How to write a simple statement letter

Updated July 20, 2017

A statement letter can be anything from a statement confirming your bank details to your gas company to a legal statement outlining your relationship to any criminal proceedings. It can also be a statement of intent you use to communicate strategy in the improvement of a company or policy in government. Personal statements are letters outlining general suitability for a position when you apply for a job or are applying for higher education. In any case, the language must be clear, unambiguous and support your intentions.

Collect the information you need to include in your letter. Think carefully about the purpose of your letter and make a list or outline of the order you want to include the information.

Put your address and contact details on the top right of the page, the date just below, and the recipient's name and address on the left. If you have any reference IDs or account numbers, include them below the recipient's address. Begin the letter with "Dear Sir or Madam" if you don't know exactly who you are writing to. It's always best to get a name though.

Begin the letter stating exactly the purpose of the letter. This will give the reader instant knowledge of its purpose. This is not personal correspondence so stick rigidly to the information you are providing.

Justify the purpose of the letter with your data. Use the body of your letter to present the relevant information to support your statement. Wrap up this section in three short paragraphs, about five sentences each.

Finish the letter with a statement of what action you expect to happen next or a declaration that the information provided is true to the best of your knowledge. End by using a generic sign-off, such as "yours faithfully" if you don't know the name of the person, and "yours sincerely" if you do. Finally, sign your name.


If you are writing a criminal statement, enlist the help of a lawyer.

Things You'll Need

  • Word processor
  • Appropriate information regarding letter
  • Printer
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About the Author

Nicholas Fix has been writing professionally since 2008. He reviews cultural events and other happenings in the city of London for the "LondonWord" magazine. Fix holds a diploma in creative writing from Oxford University and a Bachelor of Arts in German from Queen Mary University, London.