33 Letter Samples for Every Work Occasion
Our letter samples help you find the perfect
words to address every possible work scenario.
If you’ve submitted a successful cover letter and landed the job, you deserve congratulations! You have a basic understanding of general business writing styles. (If you haven’t learned how to write a cover letter, visit our cover letter guidelines.)
However, a cover letter is only one type of business communication; over the course of your career, you’ll need to know how to maneuver through many different professional and personal hurdles skillfully.
For example, do you know how to submit your two weeks notice while maintaining your professional relationships? Are you skilled at successfully negotiating a promotion and pay raise? Have you learned to write correspondence to comfort a grieving coworker?
We’ll walk you through 11 different circumstances that might arise in your professional life and provide free professional letter samples and advice you can use to get through them. Our library of professional letter samples will guide you through the best and worst circumstances of your career.
Apology Letter Samples
No matter how detailed and attentive you are, you’re going to make a mistake at work. It’s not a reflection of you or your work ethic; it’s an inevitable reality. In other instances, you’ll want to say you’re sorry for a coworker’s loss.
Whether it’s a mea culpa or a letter of condolence, a well-written letter informs the reader of your genuine remorse. In some instances, a timely apology letter can prevent a mistake from snowballing into a career-ruining disaster; in others, your words can offer comfort to a colleague.
Take a look at these three common apology letter samples or visit our page for more information on when and how to write a sincere apology.
Even the best employees err. This letter sample can help you smooth over a professional misstep, such as sending an order to the wrong warehouse.
Bereavement Letter to Employer
Occasionally, a close coworker or manager will experience personal loss. Express your sincere empathy with this letter sample.
Explanation Letter for a Mistake at Work
You inputted the wrong data and altered the annual budget. This sample can explain the situation and ease you back into good standing with your manager.
Appeal Letter Samples
Have you ever been placed on probation or academic suspension? It could be the result of a misunderstanding or misplaced blame. A polite but well-argued appeal letter allows you to present your side of the story through verified facts and professional language.
A successful appeal is based on facts, not opinions. Your message should come across as calm and rational rather than angry or upset. It’s difficult to strike the correct tone while professionally defending yourself; reviewing appeal letters can assist the writing process by demonstrating favorable interactions.
To handle a variety of unpleasant circumstances, visit our appeal letter samples library.
If you’re not sure your insurance agency will approve your medical claim, this letter sample shows you the best ways to explain how your policy covers your request.
Appeal Letter for Nursing School
Occasionally, a close coworker or manager will experience personal loss. Express your sincere empathy with this letter sample.
Appeal Letter for Academic Dismissal
Your sleep cycle and grades suffered when your roommate converted your home into a 24-hour club. This letter sample lets you explain the reason for your poor academic performance.
Application Letter Samples
Whether you’re ready for your next professional adventure or joining the workforce, cold-calling business for open positions is a part of job search. A well-written application letter can leave a lasting impression on hiring managers.
The primary purpose of an application letter is to express interest in a company or industry. This knowledge will benefit you across a range of situations, including potential employment and educational opportunities.
These three samples set you off on the correct track. Look through a series of our best applications letter samples for everything from college applications to interning with your idol.
Application Letter for Employment
If you’re looking for work through an employment agency, a well-written general employment letter is handy for your recruiter to forward along to potential job openings.
Application Letter for Volunteering
Do you want to volunteer for an exciting but selective volunteer program? Impress the foundation directors with this letter sample.
Application Letter for Internship
If you need to snag a competitive internship for college credits, this letter sample outlines the best way to stand out.
Appointment Letter Samples
If you need to schedule a meeting with an influential figure or a high-level executive, a formal letter requesting an appointment could help you establish the correct tone.
There are many occasions when you need to write an appointment letter; this can range from arranging a doctor’s appointment, scheduling a formal review, or organizing a business lunch. This letter format is your best tool for successfully arranging a meeting.
When writing your appointment letter, be sure to focus on deliberate and concise language. A long, rambling request could result in the reader ignoring your request. These letter samples help you succeed in keeping your writing succinct.
Requesting an appointment for an open role allows you to learn about the role’s responsibilities and to apply for the position.
This letter sample works best as the first point of contact with a recruiter or college admission officer.
Appointment Letter for Employee
As a manager, it’s vital that you regularly meet with your employees to discuss their strengths and future employment. This sample helps you establish a casual touch base.
Appreciation Letter Samples
All good workers deserve acknowledgment from time to time. A formal letter of appreciation sincerely recognizes an individual’s strengths and positive contributions. A well-written and genuine thank you can be the difference between content, valued workers and an unhappy employee with one foot out the door.
Avoid using clichés when writing your appreciation letter. Instead, focus on one or two specific examples that made your coworker stand out. This attention to detail demonstrates that you notice their hard work and unique contributions.
These appreciation letter samples allow you to sincerely recognize the hard work of your best employees and managers.
Appreciation Letter to Employee
If you have a stellar employee who often goes above and beyond your daily expectations, use this letter sample guide to thank them.
The best bosses go toe-to-toe with their superiors to create a positive and healthy work environment for their teams. This sample helps you vocalize your gratitude.
This general thank you letter sample works well for all professional and personal occasions.
Business Letter Samples
There are many work situations when you’ll need to know how to write a firmly phrased business letter. This communication format works well for universal occasions that range from asking for a skill-based pay raise, requesting a change to your work schedule, or requesting a temporary leave of absence.
Your business letter should state what you’d like to walk away with, but you should also showcase your professionalism. A polite, direct tone is more likely to inspire confidence in your work value and elicit a positive response.
It can be hard to make these requests: access our full range of business letter samples for general guidelines on your document.
Letter of Interest for a Promotion
You’re devoted to the business and have been a success at work. Use this letter sample to weave a compelling argument for a promotion.
With your stellar track record and glowing annual reviews, this letter sample can help you ask for that well-deserved raise.
You can use this note in your application process. This letter sample works well for internships, full-time positions, and scholarship applications.
Leave Letter Samples
In your professional life, unforeseeable events can occur that might require you to take a temporary leave of absence. Whether you’ve suffered a personal loss, need to support a family member through a medical issue, or have the opportunity to travel, a well-written leave letter can inform your employer of your unique circumstances and help ensure you’ll have a job upon your return.
When writing your letter of leave, be sure to include specific information about your reason for requesting this personal time, as well as a timeline for your return. For in-depth advice and additional letter samples, visit our library.
If a close family member passes away, you may ask for bereavement leave to help organize or attend the funeral. This sample demonstrates how to express your exact.
Life isn’t all doom and gloom. Use this letter sample to ask for much-needed rest. The time away will leave you refreshed, energized, and inspired at work.
This general leave letter sample with show you the best formatting layout and language to use when asking for an extended amount of time off.
Permission Letter Samples
A permission letter can serve two functions: to either request permission or grant it. These universal requests can be useful in academic, professional, and personal settings. Knowing how to write a professional letter is incredibly helpful if you need to request or grant copyright permission, approve time off, or request insider access to a convention.
Strike a polite and respectful tone when requesting permission from a guardian or authority. It’s helpful to describe what additional steps you’ll take to maintain or protect the subject that you’re accessing.
To reduce the chances of a denied request, turn to our library of highly specific letter samples.
Are you planning a critical work presentation or holiday party? This letter sample helps you phrase your request for access.
Permission Letter for a Child to Travel Alone
Are you sending your child traveling with a trusted friend or nanny? Use this letter sample to grant permission to your child’s travel companion.
Letter of Request for Permission
This generic letter sample works well in any professional or personal setting. Use this formatting whenever you’re not sure how to phrase a request.
Recommendation Letter Samples
You should feel honored if a colleague requests a letter of recommendation from you. A rave recommendation can lead to new job opportunities, partnerships, or promotions, and can help you later if you need a professional endorsement of your own.
Since recommendation letters have a crucial impact in the competitive job market, it’s essential to craft an informative message. One of the best ways to help your colleague succeed is to study other impactful recommendation letters and apply the best parts of those to your letter. Access our in-depth library of letter samples to help you craft your own.
Recommendation Letter for College
A bright-eyed, brilliant student is looking at colleges and asking for your help. Use this sample to help send them on an academic adventure.
If a good co-worker is looking for a general recommendation letter, refer to this letter sample and focus on your colleague’s skills and professional attributes.
A detailed LinkedIn profile can build on an applicant’s resume and cover letter. This sample can help you write a short, concise recommendation that adds authority to your profile.
Resignation Letter Samples
Have you decided to make a professional or personal change? Do you need to leave your position for a new job opportunity, a move across the country, or to take time to focus on family? Submitting a formal resignation letter can send you off on a positive note.
When submitting your resignation, give your current employer enough time to process your departure and look for a suitable replacement. A standard two-weeks or 30-days notice can leave you in good standing with your employers.
If you just don’t know how to say goodbye, you can skim through our sincerely written resignation letter samples to find a good starting point.
Formal Resignation Letter with Notice Period
Always provide a minimum two-weeks notice, regardless of the situation. Use this letter sample to let your employer know that you are moving on.
Resignation Letter Due to Personal Reasons
If you ever have to leave a role you love for personal reasons, this letter sample demonstrates the best way to explain your situation.
Resignation Letter for a New Job
Congratulations on the new position! Leave your current job on an amicable note by following this letter sample.
Termination Letter Samples
Sometimes, you just have to let an employee go due to poor performance, a bad cultural fit, or for monetary reasons. Whatever the situation, terminating a staff member is rarely painless or enjoyable. However, a straightforward and specific letter can help to avoid any misunderstanding or future pain.
A poorly written and vague letter could confuse your staff member or give them the wrong message about their employment status. Your letter should use clear and explicit language. These termination letter samples and writing tips are excellent guides for starting this letter.
Termination Letter for Poor Performance
Every good company will occasionally make a bad hire. This letter sample will help you find the right words to dismiss a failing employee.
Letter of Termination of Employment Without Cause
At-will employment can end with or without reason. When terminating a contract, explain next steps and your reasons for closing the professional arrangement.
Maybe you’re relocating out of state, or just moving to a new place. This letter sample shows you how to end your lease while following your rental contract’s legal requirements.
General Letter Writing Tips
Until you’re well-versed in the art of letter writing, refer to this general letter format to ensure that you’ve addressed all the key points.
- Header: All letters should include your contact information followed by the addressee’s information. This section contains names, addresses, phone numbers, and emails. It’s vital for you to double-check that your contact information is current and spelled correctly. Otherwise, your response might be delivered to your former apartment or cousin’s email.
- Salutation: Be sure to personalize the greeting with the addressee’s formal or professional title. Avoid using the cold and generic phrase, “To Whom It May Concern.” This general salutation isn’t personalized and shows you haven’t done your research to find the recipient’s name.
- Introduction: Your intro is the crucial moment to grab your reader’s attention. Quickly inform the reader of the intent of your letter. Give the reader a specific reason for your message, why you’re writing them, and, if applicable, a general timeline for their response.
- Body: Dedicate this section to details. Thoroughly explain the situation and your request. Let the reader know how they can help you and why their assistance is necessary. Be direct and let the reader know if there is anything that needs to be done on either end of the correspondence.
- Closing: In this section of the letter, summarize the main arguments in the letter. Explain to the reader how and when they can follow-up with you on the specific requests outlined in the letter. Remember to sincerely thank them for their time before you close your message.
- Signature: End your letter on a polite and professional note such as “Sincerely,” “Respectfully,” or “Yours truly,” followed by your full name. Add your signature if you’re sending a physical copy.
Additional Resources