FormatsHow to write a letter at work
Most office letters today are emails. The layout is the same: a clear subject line, a greeting, the request in the first two lines, the details, and thanks. For an email, put the subject in the subject box and start from "Dear Sir/Madam"; you can leave out the "To" block and the date.
Managers read quickly. Put the request and the dates first, and the reason after. Say how your work will be covered. That one line answers the question every manager has.
Tone
Be polite and direct. "I request leave from 3 to 5 March" is better than a long apology. Avoid heavy phrases such as "I beg to state"; plain English is the professional style now.
Keep a record
- Send leave and resignation letters from an account you can access later, and keep copies.
- If your company has an HR portal, apply there too. The portal entry is what payroll sees.
- For resignation, check the notice period in your appointment letter before you write a date.