Introduction: How to Write a Letter to Bank Manager?
Writing a letter to your bank manager is a formal way to request or report something related to your bank account or financial services. Whether it’s about issuing a new ATM card, closing your account, reporting unauthorized transactions, or requesting a bank statement, the tone of your letter must be polite, professional, and to the point.
In this article, we’ll guide you step by step on how to write letter to bank manager, the ideal format to follow, and include several sample bank letter formats for common use cases.
Why You Might Need to Write to Your Bank Manager
Bank managers handle customer service issues, account updates, and official requests. You might need to write to them for:
- Opening or closing a bank account
- Changing address or contact information
- Requesting bank statements
- Reporting fraud or unauthorized transactions
- Applying for a loan or overdraft
- Stopping a cheque or requesting a new cheque book
- Requesting ATM/debit/credit card issue or reissue
- Freezing or unfreezing an account
- Updating PAN card, ITR records, or income documents
- Requesting refund of debited amounts not credited
Format: How to Write a Letter to Bank Manager
Follow this standard format:
1. Sender’s Address
Top-left corner of the letter. Include your name, address, contact number, and email (optional). This helps the bank quickly identify and reach you.
2. Date
Leave a line and write the date in DD/MM/YYYY format. It serves as a record of when the letter was submitted.
3. Bank Address
Include the name of the bank, the branch, and the full postal address. This ensures the letter reaches the correct destination.
4. Subject Line
State the reason for writing in a single, clear line. It allows the manager to understand the purpose at a glance.
5. Salutation
Use formal greetings like “Respected Sir/Madam” or “Dear Sir/Madam” to maintain politeness and professionalism.
6. Body of the Letter
Divide the letter into clear, short paragraphs:
- First paragraph: Mention your name, relationship with the bank (e.g., account holder), and account number.
- Second paragraph: Describe your request or problem with all necessary details.
- Third paragraph: Express gratitude and mention any attached documents.
7. Closing
Close formally using “Yours faithfully” or “Yours sincerely.”
8. Signature
Write your full name and sign below it. If submitting a hard copy, hand-sign it. For email submissions, typing your name is sufficient.
Tips for Writing an Effective Bank Letter
Be Clear and Specific
Write with clarity. Mention your account number, transaction ID, dates, and the precise nature of the issue or request. Avoid vague terms like “some time ago” or “I think.”
Maintain a Formal Tone
Avoid casual or emotional language. Stick to a professional, respectful tone throughout. Use complete sentences and avoid slang.
Attach Required Documents
Include photocopies of ID proof, account statements, transaction receipts, or any relevant document that supports your claim. This improves response time and credibility.
Keep It Concise
Limit the letter to the issue at hand. Bank officials deal with many queries daily, so a short, informative letter is more likely to be acted upon quickly. Aim for 150–250 words unless the issue is complex.
Use Active Voice
Write in the active voice as much as possible. For example, say “I request you to…” instead of “It is requested that…” It sounds more direct and clear.
Proofread Before Submitting
Check grammar, spellings, and punctuation. A clean, error-free letter reflects positively on the sender and enhances the chance of a positive response.
Sample Format 1: Request for Bank Statement
From:
Rohit Mehra
B-103, Krishna Colony, Jaipur – 302001
Mob: 9988776655
Date: 27/06/2025
To,
The Branch Manager
State Bank of India
Krishna Colony Branch, Jaipur – 302001
Subject: Request for Bank Statement
Respected Sir/Madam,
I am Rohit Mehra, holding a savings account at your branch with account number 1234567890. I request you to kindly provide my bank statement for the period from 01/01/2025 to 31/05/2025 for official documentation purposes.
Please let me know if any charges apply for the printed copy.
Yours sincerely,
Rohit Mehra
Sample Format 2: ATM Card Not Working
From:
Anjali Verma
Flat 302, Lotus Heights, Lucknow – 226010
Mob: 9876543210
Date: 27/06/2025
To,
The Branch Manager
Punjab National Bank
Hazratganj Branch, Lucknow – 226001
Subject: ATM Card Not Working
Respected Sir/Madam,
I am Anjali Verma, account holder of savings account number 7788996655. My ATM card has not been functioning for the past few days. It shows “Card Read Error” at multiple ATMs.
Kindly look into the matter and issue a replacement card if required.
Thank you,
Yours faithfully,
Anjali Verma
Sample Format 3: Request to Close Bank Account
From:
Neeraj Saxena
25, Shastri Nagar, Patna – 800020
Mob: 9123456789
Date: 27/06/2025
To,
The Branch Manager
HDFC Bank
Shastri Nagar Branch, Patna – 800020
Subject: Request to Close Bank Account
Dear Sir/Madam,
I hold a current account (A/C No: 3344556677) at your branch, which I wish to close due to personal reasons. Kindly initiate the closure process and settle the final balance amount through NEFT to my alternate account (details enclosed).
I have returned the debit card and cheque book associated with this account.
Yours sincerely,
Neeraj Saxena
Sample Format 4: Request for Cheque Book
From:
Prerna Tiwari
S-19, New Alipur, Kolkata – 700053
Mob: 9998899999
Date: 27/06/2025
To,
The Branch Manager
ICICI Bank
New Alipur Branch, Kolkata – 700053
Subject: Request for New Cheque Book
Respected Sir/Madam,
I am Prerna Tiwari, and I maintain a savings account number 5566778899 with your branch.
Also, I kindly request you to issue a new cheque book with 50 leaves.
I am enclosing a copy of my ID proof for verification.
Thanking you,
Yours faithfully,
Prerna Tiwari
Sample Format 5: Complaint About Unauthorized Transaction
From:
Rajeev Malhotra
A-45, Model Town, Delhi – 110009
Mob: 9811198111
Date: 27/06/2025
To,
The Branch Manager
Bank of Baroda
Model Town Branch, Delhi – 110009
Subject: Complaint Regarding Unauthorized Transaction
Dear Sir/Madam,
I am Rajeev Malhotra, and I hold account number 4455667788 in your branch. I noticed an unauthorized debit of Rs. 10,000 on June 24, 2025. I did not authorize this transaction.
I request you to investigate the matter urgently and take appropriate action to recover the amount.
Yours sincerely,
Rajeev Malhotra
Sample Format 6: Request to Add PAN Card in Bank Account
From:
Deepika Nair
401, Green Park Avenue, Kochi – 682020
Mob: 9876543120
Date: 27/06/2025
To,
The Branch Manager
Federal Bank
Marine Drive Branch, Kochi – 682001
Subject: Request to Add PAN Card to Bank Account
Respected Sir/Madam,
I am Deepika Nair, an account holder at your branch under account number 1122334455. I would like to link my Permanent Account Number (PAN), ABCPN1234K, with my bank account for compliance and taxation purposes.
Please find attached a self-attested copy of my PAN card. Kindly update your records at the earliest.
Yours sincerely,
Deepika Nair
Sample Format 7: Request for Refund – Debited Amount Not Credited
From:
Siddharth Rao
16, Lajpat Nagar, Delhi – 110024
Mob: 8000090000
Date: 27/06/2025
To,
The Branch Manager
Canara Bank
Lajpat Nagar Branch, New Delhi – 110024
Subject: Refund Request for Failed Transaction
Dear Sir/Madam,
I am Siddharth Rao, maintaining savings account number 7788990011 at your branch. On June 25, 2025, an amount of Rs. 5,000 was debited from my account during an ATM withdrawal, but I did not receive the cash.
I request you to investigate the matter and credit the amount back to my account. I have attached the transaction receipt and SMS alert for your reference.
Thank you,
Yours faithfully,
Siddharth Rao
Sample Format 8: Letter to Update ITR Details for a Specific Year
From:
Vikram Sinha
C-15, Ashok Nagar, Chennai – 600083
Mob: 9090901234
Date: 27/06/2025
To,
The Branch Manager
Axis Bank
Velachery Branch, Chennai – 600042
Subject: Submission of ITR Document for FY 2023–24
Respected Sir/Madam,
I am Vikram Sinha, maintaining account number 6655443322 in your branch. I am submitting my Income Tax Return (ITR) documents for Financial Year 2023–24 to update my financial records as required.
Please find attached a copy of the ITR-V acknowledgment. Kindly update the necessary records under my account.
Yours sincerely,
Vikram Sinha
Conclusion
Whether you’re applying for a new ATM card, closing an account, reporting fraud, or updating PAN and ITR details, knowing how to write letter to bank manager is a valuable skill.
Your letter should be polite, accurate, and follow a professional format. Always include relevant details like your account number, specific dates, and attached documents.
Using these sample formats as a guide, you can customize your letter based on your personal banking needs. Don’t forget to sign the letter and keep a copy for your records.
Other letters: