Letter Format Example and Writing Tips

Letter format might not be top of mind when you begin writing an important letter or emailbut an appropriate presentation is critical to ensure your message is ultimately well received. A printed letter is usually reserved for important professional communicationssuch as recommendation letterscover lettersresignation lettersand business correspondenceso you'll want to know how to write one professionally.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email because the letter needs to fit the pagelook professionaland be clearconciseand easy to read.

Review information on what you need to include when writing a professional letterexamplesand advice on the appropriate fontsalutationspacingclosingand signature for business correspondence.

What to Include in a Formal Letter

Formal correspondence should include the details of why you’re writingyour contact informationa greeting and closingand your signature.

Beginning of the Letter

Contact Information (Written Letter): A written letter should include the contact information of both yourself and the recipient (nametitlecompany nameaddressphone numberemail)followed by the date.

Contact Information (Email): When sending an emailyou don’t need to include the recipient’s contact information. List your contact information at the end of the letter after your signature.

Greeting: Address the letter using a professional greeting and formal title ("Dear Mr./Ms./Dr.").

Body of the Letter

The first paragraph of your letter should provide an introduction as to why you are writing so your reason for contacting the person is clear.

In the following paragraphsprovide specific details about your request or the information you are providing.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriateit should also politely ask for a written response or the opportunity to arrange a meeting to further discuss your request.

Closing the Letter

Use a formal sign-offsuch as "Sincerely" or "Best regards."

Signature (Written Letter): End the letter with your handwritten signature followed by your typed name.

Signature (Email): Include your typed name followed by your contact information.

Written Letter Format

Here’s a template for each section of a formal letter:

Your Contact Information 
Name
Address
CityState Zip Code
Phone Number
Email Address

Date

Recipient Contact Information 
Name
Title
Company
Address
CityState Zip Code

Greeting 
Dear Mr./Ms. Last Name,

Use a formal salutationnot a first nameunless you know the person well. If you do not know the person's genderyou can write out their full name. For instance, write"Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s nameit’s still common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

• Paragraph 1: State the reason you are writingfor exampleyou are asking for something or sharing a piece of information.
• Paragraph 2: Provide details about your request or the information you’re sharing.
• Paragraph 3: If necessaryinclude additional information on the purpose of your letter.
• Paragraph 4: Thank the reader for considering your requestand ask for a response to your letter.

Closing
Best regards,

Signature
Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature 
Your typed name

Email Letter Format

Here’s a template for each section of a professional email:

Subject Line
Subject: Your Name — Reason for Writing

Greeting
Dear Mr./Ms. Last Name,

Body of Message
Your message should generally be two or three paragraphs at most. Explain why you’re writing and what you’re requesting.

Closing
Sincerely,

Typed Signature and Contact Information
Mikala Schwartz
[email protected]
617-123-1234

Letter Template to Download

Here is a letter template that you can download (compatible with Google Docs and Word Online)or review the text version below.

Professional Written Letter Example

Professional Email Example

Tips for Formatting Your Letter

Professional letters should be simpleshortand written in business format using a traditional font.

• Length of the Letter: Most formal letters are no more than one typed page.
• Font Style and Size: Use a plain font such as Times New RomanArialor Calibri. Your font size should be between 10 and 12 points.
• Margins: Use one-inch margins and left justify your text.
• Spacing: Single-space your letterand leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutationbefore the closingand before and after your handwritten signature in a printed letter.
• Printing the Letter: Business letters should be printed on plain white paper.

ProofreadSpellcheckand Print

Once you have written your letterproofread it and carefully spellcheck it on the screen. Thenprint it out and read it aloud at least one more timechecking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Check for formatting errorssuch as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Thenbefore putting your letter in an envelopesign above your typed name using black or blue ink. 

If you’re emailing your lettersend a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

How to Address the Envelope

When your letter is ready to mailfold it in thirds so it fits into a business-size envelope. You can use your word-processing program to print the addresses on the envelope or handwrite them. 

Print your name on the top-left corner of the front of the envelope. Print the recipient’s address in the center of the envelopeparallel with the long side. Add a stamp to the top right of the envelope.