Letter Example Library: 12 Professional Letters to Copy
Browse 12 professional letter examples to copy, customize, and send for jobs, resignations, disputes, refunds, housing, and more.
A good professional letter does three things quickly: explains the situation, gives the reader the details they need, and makes the next step obvious. The challenge is not usually grammar. It is knowing what to say without sounding too casual, too emotional, or too vague.
Use this letter example library as a copy-and-customize starting point. Each sample includes realistic wording you can adapt for work, school, housing, customer service, and personal professional situations.
Before you send any example as-is, replace the bracketed details, check names and dates, and add one or two facts that make the letter unmistakably yours.
Quick guide: which letter example should you use?
| Letter type | Best used for | Recommended tone | Typical length |
|---|---|---|---|
| Cover letter | Applying for a specific job | Confident and tailored | 250 to 400 words |
| Job application letter | Formal application submissions | Direct and evidence-based | 200 to 350 words |
| Interview thank-you letter | Following up after an interview | Warm and concise | 75 to 150 words |
| Resignation letter | Leaving a job professionally | Brief and respectful | 100 to 200 words |
| Salary negotiation letter | Requesting better compensation | Appreciative and firm | 200 to 350 words |
| Work from home request | Asking for remote or hybrid work | Practical and business-focused | 250 to 400 words |
| Complaint letter | Reporting a poor experience | Calm and factual | 200 to 400 words |
| Refund request letter | Asking for a refund or replacement | Polite and specific | 150 to 300 words |
| Billing dispute letter | Challenging an incorrect charge | Documented and firm | 250 to 500 words |
| Tenant maintenance request | Requesting repairs from a landlord | Clear and documented | 150 to 300 words |
| Scholarship application letter | Applying for funding | Personal and purposeful | 300 to 500 words |
| Formal apology letter | Repairing a professional mistake | Accountable and sincere | 150 to 350 words |
How to use these letter examples without sounding generic
The best letter example is not the one you copy perfectly. It is the one you customize well. A template gives you structure, but the details make it persuasive.
Before sending, make these five edits:
- Replace every placeholder with accurate names, dates, titles, amounts, and deadlines.
- Add one specific detail that proves the letter was written for this situation.
- Remove any sentence that does not help the reader understand or act.
- Match the tone to the relationship, especially for managers, landlords, schools, and customers.
- Save a copy of the final version, especially for disputes, requests, and notices.
If you want a personalized draft instead of editing manually, LetterCraft AI can generate professional letters for 65+ scenarios in under 30 seconds, with tone options and PDF export.
1. Cover letter example
Use this when applying to a specific job and you want to connect your experience directly to the role. A strong cover letter should not repeat your resume line by line. It should highlight the most relevant proof that you can do the job.
Dear [Hiring Manager Name],
I am excited to apply for the [Job Title] position at [Company Name]. With [number] years of experience in [field or skill area], I have developed a strong track record of [relevant achievement or responsibility], and I am confident I can contribute to your team’s goals.
In my current role at [Current or Previous Company], I [describe one measurable accomplishment]. This experience strengthened my ability to [skill 1], [skill 2], and [skill 3], all of which align closely with the requirements listed for this position.
What interests me most about [Company Name] is [specific company detail, mission, product, or recent initiative]. I would welcome the opportunity to bring my experience in [relevant area] to your team and help [specific result the company likely values].
Thank you for your time and consideration. I look forward to the opportunity to discuss how my background fits the needs of this role.
Sincerely,
[Your Name]
For more job-search guidance, see this guide on how to write a cover letter that gets interviews.
2. Job application letter example
A job application letter is useful when an employer asks for a formal application, when you are emailing your resume directly, or when you need a concise letter that explains why you are applying.
Dear [Recipient Name],
I am writing to apply for the [Position Title] role with [Company or Organization Name]. I believe my background in [your field], combined with my experience in [specific skill or function], makes me a strong candidate for this opportunity.
In my previous role as [Job Title], I was responsible for [brief responsibility]. One of my key accomplishments was [specific result, project, or improvement]. This gave me practical experience in [relevant skill], which I understand is important for this position.
I am especially interested in this opportunity because [reason connected to company, role, location, or mission]. I would appreciate the chance to contribute my skills and continue growing within a team that values [relevant value or goal].
Please find my resume attached for your review. Thank you for considering my application. I would be glad to provide any additional information or discuss my qualifications in an interview.
Sincerely,
[Your Name]
3. Interview thank-you letter example
Send this within 24 hours after an interview. Keep it short, specific, and useful. The goal is to show appreciation, reinforce fit, and keep the conversation moving.
Subject: Thank You for Your Time
Dear [Interviewer Name],
Thank you for speaking with me today about the [Job Title] position at [Company Name]. I enjoyed learning more about [specific topic discussed], especially [specific detail from the conversation].
Our conversation strengthened my interest in the role. My experience with [relevant skill or project] would allow me to contribute to [team goal, company initiative, or role responsibility] quickly and effectively.
Thank you again for your time and consideration. I look forward to the next steps.
Best regards,
[Your Name]
A thank-you note does not need to be long. One specific reference from the interview is more powerful than several generic paragraphs.
4. Resignation letter example
A resignation letter should be simple. You do not need to explain every reason for leaving. Include your resignation, last working day, gratitude, and a brief transition offer.
Dear [Manager Name],
Please accept this letter as formal notice of my resignation from my position as [Job Title] at [Company Name]. My last day of employment will be [Last Working Day].
I am grateful for the opportunities I have had during my time with the company, especially [brief positive detail, project, or experience]. I appreciate the support and guidance I have received from you and the team.
During my remaining time, I will do my best to support a smooth transition, including [handover task, documentation, or training support].
Thank you again for the opportunity to be part of [Company Name]. I wish you and the team continued success.
Sincerely,
[Your Name]
If you are unsure what to include, this resignation letter generator guide explains the essential parts in more detail.
5. Salary negotiation letter example
Use this after receiving a job offer, during a promotion discussion, or after a strong performance review. The best salary negotiation letters combine gratitude, market context, and evidence of value.
Subject: Compensation Discussion for [Role or Offer]
Dear [Recipient Name],
Thank you for offering me the [Job Title] position at [Company Name]. I am excited about the opportunity to contribute to [team, project, or company goal], and I appreciate the time you and the team have invested throughout the process.
After reviewing the offer and considering the responsibilities of the role, I would like to discuss the base salary. Based on my experience in [relevant area], my track record of [specific achievement], and market data for similar roles, I was hoping to explore a salary of [desired amount or range].
I remain very interested in the position and confident that I can bring strong value to the team. Please let me know if there is room to discuss the compensation package further.
Thank you again for the offer. I look forward to your thoughts.
Best regards,
[Your Name]
Avoid apologizing for negotiating. A calm, evidence-based request is professional, especially when you are responding to an offer.
6. Work from home request letter example
A successful work from home request focuses on business outcomes, not just personal preference. Explain the schedule, communication plan, and how you will maintain performance.
Subject: Request for Work From Home Arrangement
Dear [Manager Name],
I am writing to request a [remote, hybrid, or temporary work from home] arrangement beginning on [proposed start date]. I believe this arrangement would allow me to maintain strong productivity while continuing to meet the needs of the team.
My proposed schedule is [specific schedule, such as remote on Mondays and Fridays]. During remote workdays, I would remain available through [communication tools], attend all required meetings, and provide regular updates on [projects, deliverables, or priorities].
Over the past [time period], I have consistently [mention performance proof, such as met deadlines, handled client work, completed projects, or maintained productivity]. I am confident I can continue delivering the same level of work under this arrangement.
If helpful, I would be open to a trial period of [number of weeks or months], after which we can review the arrangement and make any necessary adjustments.
Thank you for considering my request. I would be happy to discuss this further at your convenience.
Sincerely,
[Your Name]
For a more detailed structure, read the work from home request letter guide.
7. Complaint letter example
A complaint letter works best when it is factual, not emotional. State what happened, explain the impact, and request a reasonable resolution.
Subject: Complaint Regarding [Product, Service, or Incident]
Dear [Customer Service Team or Recipient Name],
I am writing to formally report an issue with [product, service, order, or experience] that occurred on [date]. My order, account, or reference number is [number, if applicable].
The issue was [clear description of what happened]. As a result, [explain the impact, such as a delay, financial loss, inconvenience, or inability to use the product]. I have attached [receipts, screenshots, photos, emails, or other documentation] for your review.
I am requesting [specific resolution, such as a refund, replacement, repair, credit, apology, or investigation] by [reasonable date]. I believe this is a fair resolution based on the circumstances.
Please confirm receipt of this complaint and let me know the next steps. I appreciate your prompt attention to this matter.
Sincerely,
[Your Name]
[Phone Number]
[Email Address]
The most important part is the requested resolution. If the reader cannot tell what you want, the complaint is harder to resolve.
8. Refund request letter example
Use this when you want a refund for a defective product, canceled service, duplicate charge, or unsatisfactory purchase. Include proof and keep the request direct.
Subject: Refund Request for [Order Number or Product Name]
Dear [Company Name] Support Team,
I am requesting a refund for [product or service name], purchased on [purchase date] under order number [order number].
I am requesting this refund because [brief explanation, such as the item arrived damaged, the service was not provided, I was charged twice, or the product did not match the description]. I have attached [receipt, order confirmation, photos, screenshots, or other proof] to support my request.
Please refund the amount of [amount] to my original payment method. If you need additional information to process this request, please let me know.
Thank you for your assistance. I look forward to your confirmation.
Sincerely,
[Your Name]
If the company has a refund policy, refer to the exact policy language when it supports your request.
9. Billing dispute letter example
Use a billing dispute letter when a charge is incorrect, duplicated, unauthorized, or different from what was agreed. For credit card billing errors in the United States, the Federal Trade Commission explains consumer dispute rights, but timelines and protections can vary by situation.
Subject: Formal Dispute of Incorrect Charge
Dear [Billing Department or Company Name],
I am writing to dispute a charge on my account. My account number is [account number], and the disputed charge is [amount] dated [date] for [description of charge].
I believe this charge is incorrect because [explain the reason, such as duplicate billing, service not received, incorrect amount, canceled subscription, or unauthorized charge]. My records show that [brief factual support]. I have attached copies of [invoice, receipt, cancellation confirmation, bank statement, email, or other documentation].
I request that you investigate this matter and correct my account by [specific requested action, such as removing the charge, issuing a refund, or updating the balance]. Please also pause any collection activity or late fees related to the disputed amount while the issue is under review.
Please confirm receipt of this dispute in writing and provide the results of your investigation. I can be reached at [phone number] or [email address] if you need additional information.
Sincerely,
[Your Name]
[Mailing Address]
[Account Number]
For medical bills, insurance issues, debts, or legal disputes, consider getting professional guidance before sending a letter that could affect your rights.
10. Tenant maintenance request letter example
A written maintenance request creates a record. Describe the issue clearly, include dates, and ask for a reasonable repair timeline. Local landlord-tenant rules vary, so check your lease and local law if the issue is serious.
Subject: Maintenance Request for [Rental Address]
Dear [Landlord or Property Manager Name],
I am writing to request maintenance at [rental address] for the following issue: [describe the problem clearly, such as leaking sink, broken heater, mold concern, electrical issue, or appliance failure].
I first noticed the problem on [date]. The issue is affecting [explain impact, such as water damage, safety, heat, sanitation, or normal use of the unit]. I have attached [photos, videos, prior messages, or repair records], if helpful.
Please arrange for the repair as soon as possible. I am generally available for access on [days and times], and I can be reached at [phone number] or [email address] to coordinate.
Thank you for your prompt attention to this matter. Please confirm when the repair will be scheduled.
Sincerely,
[Your Name]
[Unit Number]
If this is urgent, such as no heat, flooding, electrical danger, or a lock issue, state that clearly in the subject line and first sentence.
11. Scholarship application letter example
A scholarship letter should connect your background, achievements, financial need if relevant, and future goals. It should sound personal but still organized.
Dear [Scholarship Committee Name],
I am writing to apply for the [Scholarship Name]. I am currently a [year or level of study] student at [School Name], pursuing [degree or program], and I am committed to building a career in [field or goal].
My interest in this field began when [brief personal motivation or defining experience]. Since then, I have worked to strengthen my skills through [academic achievement, volunteer work, leadership, employment, research, or project]. One accomplishment I am especially proud of is [specific achievement and why it matters].
Receiving this scholarship would help me [explain impact, such as reduce financial burden, continue studies, pay tuition, access materials, or participate in a program]. It would also allow me to focus more fully on [academic or career goal].
In the future, I hope to [specific goal tied to field, community, or scholarship mission]. I believe my dedication, academic progress, and commitment to [value or mission] make me a strong candidate for this award.
Thank you for considering my application. I would be honored to be selected for the [Scholarship Name].
Sincerely,
[Your Name]
Specificity matters here. A committee will remember a clear story and a concrete goal more than a generic statement about being hardworking.
12. Formal apology letter example
A professional apology should acknowledge the issue, take responsibility, explain the correction, and avoid excuses. This example works for client, customer, colleague, or manager situations.
Subject: Apology Regarding [Issue]
Dear [Recipient Name],
I am writing to sincerely apologize for [specific mistake, delay, misunderstanding, or issue]. I understand that this caused [impact on the person, project, customer, or team], and I take responsibility for my part in the situation.
The issue occurred because [brief factual explanation, if appropriate], but I recognize that the outcome was not acceptable. To correct it, I have [action already taken] and will [next action or prevention step] to help ensure it does not happen again.
I value [our working relationship, your trust, your business, or the team’s confidence], and I regret the inconvenience this caused. Please accept my apology.
Thank you for your understanding. I am committed to making this right and improving going forward.
Sincerely,
[Your Name]
Do not over-explain. A short apology that accepts responsibility usually sounds more sincere than a long apology filled with context.
What every professional letter should include
Even when the purpose changes, most professional letters share the same foundation. If your letter feels incomplete, check whether it includes these elements:
- A clear subject or opening sentence that states the purpose.
- The key facts, including dates, names, amounts, roles, or reference numbers.
- A respectful tone, even if the issue is frustrating.
- A specific request or next step.
- Your contact information and any relevant attachments.
For formal or high-stakes letters, delivery matters too. Email is often fine, but for disputes, notices, and legal-adjacent issues, you may want proof of delivery or a saved record.
Frequently Asked Questions
Can I copy these letter examples exactly? You can use them as a starting point, but you should customize the details before sending. Replace placeholders, add specific facts, and remove anything that does not match your situation.
What is the best format for a professional letter? Use a clear subject line for email or a standard business letter format for printed letters. Keep paragraphs short, use a professional greeting and closing, and make the requested action easy to understand.
How long should a professional letter be? Most professional letters should be one page or less. Short emails, such as thank-you notes, can be under 150 words. More complex letters, such as disputes or scholarship applications, may need 300 to 500 words.
Should I use a formal or friendly tone? Match the relationship and purpose. A resignation letter, dispute, or application should be formal. A thank-you note or apology can be warmer, but it should still be polished and respectful.
When should I avoid using a template? Avoid sending a template without review for legal, immigration, medical, financial, or disciplinary matters. Use examples for structure, but consider professional advice when the outcome could affect your rights, money, housing, or status.
Create a personalized letter faster
Copyable examples are useful, but the strongest letters include your exact situation, tone, and goal. If you do not want to start from a blank page, LetterCraft AI can generate a polished, personalized letter in under 30 seconds.
Choose from 65+ letter types, add a few details, select your tone, and export or copy your finished draft. No credit card is required to try it, and simple one-time pricing options are available when you need more letters.