Letter Writing
Thursday, 19 May 2022 9:42 am
Letter Format Example and Writing Tips
Your Contact lnformat· on --~• John Doe. 35 Chesnut St• 555-555-5555 • john®doe.com
Date ----------.~■ May 15th 2019
Contact Information ---~•• Cesar :Jullus
Manager
Oftt,e person or comparw
Crysta I Lake company
you are writing to 53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101
Greeting ----------•• Dear Mr. ~ullus.
Body of Letter ---------4■ I'm wn ing to resign my position as cus omer service representative.
effective August 15. 2019.
The first par-agraph should
provid an Introduction I've recenUy decided to go bac to school. and my program starts in
early September. rm tendering my resignatron now so that I can be
In the following par graphs. as helpful as poss11:>le
to you during the transition.
provide more Info & specific details
I'm particularly grateful for vour guidance while I was
Th last paragraph should restate considering furthering my education. Your support has meant so
the reason you are writing & thank much o me.
the reader for reviewing your request
I'm particularly grateful for your guidance while I was
Th last paragraph should restate considering furthering my education. Your support has meant so
the reason you are writing B.thank much ome.
the reader for reviewing your request
Thanks. and best wishes. ••------- Closing
• Signature
Sample format for a formal letter
Today, a printed letter is usually reserved for important professional communications, such as
recommendation letters, job cover letters, resignation letters, legal correspondence, and
company communications. Since a letter is a formal mode of communication, you'll want to
know how to write one that is professional.
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 and look good.
The following sample letter format illustrates the information you need to include when
writing a letter, along with advice on the appropriate font, salutation, spacing, closing, and
signature for business correspondence.
Sample Letter Format
Contact Information {Include your contact information unless you are writing on letterhead
that already includes it.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address
Date
Contact Information {The person or company you are writing to)
Name
Title
Company
Address
City, State Zip Code
Greeting (Salutation Examples)
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, "Dear Pat Crod~{"instead
of "Dear Mr. Crod~" or "Dear Ms. Crody. 11 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."
Greeting (Salutation Examples)
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, "Dear Pat Crody" instead
of "Dear Mr. Crod:y:''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
The first paragraph of your letter should provide an introduction as to why you are writing so
that your reason for contacting the person is obvious from the beginning.
Then, 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 for the opportunity to arrange a meeting to further discuss your request.
Closing
Best regards,(ClosingExamples)
Signature
Handwritten Signature {For a hard copy letter, use black or blue ink to sign the letter.)
