Have you been tasked with writing a letter to inform someone of something that might affect them? If so, you may be wondering how to start. Don’t worry, we’re here to help! This is to Inform You That Letter Sample provides a simple and straightforward way to get your message across. Easily find examples and edit them as needed to fit your specific situation.
The Best Structure for a “This is to Inform You That” Letter Sample
When you need to inform someone about something, it’s important to do so in a clear, concise, and professional manner. This is especially true when you’re writing a formal letter. A “This is to inform you that” letter is a common type of formal letter that’s used to communicate important information to someone.
The best structure for a “This is to Inform You That” letter is as follows:
- Heading: The heading should include the date, your name, address, and contact information. If it’s being sent a letter, center the heading about one-third of the way from the top of the paper.
- Inside Address: The inside address is the recipient’s name and address. It should be placed two lines below the heading and left aligned.
- Salutation: The salutation is a formal greeting, such as “Dear Mr./Ms. [Recipient’s Last Name].” It should be placed two lines below the inside address, and left aligned.
- Body: The body of the letter is where you provide the information you’re informing the recipient about. It should be clear, concise, and to the point. Avoid using jargon or technical terms that the recipient may not understand.
- Closing: The closing is a formal way to end the letter. It should be placed two lines below the body of the letter and left aligned. Some common closings include “Sincerely,” “Respectfully,” and “Yours truly.”
- Signature: Your signature should be placed below the closing, and your typed name should be placed below that.
Here is an example of a “This is to Inform You That” letter:
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[Date] [Your Name] [Your Address] [Your Phone Number] [Your Email Address] |
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[Recipient’s Name] [Recipient’s Address] |
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Dear Mr./Ms. [Recipient’s Last Name], |
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I am writing to inform you that [information you are informing the recipient about]. [Provide any additional information or details that are relevant to the situation.] |
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If you have any questions, please do not hesitate to contact me. |
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Sincerely, |
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[Your Typed Name] |
By following these guidelines, you can ensure that your “This is to Inform You That” letter is clear, concise, and professional.
This is to Inform You That Letter Sample
Confirmation of Appointment:
Dear Mr./Ms. [Name],
This is to confirm your appointment with [Company Name] on [Date] at [Time].
The meeting will take place at [Location] and will be conducted by [Name of Person].
Please bring the following documents to the meeting:
- [Document 1]
- [Document 2]
- [Document 3]
If you have any questions, please feel free to contact me at [Email Address] or [Phone Number].
We look forward to meeting you!
Sincerely,
[Your Name]
Change of Policy:
Dear Valued Customer,
This is to inform you that [Company Name] is making a change to its [Policy].
The new policy will go into effect on [Date].
The following are the key changes to the policy:
- [Change 1]
- [Change 2]
- [Change 3]
If you have any questions about the new policy, please feel free to contact us at [Email Address] or [Phone Number].
We appreciate your understanding and cooperation.
Sincerely,
[Your Name]
Product Recall:
Dear Valued Customer,
This is to inform you that [Company Name] is recalling its [Product Name].
The recall is due to a [Safety Concern].
Customers who have purchased the product are advised to [Action].
For more information, please visit our website at [Website Address].
We apologize for any inconvenience this may cause.
Sincerely,
[Your Name]
Event Cancellation:
Dear [Name],
This is to inform you that the [Event Name] has been canceled.
The event was scheduled to take place on [Date] at [Location].
The cancellation is due to [Reason].
We apologize for any inconvenience this may cause.
If you have any questions, please feel free to contact us at [Email Address] or [Phone Number].
Sincerely,
[Your Name]
New Product Launch:
Dear Valued Customer,
This is to inform you about the launch of our new product, the [Product Name].
The [Product Name] is a [Product Description].
It is available in the following colors and sizes:
- [Color 1]
- [Color 2]
- [Color 3]
- [Size 1]
- [Size 2]
- [Size 3]
The [Product Name] is priced at [Price].
To learn more about the [Product Name], please visit our website at [Website Address].
Sincerely,
[Your Name]
Change of Address:
Dear [Name],
This is to inform you that [Company Name] is moving to a new location.
Our new address is:
[New Address]
Our phone number and email address remain the same.
The move will take place on [Date].
We apologize for any inconvenience this may cause.
If you have any questions, please feel free to contact us at [Email Address] or [Phone Number].
Sincerely,
[Your Name]
Price Increase:
Dear Valued Customer,
This is to inform you that [Company Name] is increasing the prices of its products and services.
The price increase will go into effect on [Date].
The following is a list of the products and services that are affected by the price increase:
- [Product/Service 1] – [New Price]
- [Product/Service 2] – [New Price]
- [Product/Service 3] – [New Price]
We apologize for any inconvenience this may cause.
If you have any questions, please feel free to contact us at [Email Address] or [Phone Number].
Sincerely,
[Your Name]
Related Tips for “This is to Inform You That” Letter Sample
When writing a “This is to Inform You That” letter, it’s helpful to consider these additional tips:
- Be clear and concise: Get to the point quickly and avoid unnecessary details. Use simple language that’s easy to understand.
- Be specific: Provide specific details about the information you’re sharing. This could include dates, times, locations, or other relevant information.
- Be professional: Use a formal tone and avoid slang or informal language. Your letter should be well-written and error-free.
- Be timely: Send your letter as soon as possible after you have the information to share. This shows that you’re taking the matter seriously and that you want to keep the recipient informed.
- Proofread carefully: Before you send your letter, proofread it carefully for any errors. This includes checking for typos, grammatical errors, and formatting issues.
When to Use a “This is to Inform You That” Letter Sample
A “This is to Inform You That” letter sample can be used in a variety of situations, including:
- To inform someone of a change in policy or procedure.
- To provide notice of a meeting, event, or other gathering.
- To share information about a new product or service.
- To announce an award or recognition.
- To express condolences or sympathy.
Additional Tips for Specific Situations
- For a change in policy or procedure: Clearly explain the new policy or procedure and how it will impact the recipient. Provide a contact person or department for the recipient to reach out to if they have any questions.
- For a meeting, event, or other gathering: Include the date, time, location, and purpose of the event. Provide instructions on how to register or RSVP, if applicable.
- For a new product or service: Highlight the key features and benefits of the new product or service. Provide information on how to purchase or access it.
- For an award or recognition: Congratulate the recipient and explain the reason for the award or recognition. Include information on the date and time of the ceremony, if applicable.
- For condolences or sympathy: Express your sympathy and offer your support to the recipient. Share a memory or anecdote about the deceased, if appropriate.
| Situation | Key Points |
|---|---|
| Change in policy or procedure | Clearly explain the new policy or procedure and its impact. Provide a contact person for questions. |
| Meeting, event, or gathering | Include date, time, location, and purpose. Provide registration or RSVP instructions, if applicable. |
| New product or service | Highlight key features and benefits. Provide information on how to purchase or access it. |
| Award or recognition | Congratulate the recipient and explain the reason for the award. Include ceremony details, if applicable. |
| Condolence or sympathy | Express sympathy and offer support. Share a memory or anecdote about the deceased, if appropriate. |
FAQs about This is to Inform You That Letter Sample
What is the purpose of a “This is to Inform You That” letter?
To convey important information or updates to an individual or group in a formal and professional manner.
When is it appropriate to use this type of letter?
When you need to communicate significant changes, policy updates, event details, or other relevant information that requires clear and concise delivery.
How do I structure a “This is to Inform You That” letter?
Start with a clear and concise subject line, include a formal salutation, state the purpose of the letter directly, provide relevant details and context, express gratitude or offer assistance if applicable, and end with a polite closing and signature.
What kind of tone should I use in a “This is to Inform You That” letter?
Maintain a professional and respectful tone throughout the letter. Be direct and informative while being considerate of the recipient’s perspective.
How can I make the letter more impactful and engaging?
Use clear and concise language, avoid jargon or overly technical terms, highlight key points with visual elements like bullet points or headings, and consider personalizing the letter to the recipient when appropriate.
What additional information or attachments should I include?
Attach relevant documents, reports, or forms if they provide additional context or support the information you’re conveying. Ensure these attachments are clearly labeled and easily accessible to the recipient.
How can I follow up on the letter to ensure action or acknowledgment?
Consider including a request for confirmation or acknowledgment from the recipient. You can also schedule a follow-up call or meeting to discuss the matter further and address any questions or concerns.
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