The phrase " if need be " is a fixed phrase and I'd use it to mean " if necessary " or " if needed ". For the purposes of the letter you're describing, it seems to me that you should stick with saying " if necessary " or " if needed ". Those phrases are quite standard and I see no reason not to use them in a formal letter.
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J. Scott Applewhite/AP. Washington CNN β. Ukrainian President Volodymyr Zelensky is in Washington on Tuesday making an in-person plea for the military and economic aid he said is necessary to
adjective. uk / Λnes.Ι.ser.i / us / Λnes.Ι.ser.i / Add to word list. B1. needed in order to achieve a particular result: He lacks the necessary skills for the job. I don't have much time so I won't be staying any longer than necessary. Just do what's necessary and then leave. If necessary, we can always change the dates of our trip.
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if necessary or when necessary