Letter Format Example and Writing Tips

Letter format might not be top of mind when you begin writing an important letter or email, but an appropriate presentation is critical to ensure your message is ultimately well received. A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, and business correspondence, so 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 page, look professional, and be clear, concise, and easy to read.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

What to Include in a Formal Letter

Formal correspondence should include the details of why you’re writing, your contact information, a greeting and closing, and your signature.

Beginning of the Letter

Contact Information (Written Letter): A written letter should include the contact information of both yourself and the recipient (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email): When sending an email, you 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 paragraphs, provide 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 appropriate, it 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-off, such 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
City, State Zip Code
Phone Number
Email Address

Date

Recipient Contact Information 
Name
Title
Company
Address
City, State Zip Code

Greeting 
Dear Mr./Ms. Last Name,

Use a formal salutation, not a first name, unless you know the person well. If you do not know the person's gender, you 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 name, it’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 writing, for example, you 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 necessary, include additional information on the purpose of your letter.
• Paragraph 4: Thank the reader for considering your request, and 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
mikala.schwartz@email.com
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 simple, short, and 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 Roman, Arial, or 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 letter, and leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutation, before the closing, and before and after your handwritten signature in a printed letter.
• Printing the Letter: Business letters should be printed on plain white paper.

Proofread, Spellcheck, and Print

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then, print it out and read it aloud at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink. 

If you’re emailing your letter, send 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 mail, fold 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 envelope, parallel with the long side. Add a stamp to the top right of the envelope.