What is a Formal Letter to an Official Authority?
A formal letter to an authority is a structured, respectful, and professional way to address individuals or institutions like government offices, bank officials, educational boards, or corporate leaders. It’s used to make requests, give notices, submit complaints, or share information officially.
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When is a Formal Letter Used?
Submitting a complaint to a government office
Requesting documents or permission
Addressing higher bank officials
Applying for certificates or legal documents
Communicating with regulatory bodies (like Bangladesh Bank)
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Key Elements of a Formal Letter:
1. Sender’s Details (Name, address, contact info)
2. Date
3. Receiver’s Details (Designation, organization, office address)
4. Subject Line
5. Salutation (e.g., Respected Sir/Madam)
6. Body:
Introduction (state purpose clearly)
Middle (supporting info/details)
Conclusion (polite closing request)
7. Closing (Sincerely/Faithfully, name, signature, contact info)
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Sample Formal Letter to a Government Official:
Md. Sohel Rana
22, New Market Road, Khulna
Date: 15 April 2025
To
The Deputy Commissioner
Khulna District
Subject: Request for Character Certificate for Job Application
Respected Sir,
I am writing to request a character certificate required for a government job application. I have completed my graduation and have no criminal record.
Kindly consider issuing the certificate at your earliest convenience. I am attaching photocopies of my NID and academic documents.
Thank you for your time and assistance.
Sincerely,
Md. Sohel Rana
Phone: 017XXXXXXXX
Email: sohelrana@email.com
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Tips for Writing Formal Letters:
Use polite and clear language
Stick to the point
Proofread before submitting
Use formal fonts (if typed)
Mention attached documents if applicable
