AI Formal Letter Generator
Use our AI formal letter writer to create professional or business letters quickly.
Use our free AI formal letter generator to produce a correctly formatted, professional letter for any official situation — requests, complaints, applications, notices, and more. Add your details and get a polished draft instantly.
Below you'll find formal letter examples and a clear guide to the standard format, so your letter looks right and reads with the right tone.
Remaining generations: 5 · Sign up for free to get 10x more
A letter for every need
Business Letters
Generate formal business letters that maintain a professional tone and clear communication for various business needs, such as proposals, inquiries, and partnerships.
Complaint Letters
Automatically create well-structured complaint letters that are respectful yet assertive, ensuring a professional approach when addressing issues with businesses, services, or products.
Request Letters
Generate formal letters for requests, whether for time off, materials, or information, ensuring a polite yet professional tone.
Letters of Intent
Automatically generate letters of intent for a range of business situations, clearly outlining your intentions for agreements, investments, or partnerships.
Letters of Interest
Create formal letters expressing interest in job positions, business ventures, or professional collaborations, ensuring the message remains professional and concise.
Inquiries
Generate formal inquiry letters to request information, clarify details, or initiate formal communication in a professional and respectful manner.
Example
Sample Formal Letter
Professional and Grateful Letter
John Doe Los Angeles, California (123) 456-7890 [email protected] May 12th, 2025
XYZ Corporation Dear Mr. Smith,
I am writing to formally announce my resignation from my position as Senior Marketing Manager at XYZ Corporation, effective June 30th, 2025. This decision has come after much consideration, and while I am excited about the future, it is with a heavy heart that I must part ways with such a supportive and talented team.
I am incredibly grateful for the opportunities I’ve had here at XYZ Corporation. The experience, skills, and mentorship I’ve received have been invaluable, and I will always look back on my time here with fondness. It has been an honor to contribute to the company’s success, and I have learned a great deal from both you and my colleagues.
I am committed to making this transition as smooth as possible and am more than willing to assist in any way needed during the handover process. Please let me know how I can help with finding and training my replacement.
Thank you once again for the incredible experience. I look forward to staying in touch and wish the company continued success.
Sincerely, John Doe
Brief Reason for Leaving Letter
Sarah Miller Chicago, Illinois (987) 654-3210 [email protected] May 12th, 2025
ABC Technologies Dear Ms. Johnson,
Please accept this letter as formal notice of my resignation from my position as Software Engineer at ABC Technologies, effective June 1st, 2025. After careful consideration, I have decided to pursue a new opportunity that aligns more closely with my long-term career goals.
While I have greatly appreciated the professional development opportunities provided to me here, I believe this is the right time for me to take the next step in my career. I am thankful for the support and the collaborative environment that ABC Technologies has offered, and I have truly enjoyed working with the talented team here.
I am happy to assist with the transition process and ensure a smooth handover of my current responsibilities. Please do not hesitate to let me know how I can be of help during this time.
Thank you for your understanding, and I wish ABC Technologies continued success in the future.
Sincerely, Sarah Miller
How to write a formal letter
Formal letters follow a recognised structure. Getting the format right signals professionalism before a single sentence is read.
1. Add the headings and date
Put your address (and the recipient's, for a printed letter) at the top, followed by the date. For email, this moves into your signature and subject line.
2. Use the correct salutation
Open with "Dear Mr./Ms. [Surname]," when you know the name, or "Dear Sir or Madam," when you don't. Add a short, specific subject line so the purpose is clear at a glance.
3. State your purpose in the first line
Formal readers want the point immediately. Say why you're writing in the opening sentence, then use the body to give the necessary detail or evidence.
4. Keep the tone measured and polite
Use complete sentences, avoid slang and contractions, and stay courteous even when you're complaining or refusing. One idea per paragraph.
5. Close formally and sign off
End with a clear next step or request, then sign off with "Yours sincerely," (named recipient) or "Yours faithfully," (unnamed), followed by your full name.