment - What do you think?
Posted by Hrformats - September 15, 2015 at 12:42 PM

Categories: Letters   Tags: , ,

Performance Review Letter with Evaluation Results

Performance review is an important HR process which is done in order to gauge the performance of an employee and compare it with the standards. This brings clarity in his working and also tells whether he needs to improve or he is performing decent.

Being the HR Manager of the company, you may have to evaluate the performance of the employees every year and then send them a letter in writing consisting complete review of their performance. If you don’t know how to go about framing such a draft then here is an example sample to help you deal with the situation. Use it as reference for writing a customized letter in a professional way.

Sample Performance Review Letter with Evaluation Results

Mathew Jacob

HR Manager,

XYZ Development Bank

42 Richmond Street,

New York

Date: 13th July, 2015

Julia Mars

11, Park Avenue,


Re: Annual Performance Evaluation for 2014-15.

Dear Mr. Mathew Jacob,

This letter brings to your notice the evaluation of your performance for the period of one year from 1st July, 2014 to 30th June, 2015. It studies and analyzes your contribution to the marketing department as senior marketing executive. It also contains remarks from your team leader on your performance and progress for this period.

Your performance has been analyzed based on the following areas: Achievement of Targets, Professional Responsibility and Professional Development.

  1. Achievement of Targets

It takes into account how well you have been performing based on accomplishment of targets that were set for you by your supervisor. It is very important to achieve these targets as it is an essential part of performance.

For 2014-2015, you have been able to accomplish all the targets. This means you have achieved the very first criterion effectively. You have performed as it was expected of you.

  1. Professional Responsibility

It takes into account your conduct as per the rules and regulations of the company. It also includes traits like dedication, commitment and loyalty towards your organization which directly or indirectly affects your working.

For this criterion, you have exceeded the criterion by delivering results beyond expectations. You have followed all the rules of the company and the instructions given by the seniors. You have worked with complete dedication and sincerity which reflects in the quality of your work.

  1. Professional Development

This criterion takes into account the promptness of attending new courses for skill development, for learning new techniques that are helpful in professional development.

For the year 2014-2015, you have attended just one seminar on marketing which means that you need to improve in this area as it is below the significant level. You are recommended to attend more workshops and training sessions that can help you improve your present skills.

  1. Overall Performance

Based on the evaluation results mentioned above, your overall performance can be ranked as satisfactory. You have achieved all the criteria effectively. The only recommendation is to attend more training programs to develop more skills.


Mathew Jacob

HR Manager,

XYZ Development Bank

Be the first to comment - What do you think?
Posted by Hrformats - July 22, 2015 at 12:31 PM

Categories: Others   Tags: , ,

« Previous PageNext Page »