Formal correspondence can be a hard nut to crack for some because it entails formalistic language use and structured informational formatting.
Plus, technological advancements have also allowed and encouraged the easier and faster, and therefore more convenient, exchange of messages over the internet.
Yes, technology has been repeatedly proven to be essential in our lives, but being too dependent on it may also evoke some repercussions.
One of these repercussions has something to do with our linguistic competence, especially in terms of formal correspondence such as in business and academic contexts.
Hence, our post today attempts to provide general and easy-to-follow guidelines in writing formal letters, particularly in structuring an exemption request letter.
Exemption requests may happen due to numerous reasons, but the most common ones are related to taxation reduction or absolution, anti-discrimination privileges, as well as medical conditions.
Tax-related exemptions may be achieved by business entities and individuals that qualify for tax-exemption policies mandated by the local, state, or federal law.
Anti-discriminatory laws may also allow the exemption of religious groups and individuals from mandated regulations such as vaccination programs, for instance.
A person who suffers from a medical condition may also be exempted from engaging in business or academic-related activities that may further put the person’s health in danger.
While legal exemptions are a basic human right practiced in many countries, there are official processes that people need to undergo to obtain a valid exemption.
One of these processes is writing a formal letter containing all necessary and relevant information; this letter should serve as an official reference for the exemption grant.
In a nutshell, the approved exemption letter possesses the power to protect the exempted person from the financial or activity-related obligation stated in the document.
While several reasons may encourage people to submit exemption requests, the format of the exemption letter remains largely the same across countries.
The indispensable parts include the accurate addressee’s information, the exemption requester’s basic identifying and contact information, and legal reference.
Meanwhile, the other essential but relatively less critical parts include the letterhead, salutation, statement of purpose, enclosure information, and valediction remark.
Hence, the succeeding subsections mainly focus on these general steps.
A letterhead is the heading found on the center-top part of formal letters, such as an exemption request letter, that identifies and summarizes their content.
It can also be compared to the title of your essay when you are asked to write one by your high school or college teacher.
The letterhead may or may not also contain the name and logo of the company or institution you are affiliated with to make the letter even more official.
Alternatively, you may also put the letterhead information in the subject line of your letter by marking it with the word “subject” together with a colon (:).
Here are some examples of letterheads that you can use depending on your purpose:
