Examples of Formal Letter to a Director

  1. Formal letter to the director of a university chair:

Buenos Aires, February 20, 2015

Prof. Enrique Gorgona
Director of the Chair of Classical Studies
University of Santa María del Buen Ayre
His office.-

Dear Professor Gorgon:

May this communication be used to extend a cordial greeting to you and to make your full knowledge of the incorporation to the teaching team of your chair of Professor Helena Greco, selected through the competition for the subject CLASSICAL LITERATURES 01, held on 07 of January of the current year. For the same reason, we also send you an attachment of the teacher’s curriculum vitae, as well as the course program proposed by her, for your review and eventual approval.

With no other particular to refer to,


Louise Gentile
Human resources director
University of Santa María del Buen Ayre

  1. Formal letter to the director of a company:

Madrid, December 20, 2031

Marisela Purse

Respected Marisela:

From the Ecological Organization ALIANZA we are pleased to contact you to present you with the INTERNATIONAL SUSTAINABLE WORLD AWARD in its tenth edition, an award that celebrates successful efforts to reduce greenhouse gas emissions into the atmosphere. The organization under his command has been selected from among hundreds of nominated companies, from around 50 different countries, as the one that has made the best and most fruitful efforts in the matter during the current year. That is why we deliver the attached diploma and a unique artistic piece, made especially for the occasion with recycled materials by the prestigious Italian sculptor Piero Spazza, winner of the Venice Art Biennale in 2028.

Finally, please receive our heartfelt congratulations and appreciation for your sustained efforts on behalf of the environment. It is initiatives like yours that will allow us to achieve a harmonious existence with the ecosystem in the face of a pressing future.


Grünwelt consciousness
President of ALIANZA

  1. Formal letter to the director of a sports team:

Madrid, March 20, 2025

Patrick Carrera
Director of the National Olympic Team

Dear Mr. Carrera:

First of all, receive greetings and my sincere admiration for your outstanding work in charge of the Olympic team of our country. The reason for this letter is to request your presence and that of some athletes of the national Olympic team in our educational institution for next April 6, International Sports Day. With this, we propose to encourage sports and perseverance in our students, as well as to provide them with a model of national success, all in order to strengthen their moral values.

We understand that the Olympic Team agenda may be beyond the needs of our educational institution, but we look forward to your enthusiasm and support as we work for generations to come.

Thankful from now on,

Pedro Mastrini
National College “New Hope”
+34 993843746

To keep in mind when writing a formal letter

  • Follow the protocol. Formal communications within a company or institution usually have very standardized formats, which we can go to if we review communications received or directed by third parties. By this we mean the heading, the ways of greeting and the general style of the text formatting.
  • Take care of the forms. Pay attention to the way you write the text, trying not to make grammatical or spelling mistakes. Likewise, you should avoid the use of colloquial words and expressions, rudeness, and use a standard typographic font.
  • Get to the point. Try to be polite, but without frills. It is a professional document, so you must provide the information quickly and bluntly, in a concrete, synthetic and timely manner.

What is formal language?

Formal language is one of the modes of use of the language, in which more attention is paid to the rules of correctness and courtesy protocols, since the situation requires respectful treatment. It is the recommended way of using the language to communicate with institutions, people with higher hierarchical positions or in social events of great importance. Broadly speaking, formal language is characterized by the following:

  • Use more cultured words and more complex or elaborate sentences.
  • Use courtesy formulas that we do not use in informal speech.
  • He does not use profanity or colloquialisms.
  • Pay attention to diction and pronunciation, if it is an oral communication. If it is written, attention is paid to style.


  • “Linguistic registry” in Wikipedia.
  • “Formal and informal” in the CCH Academic Portal of the National Autonomous University of Mexico (UNAM).
  • “Formal letter” at the Autonomous University of Nuevo León (Mexico).