Examples of Formal Letter to the President

  1. Formal letter to the President of the Republic

Capital City, July 20, 2034

Your Excellency
Jorge M. Pestana-Ríos
Republic President
His office

Respected Mr. President:

Receive a cordial and respectful greeting, on the occasion of delivering the Draft National Decree on Climate Emergency to your office for review, correction and eventual approval.

Drafted according to your express instructions by the Executive Committee of National Emergency, in this document you will find the special measures for climate sustainability that the Committee has considered viable, taking into consideration the complicated economic, social and political situation of our country. However, I consider it vital to inform you of the prevailing disagreement in the committee regarding the urgency of applying these measures, given the often contradictory assessment that among its members the recent effects of the global climate emergency in our territory have raised.

Taking the opportunity to express my feelings of companionship and esteem,

Very truly yours,

Dr. Luis Mogollón
Coordinator of the National Emergency Executive Committee

  1. Letter to the president of a company

Lima, May 2, 2033

Mr. Gilberto Costal
President of Textiles Sudamérica, CA
His office.-

Dear Mr. Costal:

Receive our warmest regards. We are writing to you on this opportunity to extend an invitation to participate in the XXI INTERNATIONAL PERUVIAN TALENT FAIR, an event that will take place between the months of September and October of this year, in the vicinity of the Municipal Tourist Complex of Lima. This fair annually summons around 3,000 visitors and has more than 130 spaces for exhibition, recruitment, talent search and other activities typical of the business world, and its purpose is to expand local employment and encourage inter-corporate dialogue.

In the event that this initiative is of interest to you, we hope to receive your confirmation through the channels detailed in this letter, in order to initiate negotiations regarding the nature of your participation.

Looking forward to your interest and enthusiasm,


Luisa Pereira
Fair coordinator
Municipality of Lima
+51 1364 2864
+51 7463 1234

  1. Formal letter to the president of a condominium board

Caracas, May 12, 2022

Pedro Rocarrubia
President of the Condominium Board of the edif. Cambur

Dear pedro:
The undersigned come to you as president of the Condominium Board of the building in which we reside, to draw your attention to the irregularities in the collection of the monthly fee for the condominium corresponding to the month of April. As you will undoubtedly know, many of the residents on the 9th floor of the building received a surcharge on their payment invoice, due to the repair work that took place on March 29 of the current days. However, that same fee was not charged to the rest of the apartments as is customary and as established by the condominium law in its art. 3. 4.

We hope, therefore, to have your good offices to resolve this problem and that the appropriate fee will be reassigned next month, as appropriate, so that all the residents of the building can jointly face this type of costly expenses.

With no other particular to refer to,

We remain from you.

Mario Arenas Pedro Luro Maria Corcova

Dept. 9A Dept. 9B Dept. 9C

What should you keep in mind to write a formal letter?

When writing a formal letter, the following should be taken into account:

  • Follow the protocol. Formal communications within a company or institution usually have very standardized formats, which you can go to if you 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 typeface: no exotic fonts, with emoticons or colors.
  • 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:

  • 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).