1.
Formal Letter Format (General Letter)
[Your Name]
[Your Address]
[City, Postal Code]
[Email Address] (Optional)
[Phone Number] (Optional)
[Date]
Recipient's Name
[Designation/Title]
[Organization Name]
[Complete Address]
[City, Postal Code]
Subject: [Clear, Concise Subject]
Salutation:
Dear [Recipient's Name or Sir/Madam],
Body of the Letter:
• First Paragraph: Introduce yourself and state the purpose of the letter. For example, "I
hope this letter finds you in good health. I am writing to express my interest in…"
• Second Paragraph: Provide any details, explanations, or requests related to the purpose
of the letter. Be clear and specific.
• Third Paragraph: Conclude by summarizing your point or requesting further action. For
example, "I would appreciate your prompt attention to this matter."
Closing:
Sincerely,
[Your Name]
[Your Designation/Position, if applicable]
Example of a Formal Letter:
[Your Name]
123 ABC Street
Sargodha, 40100
Phone: 0300-XXXXXXX
[Date]
Mr. Ali Khan
Manager, Human Resources
XYZ Pvt. Ltd.
Lahore, 54000
Subject: Application for Internship Position
Dear Mr. Khan,
I hope this letter finds you in good health. I am writing to apply for the internship position in
your esteemed organization. I am currently a student of Business Administration at the
University of Sargodha and am eager to gain hands-on experience in the field of Human
Resources.
During my academic career, I have developed a strong foundation in management principles,
organizational behavior, and employee relations. I am confident that an internship at XYZ Pvt.
Ltd. will allow me to further enhance my skills and contribute positively to your team.
I would appreciate the opportunity to discuss my qualifications and how I can contribute to your
organization. I have attached my resume for your consideration. Thank you for your time and
consideration. I look forward to hearing from you.
Sincerely,
[Your Name]
Bachelor's in Business Administration
University of Sargodha
2. Cover Letter Format (Job Application)
A cover letter typically accompanies a resume or CV when applying for a job. It provides a
more detailed introduction to the employer about your qualifications and motivation for
applying.
[Your Name]
[Your Address]
[City, Postal Code]
[Email Address] (Optional)
[Phone Number] (Optional)
[Date]
Recipient's Name
[Designation/Title]
[Company Name]
[Company Address]
[City, Postal Code]
Subject: Application for the [Position Title] at [Company Name]
Dear [Hiring Manager's Name],
I am writing to express my interest in the [Position Title] at [Company Name], as advertised on
[where you found the job posting]. I have attached my resume for your consideration.
I am a recent graduate of the University of Sargodha with a degree in [Your Degree], and I am
eager to apply my academic knowledge in a professional setting. During my studies, I focused on
[mention key areas relevant to the job, e.g., marketing, finance, engineering] and completed a
[mention any relevant projects or internships]. My passion for [field related to the job] and my
commitment to excellence make me a strong candidate for this position.
I am particularly impressed by [something specific about the company or its mission], and I am
confident that my skills in [mention key skills relevant to the job, e.g., communication, problem-
solving, research] would be an asset to your team. I would welcome the opportunity to contribute
to [mention the company or department goals].
I would appreciate the chance to discuss how my background, skills, and enthusiasm would be
beneficial for [Company Name]. Thank you for considering my application. I look forward to the
possibility of contributing to your team.
Sincerely,
[Your Name]
[Your Degree]
University of Sargodha
Example of a Cover Letter:
[Your Name]
123 ABC Street
Sargodha, 40100
Phone: 0300-XXXXXXX
[Date]
Mr. Faisal Rehman
HR Manager
ABC Tech Solutions
Lahore, 54000
Subject: Application for the Marketing Coordinator Position
Dear Mr. Rehman,
I am writing to express my interest in the Marketing Coordinator position at ABC Tech
Solutions, as advertised on your website. I have attached my resume for your review and
consideration.
I graduated recently with a degree in Business Administration from the University of Sargodha,
and I have a strong academic foundation in marketing, digital strategy, and consumer behavior.
During my studies, I completed an internship with [Company Name], where I worked on several
marketing campaigns and developed skills in market research and digital content creation.
I am highly motivated to apply my academic knowledge in a real-world setting, and I am
confident that my creativity, organizational skills, and enthusiasm for marketing would allow me
to contribute effectively to your team.
I would love the opportunity to discuss how my qualifications can benefit ABC Tech Solutions.
Thank you for considering my application. I look forward to the opportunity to speak with you.
Sincerely,
[Your Name]
Bachelor's in Business Administration
University of Sargodha
Key Components of Both Letters:
1. Your Address: Placed at the top right corner.
2. Date: Directly below your address.
3. Recipient’s Details: Including name, designation, and address.
4. Subject: A brief and clear subject that summarizes the purpose.
5. Salutation/Greeting: “Dear [Name]” or “Dear Sir/Madam” if you don’t know the name.
6. Body of the Letter: Divide the letter into multiple paragraphs for clarity.
7. Closing: "Sincerely" or "Yours faithfully," depending on the formality.
8. Signature: Leave space for a signature if sending a hard copy.
Tips:
1. Keep it formal: Always use polite language and proper tone, particularly when writing a
cover letter or formal letter.
2. Tailor the letter: Customize the cover letter to the specific position when applying for a
job or internship.
3. Be concise: Avoid overly long sentences. Focus on clarity and relevance.
4. Proofread: Check for spelling and grammar errors before sending.
