12+ Official Statement Letter Format Examples – PDF, DOC

In general, letters are convenient and necessary when communicating. Letters effectively express your purpose in a more formal manner than that of a face-to-face conversation. You may think that there is no point to writing letters anymore since you can just call or email your recipient, but letters provide an easy presentation of the topics, even complex ones. Aside from that, they are easier to record and preserve unlike a phone call or a personal conversation. With this in mind, you may now understand why written communication is still prevalent in business and formal settings.

However, letters are not only limited to cover letters, complaint letters, sales letters, and so on. You can also write letter to issue a statement regarding important matters. When you hear a high-profile individual or a government office or official “release a statement,” you immediately think that the person or office issuing the statement addresses a specific issue or topic. On the other hand, a statement letter works the same way; it addresses an issue or subject directly, but it follows the format of a letter.

Statement letters, often referred to as information letters or letters of transmittal, are letters that convey information about a change in policy or procedure. This is quite commonly written by managers, supervisors, or any executive officials of the company or organization to address changes within the company or organization or any other matters that concerns the company as a whole. These letters also have a matter-of-fact tone in them, meaning they usually don’t merit discussion or debate. Regardless of that, it is still important because it keeps everyone in the loop of what is currently happening. official statement letter format

Purpose of a Official Statement Letter

As mentioned earlier, a statement letter is often used to convey official messages, meaning it conveys the decision or take on an issue of the executives. It is usually distributed within the company and its branches, if applicable. Aside from that, what are the other purposes of a statement letter? Listed below are the purpose of a statement letter:

  1. It introduces you, as the writer, and the general purpose of the letter.
  2. If used to address issues internally or externally, it allows the explanation of the complexity of the matter.
  3. The content of the letter is perfunctory; it is matter-of-fact and needs to no debate.
  4. It conveys the decision/s made that affects quite a few people.
  5. Accurately states the specifics, e.g., monetary amount, percentages, time period or duration, etc.
  6. Clearly explains and expands on subtopics, if applicable and necessary.
  7. Communicates to subordinates in a timely manner.
  8. It also demonstrates the writing ability of the writer.

Free Official Statement Letter

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Free Statement Letter

free statement letter
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Free Company Statement Letter

free company statement letter
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Academic Personal Statement Letter Example

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Size: 218 KB

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Statement Letter for Non-Business Organizations Example

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Size: 110 KB

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Statement of Appeal Letter Example

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Size: 305 KB

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How to Write an Official Statement Letter

A statement letter is considered a formal business letter, therefore, it should follow the standard format of a formal or business letter. In case you have forgotten how to do it, here is an easy guide in writing an official statement letter:

1. Use formal letterhead

Since this is a letter, it is very necessary to indicate your information as the sender. Although a return address is quite common for letters, it is easier for the reader to read your contact information since it is conveniently placed at the topmost part of the letter. Your letterhead must contain company contact information such as building/physical address, email address, telephone number, etc. It is also quite common for the letterhead to include the company logo.

2. Indicate necessary contact information of the receiver

In a formal letter structure or format, it is extremely necessary to include the contact information of your receiver. This part of the letter is also known as the inside address. It contains the name (if there is a specific receiver), address, and other relevant contact information such as email address and telephone number. However, if it is only intended for internal circulation, it is not necessary to include an inside address since you can immediately mention who the letter is for instead of an inside address or in the salutation.

3. Body of your letter

The body of your letter should consist of at least three parts: introduction, detailed supporting paragraph/s, and conclusion.

  • Introduction – The introduction should immediately mention the purpose of the letter. The introduction should explain why the letter was written and why it is in circulation.
  • Supporting Paragraph/s – The next paragraph/s should support your statement in the introduction. Therefore, this paragraph should contain facts and relevant information about the matter being discussed. At the same time, it should also expand on the topic so that there is no room for miscommunication.
  • Conclusion – Your conclusion should ultimately make what you have discussed clearer. This means that in your conclusion, you can reiterate your statement and include a call to action; for example, you can say, “Should there be more questions keep in touch with the…”

4. Close the letter

The closing of your letter consists of the complimentary close like Sincerely, Respectfully, Truly Yours, etc. After the complementary close, a signature line should be indicated. The signature line should include the name of the signing authority along with the designation or position in the company or organization. Remember that affixing the signature is very necessary as it affirms the legitimacy of the letter.

Voluntary Statement Letter Format Example

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Size: 69 KB

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Payoff Statement Letter Example

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Size: 113 KB

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Bank Statement Example

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Size: 111 KB

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Research Statement Letter Example

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Advantages and Disadvantages of Written Communication

As you may know by now, written communication is still prevalent most especially in the corporate world. Although there is a fast-paced advancement in technology, written communication is still very much preferred. However, there are people who have completely gone digital and have avoided writing letters. But why? To understand it more, here are the advantages and disadvantages of written communication:

Advantages

  • It is easy to record and preserve.
  • It can be kept as permanent record.
  • Complex matters can be easily discussed.
  • Prevents wastage of time and money.
  • It provides an accurate presentation of information and data.
  • It can be used as reference.
  • It can be easily verified.
  • It helps in delegating authority.
  • There is less distortion and less misinterpretation.
  • It can help maintain the image of the sender and receiver.

Disadvantages

  • It can be quite expensive.
  • It consumes more time.
  • It takes more time for approval.
  • There is difficulty in maintaining secrecy.
  • There is a delay in response and decision-making.
  • Difficult choice of words cannot be explained further.
  • It is difficult and expensive to keep all the records in written communication.
  • It can be difficult to establish a direct relation between writer and reader.
  • There is a lacking in quick clarification and correction.

Physician’s Statement Letter  Format Example

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Allergen Statement Letter Example

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Size: 151 KB

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Statement of Service Letter Template Example

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Tips in Writing an Official Statement Letter

Just like any letter writing tasks, you need to be able to clearly and directly convey your message. Listed below are some useful tips you can use as a guide in writing an official statement letter:

  • Be direct. There is no need for extra sentences and fillers.
  • Write succinctly, meaning you should be brief.
  • Provide necessary data and supporting details to make it clearer.
  • Use easy to understand words. If there is a need to use technical terms, explain them briefly.
  • Be accurate and factual.
  • Provide a call-to-action, should it be necessary.
  • Proofread and edit. If necessary, get the right approval before printing and circulating.

We hope that you find this guide informative and useful; the given examples are for your inspiration and usage.

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