Template (Download in MS Word, Google Docs, PDF) & Example (Copy & Paste)
Template [Download]
Example [Copy & Paste]
[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]
[Recipient's Name]
[Recipient's Title/Department]
[Government Agency/Organization]
[Agency Address]
[City, State, ZIP Code]
Subject: [Subject of the Letter]
Dear [Recipient's Name],
I hope this message finds you well. I am writing to [purpose of the letter, e.g., request information, submit a complaint, seek clarification, etc.]. [Provide necessary details and background information in a clear and concise manner.]
[Elaborate on any details or specific requirements related to your request.]
[Conclude with a statement expressing appreciation and openness to discuss further, if necessary.]
Thank you for considering my request. I look forward to your prompt response.
Sincerely,
[Your Name]
[Your Position/Organization]
An official letter to a government body should be formal and structured. Start with your contact information, followed by the date and the recipient’s details. Address the recipient formally, using their title and surname. The letter should clearly state its purpose in the opening paragraph, whether it’s a request, complaint, or inquiry. Use concise language to detail your points, providing necessary evidence or references. Conclude by summarizing your request and expressing appreciation for their consideration. Sign off formally, using “Sincerely” or another appropriate closing, followed by your name and signature.