Category Archives: Write to authorities

Thanking Email for Receiving Laptop

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Expressing gratitude is important because it deepens our relationships, both personal and professional. Research has proven that people who show gratitude are more optimistic and happier than others. When we appreciate others, our mental and physical health improves. There are many ways of expressing our gratitude, one of which is writing a thank you letter or email.

Thanking letters/emails are usually written by individuals, to a senior/boss or a mentor/teacher. it can be written to anyone who has done you a favor, helped or guided you in some way, or gifted you something.

Since a thankyou letter is usually written to someone higher in rank than you, the tone should be respectful and formal yet cheerful. Address the person by their name or designation, according to the situation. Explain why you are thanking them and tell them what difference their gift or favor, or help has made in your life.

Tell them how motivated you feel due to this and assure them that you will work harder in the future. End the note by thanking them once again. In the end, write your name and the date on which the letter is being sent. Be sincere in expressing your feelings and avoid flattery.

Avoid making the letter unnecessarily long. Check the letter for grammatical and spelling mistakes before sending it as a letter full of mistakes might have the opposite effect and offend the receiver.

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Dear Mr. Principal,

I [name] from grade [number], am writing to thank you for the laptop I received, yesterday in recognition of winning the Interschool Debating competition. Sir, it was a huge responsibility for me to represent our school in the competition and I worked very hard in writing my debate and then did a lot of practice.

Winning the competition was an honor for me but your appreciation and the love and respect from my teachers and fellow students is what has made this win even more special.

I want to thank everyone both, for their support and prayers before the competition and for the love, they have showered me with, after the win.

I have always wanted a personal laptop and receiving it as a prize feels like a dream come true. This has motivated me to work harder and put in more effort in academic as well as extra-curricular activities. Your encouragement has inspired me to strive for excellence in everything I do because as they say, “Anything which is worth doing, is worth doing well”. I promise you that I will not let you down and strive hard to bring laurels to the school in the future too.

In the end, I would like to thank you once again for your generosity and appreciation and also for providing me and my fellow students with opportunities such as this debating competition. It is due to challenges like these that we explore our talents and try to put in our best.

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Dear Sir,

I [name] from [department name] want to thank you for the laptop the company has given me on passing [name] certification. It was my dream to work in this company with you as my mentor. When I was selected for this certification, I was honored but I was also under immense pressure as I realized that the company was making a huge investment in me, and I had vowed not to let you regret this decision.

It was not an easy path, and it took a lot of effort and hard work to reach this point. It was due to your guidance and help that I have been able to achieve this. I learned a lot during this certification course and hope to apply all that in my future projects.

Your appreciation and recognition of my hard work mean a lot to me and I want to express my gratitude both for my selection and for the prize given upon successful completion. I want to assure you that I will keep on working with the same enthusiasm and always try to be a source of pride for the company.

Thanking you once again for your patronage.

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Absence Excuse Letters for Various Common Reasons

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#1 Due to injury

Subject: Absence excuse due to injury

Dear Sir, I know we had planned to see the last rugby match together. I am extremely sorry for I did not accompany you due to a severe injury. Due to this reason, I had to cancel this program. To me, this was the most awaited event because we were meeting after a long time.

I was going back to my home on 10th of March when I met with an accident. My car collided with a truck and I got some serious injuries to my head and neck. My 3 ribs were also broken. I remained unconscious for the whole week due to the injury. When I regained my senses, I was kept in ICU for three more days. I lost my all contacts due to this accident because my cellular phone was also damaged.

The severity of the matter did not allow me to inform you because I was out of my senses and even after gaining my senses I was not allowed to talk.

Now, I want to offer my sincerest apology for missing our meeting. I hope you will forgive me for keeping in view the whole situation. By the grace of God, I am able to communicate and walk a little bit. I am recovering fast but doctors have advised me complete bed rest for two months. Our meeting is still a priority for me because we have never met after graduation. I would appreciate it if we could reschedule our meeting after I get complete relief.

I am waiting for your response.

#2 Death in the family

Subject: Excuse from work due to death in the family

Dear Sir, I am feeling embarrassed and offering my apology for the misconduct in the form of sudden and uninformed leave. It all happened unconsciously, and the situation was beyond my control.

Last Friday, when I was busy executing my duties, my son called me and told me the shocking news that my aunt has passed away. Her sudden demise made me extremely sad and I, in a state of emotional stress, left the office without informing you. While doing so, I completely forgot that you have nominated me for attending the annual company meeting which was held the next day after the death of my aunt.  

My aunt lives in a remote area, and I had to travel there with my family. I was caught up in necessary burial ceremonies and my presence was essential. I was unable to contact you because I was out of the connectivity area. I reckon I should have informed any senior before leaving. The reason for such misconduct was that I completely forgot what to do in haste.

I know that my misconduct has made me eligible for your wrath. Even then I submit my sincere apology and want to compensate for the great loss which was born by the company owing to my absence.

I request you to overlook my mistake and look again into the matter before making any hard decision. At the same time, I ask for your pardon. Alternatively, I am ready to accept any additional duty assigned by you.

I assure you that such misconduct will never be repeated in the future.

#3 Due to internet connection

Subject: Excuse due to internet connection

Dear Sir, I sincerely apologize for missing my yesterday’s class due to a poor internet connection. It was not working well.  I know it was the most important class of the semester scheduled by you before the final exams. This was the class I wanted to attend.

I had no idea that I would be stuck in the internet connectivity problem. You have arranged this special class for us and I realize that I have missed a great opportunity to clarify all the confusing concepts.

Although I have completed the whole course, I needed some guidance on some topics. I have talked with one of my best friends and he is agreed to help me in this regard. I acknowledge that you covered the whole syllabus on time and explained all the concepts in detail. You left no stone unturned to make us understand the advanced concepts of biology.

Thank you for being with us for the whole academic session and in the end, I again offer my apology for not attending the most important class of the semester.

Your sincere efforts are highly appreciated.

#4 Due to interrupted power

Subject: Excuse of work due to interrupted power

Dear Anderson, I would like to communicate about the delay in the final date of the project submission. According to our agreement, I was supposed to complete the project on [date]. Due to unavoidable circumstances, it took a little longer and was completed one week later than the deadline.

I can understand your inconvenience which has been caused due to late submission of the project, but it all happened due to long and frustrating interruptions in the power supply. For the past three weeks, an extreme power outage was being faced by us. It drastically affected the whole working schedule.

The feasibility report of the project required a continuous supply of power, but the shutdown was so intense and frequent. The power interruption lasted between 3 to 4 hours and was as frequent as four times a single day. This practice continued till the real fault was detected. Such a long interruption is enough to disturb the smooth functioning of any official entity.

When the power supply turned normal, there were left a few days till the arrival of the deadline. I restarted working but it was impossible for me to complete it within such a short span of time. Even then I tried hard with the sincere efforts of my team, but it took us one week more than the deadline.

I have sent the project to your official mailing address. If you require any amendments, please let me know during official working hours.

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Letter to Professor about Absence

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Students have to be regular otherwise they would miss out on important lectures and notes. If students miss classes due to some valid reason, they usually have to give an explanation to the teacher in writing. The explanation letter should be precise and you should avoid unnecessary details but explain why you could not make it to the class on time. The tone of the letter should be apologetic and respectful as you are asking the teacher to overlook your mistake.

In these letters as you know the name of the person you are addressing you can address them by name for example, ‘Respected Professor [name]’ or you can address them as Sir or Madam.

At the beginning of the letter introduce yourself. This would include your name and course details. Since professors take multiple courses for students in different years so it is important that you give your complete introduction. After that explain the reason for writing the letter. Write down which class you missed and then give the reason for missing the class.

In the concluding paragraph, suggest how you are planning to make up for the missed class. Apologize again and assure the professor that this would not happen again.

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My name is [name] and I am from [batch number]. Sir I am writing to apologize for missing your class yesterday. [subject] is my favorite subject and I never miss your class but yesterday when I was on my way to college I had an accident.

The vehicle coming from another side broke the signal and bumped into my bike as I was crossing the road. I fell and although my bike was damaged very badly, I was lucky to escape serious injury. But this accident delayed me and I could not reach the university on time and ended up missing your class.

Sir, I realize that this was a very important class as we had our monthly test planned for this date. I had prepared very thoroughly for the test and can take it whenever you can spare some time. I can come to your office whenever it is convenient for you.

Sir, I would be very grateful if you could accommodate me as I missed the test due to a genuine reason and it was not slackness on my part. My previous record is with you so you can confirm that I have never been negligent or careless in my studies. I hope that you will understand the problem I faced and accommodate me.

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Dear Sir,

My name is [abc] and I am in [course number]. Sir, I am taking your [subject name] class although my department is different this subject is one of the pre-requisites for the research project I am aiming to undertake as my final year project. I am writing to apologize for missing your lecture on [date].

Sir the reason why I missed your class was that there was a slight mix-up in my timetable. As I come from [name] department only for your subject to [name2] department, so my timetables clashed as it is the beginning of the semester. I have informed the course advisor about this issue and he has promised to resolve it before the coming week.

To complete the work I missed, I took the class notes from a friend but there are a few points I do not understand. I would be extremely grateful if you could take some time out of your busy schedule and clarify my concepts or guide me to some appropriate resources online. I can come to your office any time after [time] as all my classes are scheduled before that.  

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Request Letter for Purchase of Medical Equipment

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Request letters are written in a variety of situations and their contents vary according to the situation. They are written both in an individual capacity and by businesses. The tone used in a request letter should be polite yet formal. You should clearly communicate your requirement and if the demand is time-sensitive that should be mentioned too. Do not add any unnecessary details but any important and relevant point should not be left out either.

In a hospital, different departments work together to ensure the smooth running of the establishment. The procurement department, arranges any medical equipment, medicine, or machinery that may be required by the other departments.

In such a scenario, whenever a department requires something, they write a request letter to the procurement department, clearly listing the required items. Similarly, the charity clinics or hospitals being run by different non-profit organizations also write request letters for procurement of equipment. These letters are written to the people who are supporting the organizations.

When writing a request letter in either of the above-mentioned situations, the following points should be taken into consideration:

  • Address the letter to the appropriate authority.
  • State which department requires the equipment i.e. identify the sender.
  • A complete list of the equipment with all the required specifications should be written.
  • The time frame (if any) within which the equipment is required, should be mentioned.
  • The date on which the letter is being sent should be mentioned.

Sample Letter 1:

Respected Sir,

I [name], [designation] from [department name] am writing to request some urgently required medical equipment. Sir as you are well aware that a fresh wave of the pandemic has hit us and it is expected to reach its peak by the middle of next month by that time we are expecting a patient influx of at least [number] patients per day.

In light of this information, we are very concerned that we are desperately short on some very important medical equipment. To give you an exact figure we only have three ventilators available in the [name] department.

This number is alarmingly low and we require a minimum of five more to sustain this new wave. In addition, we require more oxygen cylinders, nasal prongs, surgical gloves, and surgical masks. All of these are indispensable due to the particular requirements of this pandemic.

A more detailed list with all the specifications and quantity of this equipment is attached. This list has been prepared after thorough consultations within the department and with the department head of other branches of our hospital who have gone through the drill before us.

Sir, it is requested that we are provided with this equipment by the end of this month so that we are well prepared before the peak hits us as the consequences of being unprepared are very grave.

Since all this equipment is in high demand these days so in case of unavailability of any of these, please contact Dr. [name] at [phone number] or [email address] and he will be able to guide you towards appropriate alternatives for the unavailable equipment.

If we work together, efficiently and sincerely we would be able to beat this disease and save the maximum number of patients. Looking forward to your cooperation and expeditious action.

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Sample Letter 2:

Dear Mr. [name]
I [name] am writing from the clinic at [address] to request some urgently required medical equipment. As you are well aware that this clinic [name] at [address] was set up by your Non-Profit organization to provide medical facilities to the underprivileged people of this area. We have been operating now for six months thanks to your generous help. In this time, we have treated more than [number] patients.

However, a survey of our performance has made us realize that if we could provide certain basic facilities like Blood work and X-rays, our patients would benefit a lot from this, as it is not possible to diagnose the disease without these basic tests and getting these tests done form private laboratories costs a lot which most of our patients cannot afford.

Sir, we are forwarding a complete list of the equipment we require. We would be grateful if you could provide this medical equipment to our humble facility as it would benefit hundreds of patients.

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Request Letter for Replacement of Equipment

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A request letter may be written in multiple situations, for example, you may need to request someone for an appointment, or you may request a contribution to your charity. Request letters are also written to ask the applicants in any academic program for their previous academic records.

Before actually writing the letter, think carefully about what you want to say. Think about all the arguments you can give to convince the recipient. Make an outline and ensure that the flow of information and argument is organic and does not feel forced or random. Decide the tone of the letter and the amount of information to be shared according to the recipient.

Try to learn a little more about the recipient so that you can shape your arguments according to them. These would vary according to your request but generally, the letter would follow this outline:

  • At the beginning of the letter, the sender would mention their complete name, address, and date, followed by the name, date, and address of the recipient.
  • Then comes the greeting part. If you know the name of the person you are writing to, greet them by their name otherwise the titles Sir/Madam, etc. can also be used. In certain situations, ‘To whom it may concern may be the most appropriate greeting. In short, the greeting part varies according to the situation.

After that, the subject of the letter is mentioned. However, this is optional and may be skipped.

  • Now comes the first paragraph of the letter. In this paragraph, you would give your complete introduction. The recipient should know who is writing the letter on behalf of which organization or if it is from an individual. The main purpose of writing the letter should also be mentioned briefly. If you have interacted with the recipient before, do give a reference to that. This would remind the addressee of any positive impression he/she might have of your organization/you.
  • After this write the main body of the letter which would clarify the reason you are writing the letter. Write down your request in clear, unambiguous words and convince the person receiving the letter why they should agree to your demands. Be consistent and thorough but do not give out unnecessary information. Stay focused on the subject of the letter and use a firm but polite and professional tone. State any relevant facts in complete detail and do not leave out any argument favorable to your demand.

In the concluding paragraph in a courteous tone by thanking the recipient for taking out the time to read your letter. If there is any important information for example if the matter is time-sensitive or any other fact that they should keep in mind when making a decision, mention it here.

This should be followed by a closing statement. ‘Sincerely’, ‘Best Regards’ etc. are good options to choose from according to the situation and recipient. End the letter with your name and signatures.

Edit the letter and proofread thoroughly for any grammatical and spelling mistakes before sending it. Ensure that nothing important has been left out and at the same time no extra information has been added. The entire letter should follow a clear train of thought focused on convincing the recipient to accept your request.

Sample:

I am writing on behalf of [name] gymnasium in reference to the replacement of the damaged equipment we received on [date]. We have been your clients since [year] and have always found the quality of your products and your customer service to be excellent which is why we entered into a contract with you and selected you as our primary supplier and it is safe to say that we have never been disappointed. Your professionalism, quality of service, and after-sales support have been excellent.

Last week we placed an order for two elliptical machines model number[number] and one set of weights. We received the delivery today but the dials on the machines were damaged which was pointed out to your delivery team on the spot who guided us to send this request in writing.

According to our contract, you are obliged to replace any equipment damaged during delivery within one week. So we would like to request you to replace these damaged elliptical machines within this timeframe.

Thank you for taking the time to read the letter. We are looking forward to a positive and speedy response from your side.

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Letter of Introduction for Research Project

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What is a letter of introduction for a research project?

It is a formal letter in which the sender has to write his introduction. It is important to remember that this letter always targets a particular research project.

What is the purpose?

The main objective of this letter is to let the recipient of the letter know that you are the best fit for the research project that has been stated him. Giving an introduction ensures that you have proved that you have enough knowledge that will support you when you start working on the research project.

In some cases, you are asked to write the introduction because you have initially shown interest in the project and the targeted person wants to know about it. Sometimes, you write your introduction on your own because you felt that giving your introduction can help you convince the reader into choosing you for the project you are targeting. No matter you a solicited letter or unsolicited, make sure that it serves the purpose.

What information should be provided?

If you are not sure about the kind of information that you need to add to this letter, you can read the purpose of the letter. This will make it clear to you what you should write.  Make sure that the following information is mentioned in the letter.

Your introduction:

Give your details including your name, your contact details, the position you are working on, the duration of your job experience and some other relevant details that you think can impact the reader’s decision.

Your academic background:

It is very important to let the reader know about your academic background. In this part of the letter, you will tell him about your qualification, the university at which you completed your degree, and your grades (if necessary). 

Your research background:

This is the most important part of the letter because here you give your background in the research area. The reader wants to know about your experience in the research area he is initiating the project. If you have any sort of experience regarding this, you should hesitate to share that.

When you write about your history in research, make sure that you have the targeted project in mind. Even if your area of research is slightly different from the project, you can tailor your introduction to the needs of the recipient.

Main points to remember:

  1. Your introduction should not include irrelevant details that reader finds hard to read
  2. Your letter should circulate to the research project you are writing your introduction for. If you go off the track, you will lose the charm no matter how strong your profile is.
  3. Enlist the projects you have worked on in the past and mention them as your achievements

The sample letter given below is an introduction letter that will tell you how you can write your introduction

Sample letter:

I am Mr. Adams working in the IT department for three years. I am interested in the research project your company has initiated in the area of machine learning. I have completed my MS in software engineering with a research background in machine learning. I believe that I can be a very competent researcher and my contribution will be different from the research you initiated.

I have worked for 5 years in various research positions at ABC University. I have also worked as a research assistant of Prof. Johnsons, one of the leading names in the IT industry due to his publications.

On the technical side, I have gained technical experience working in the area of software engineering with the aid of using various python related tools. I am adept at programming languages. I have also worked in a collaborative environment. Hence, I have plenty of knowledge to meet the overall research goals of the industry. I believe that my presence in your research group will make a difference.

If you want to know anything else about me, feel free to contact me. I am looking forward to a positive response from your side.

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Apology Letter for Late Registration

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Registration is required in various situations for example universities require students to submit their documents and admission papers before a certain date. Similarly, job applications, and property booking offices all require registration before a certain deadline so that they can process the applications and shortlist the candidates for the next step.

If the deadline is missed, the applications received after that are not entertained. Sometimes, due to various reasons, these deadlines are missed by the applicants. When such a situation arises apology letters are written to the concerned authority.

Apology letters are written both in personal and professional capacity to apologize for the inconvenience caused. They are written to give a reason for being late and also to request that since due to the aforementioned reasons they were helpless so their application should be considered.

The tone of these letters should be polite yet formal. It should be written in a clear and concise way. Along with this letter, attach your registration application and all the required documents. Any testimonials from teachers/colleagues/ mentors (whichever are applicable) should be attached.

Generally, the contents of a letter written to apologize for late registration would have the following contents:

  1. Greeting: Formal greetings would be appropriate in this situation. The recipient can be addressed as Sir/ Madam or by their official designation.
  2. Introduction: The next step would be introducing yourself. Name and other details which can help the recipient in identifying you should be mentioned. So that there is no misunderstanding as to who is writing the letter.
  3. Explanation: This is the most important part of the letter as here you explain the reason why the registration got late. It is always a good idea, to be honest, and to acknowledge any mistakes on your part. It is very important that the tone used is apologetic and reconciliatory. Avoid confrontational or passive-aggressive language.

    Remember that you are asking for a favor and the letter should reflect that. Trying using firm but simple language. Explain your situation clearly and add any proofs you might have, of the problem which caused you to get late. Also, you should try to emphasize how important this opportunity is to you and request the authority to which you are writing, to accept your registration.
  4. Closing statement: In the end, reiterate your request for consideration and apologize for being late.
  5. Salutations: End the letter with your complete name and identifying information.

Sample:

I am writing to apologize for the late registration for the scholarship program for a bachelor’s in engineering, being offered by your prestigious university. I applied for this scholarship but before submitting my documents, I was diagnosed with Covid.

I was put in isolation and was quite unwell. After ten days when I was finally covid free, I learned that the deadline had passed and I was late for the registration. As I am not a resident of this city, so I had no family or friends who could submit my documents on my behalf.

Sir, I come from a very humble background and my parents cannot afford to sponsor my professional degree. This scholarship is the only option for me to get higher education in a reputed institution like yours. I am attaching my academic record so you can see how hard I have worked and I deserve this scholarship.

I am also attaching my teacher’s testimonials along with the other documents. If you give me this opportunity, I will not disappoint you.

I would like to apologize for not registering on time and request you to consider my application. I would be extremely grateful if you consider my application.

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Email for Reimburse of Internet Expenses

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We often have to apply for reimbursement when we pay for the thing on our company’s behalf. The company is liable to pay us for all the expenses we bear from our pocket. This is an agreed-upon term and the employee, as well as the employer, knows that reimbursement will take place at a certain time.

What is an email for a refund of internet expenses:

When an employee bears the expenses related to the internet for office work, he is given a refund. People use the internet for various purposes and they pay for it only when they use it for their reasons. Those who use the internet for office work are paid the internet fee either by adding the fee to their salary or by giving a refund separately.

What do you mean by internet expenses?

By internet expenses, we mean the total bill we receive from the internet service provider for using the internet. They may also include the amount paid by us for getting a new connection, buying wires, modems, routers, and other tools to help us bring the internet in running condition.

Why it is important to write the email when a refund is required?

Most companies have the policy to repay their employees as soon as they inform the company about the expenses. Considering this, we can easily understand the importance of writing an email.

How do write the email for applying for a refund?

It is important to know how to write the email effectively so that fruitful results can be reaped. Follow the tips given below:

Explain why you need a refund:

At the beginning of the email, inform the reader that you need a refund. After reading this statement, the reader might be thinking about why and how this has happened. So, don’t wait for the reader to ask you this question and thoroughly explain that you have tolerated the expenses of the internet for office work. 

Mention the amount to be reimbursed:

Since the purpose of this email is to get a refund, make sure that you provide the right amount to be refunded. Mention the currency in which you have spent money and require a refund. For being more precise, mention the date on which you spent the money.

Discuss the receipt:

In the professional world, you can’t get it if you don’t have any proof such as a receipt or invoice. Therefore, whenever you apply for a refund and write an email to your employer, don’t forget to enclose a receipt or invoice with it. 

Also, inform your boss you have attached the invoice so that he doesn’t miss viewing it. 

Explain when and how you need repayment:

To get the amount to be repaid to you, make sure that you have provided sufficient information to the recipient. This will result in speeding up the process of reimbursement. Provide your account number and other details about where you want to receive the refund.

Close the email by thanking the reader:

Regardless of why you are writing this email, make.

Sample email:

I am writing this email to let you know that I have spent 500 USD on the internet. I was asked to work from home for the whole month of September because of the prevailing conditions of pandemics across the world. The total bill I received after working for the office for the whole month is 500$. Therefore, I am seeking reimbursement for this amount. 

I am attaching a copy of the bill with this email as proof that I have made the payment for the internet that I used for office work. Kindly have a look at this bill and reimburse the amount mentioned on it. 

Please send the reimbursed amount to my salary account. 

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Address Change Notification Letter

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Many of the services we need in day-to-day life are delivered at our homes, for example, a mineral water company requires your address for the weekly water delivery. Children’s schools require the address to deliver the fee challans, results, and other documents related to their studies.

Banks require the current address of the customers for delivering bank statements and other important documents. Similarly, newspapers and other online subscriptions which arrive monthly/weekly all require the correct home address to make the deliveries timely.

Similarly, in business, it is important that all the contacts be it the customers or the suppliers, should have an accurate address to avoid any confusion or loss. Hence, it is important that whether you shift your home or business all your contacts should have the new address in time.

An easy way to ensure that everyone gets to know about this change is by writing a formal letter. The letter announcing the change of address should have a formal tone and it should clearly state the last date up to which you are using the last address and the date after which the new address is to be used. It should include the complete new address along with complete street addresses and the area zip code.

The language used should be formal and clear. Do not give out unnecessary or unrelated information. Keep it short and concise while communicating all the relevant details. Use neither slang nor very flowery language. Another important point to remember is how to address the letter.

The letter should be addressed to the proper authority who can ensure that the delivery address is changed timely. In the case of businesses, a change of address notification should be sent on the company letterhead so that it is taken seriously and given due importance. The address on the letterhead should also be changed accordingly.

The exact contents of the letter would differ slightly depending on whether it is being written by an individual or a business but generally, the following pattern would be followed.

  1. Greeting: As mentioned before, the letter should be addressed to the appropriate person who is responsible to keep a track of the customer’s address in the respective company’s records. You can greet the other person using the formal title like ‘Respected General Manager’ or they can be addressed by their name for example ‘Dear Mr.[name]’.
  2. Introduction: The next step would be the writer’s introduction. It must be stated clearly who is writing the letter. It should also be clarified; what services the writer was taking from the recipient. Also, the old address at which the deliveries were being made should be mentioned. In the case of businesses, the employee writing the letter should also mention their department name.
  3. Main body: After this, the new address is given. The address should be complete and there should be no ambiguities. For example, if there are multiple street names mention both. Or if there is any famous landmark which can be used for finding the address quickly, it should be mentioned for example ‘ABC road next to the XYZ market’. The address should include the phone number so that if the mailman/ delivery man cannot find the address they can call and inquire about the exact whereabouts. It should also include the date of shifting or the date after which the new address would become effective.
  4. Closing statement: The letter should end on a positive note giving a contact number to resolve any queries.
  5. Salutations: In the end, the name of the sender should be written.

A sample letter

Subject: Address change notification for [X[

Dear Mr. [name]

I [name] am a resident of [address] and we get our drinking water from your company. Our account reference number is [number].  I am writing to inform you that we are shifting our home and would like to continue getting water from you at the new address.

Our new address is as under:

House no: [number],
Street [name],
[Area name]
[city name]
[phone number]

Looking forward to continued business with you.

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Payment Request Letter to Government Office

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The government offices often take services from private firms. These include a wide variety of areas including interior decoration services for government offices, construction services, office furniture and equipment procurement, catering services, etc. Mostly some initial payment is made with the remaining amount to be paid after the completion of the project.

The rates, time frame of payment, and other details are already settled between the two parties. Sometimes even after the completion of the projects, some payment is outstanding. To recover this outstanding payment, sometimes a payment request letter is written. These are also called outstanding payment recovery letters.

The purpose of these letters is to communicate the amount still due, decide upon a payment plan and decide its terms. The exact contents of the letter would vary from case to case but a general outline would be like this:

  1. Greeting: The letter would begin with a greeting. Since it is being written to a government official it would be addressed to the official title.
  2. Introduction: Next the writer should give his/ her introduction which should include their name and designation and the company name on whose behalf they are writing.
  3. Background information:  In clear and concise terms, the issue would be described by giving all the basic facts of the matter. The following information must be mentioned in the letter to ensure maximum clarity:

    >The date when the contract was signed
    >Date of completion of the project
    >Receipts of any payments made to date
    >Original due date decided for the outstanding payments
    >Remaining outstanding amount
  4. Repayment plan: The next step would be to describe what needs to be done now. This would include:

    >Expected timeframe for the return of the remaining payment.
    >Detailed contact information of the person to be contacted to discuss the payment plan.
    >Preferred mode of payment and account details.
  5. Closing statement: The letter should end on a positive note expressing the wish that the payment would be made soon and the issue would be resolved timely.
  6. Ending: The letter would end with the sender’s signatures and their complete details like designation, contact number, and email address.

Proofread the letter thoroughly before sending it. It is important that the letter has no grammatical or spelling mistakes as that would reduce the impact of the letter and leave a bad impression. This letter would be written on the company letterhead to give it the formal and professional look the occasion demands.

Sample Letter

Subject: Payment Request to Government Office

Respected Sir/Madam.

My name is [name] and I am the [designation] at the [company name]. I am writing to bring to your notice the matter of outstanding payment for the renovation project we did for you. Our firm was assigned the task of renovating the government guestrooms in [location]. This included painting the indoors and landscaping the garden. It also involved the procurement of new furniture and décor items.

An initial payment of [amount] was made. The remaining amount was to be paid within two months after the completion of the project. The project was completed and handed over on [date] but we still have not received the remaining amount. Our office contacted you on multiple occasions to clarify this issue but we did not get any satisfactory response.

Please repay the amount due to us by [date] as we have to pay our suppliers and the late payment is resulting in fines. We are attaching a copy of the contract and the receipt of the payment made till now. We are also attaching an invoice for the outstanding amount. Please investigate this matter at the earliest.

In case of any queries, please contact Mr. [name] from our HR department. his email address is [email address] or you can call him at [phone number].

Looking forward to a positive response from your side.

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