Letter Format Example and Writing Tips

By Alison Doyle Updated on August 1, 2022

In This Article
​ What To Include in a Formal Letter
​ Writtten Letter Format
​ Email Letter Format
​ Letter Template to Download
​ Professional Written Letter Example
​ Professional Email Example
​ Tips for Formatting Your Letter
​ Proofread, Spellcheck, and Print
​ How To Address the Envelope

PHOTO: THERESA CHIECHI / THE BALANCE

A printed letter is usually reserved for important professional
communications, such as recommendation letters, cover letters,
resignation letters, business and 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,
be clear and concise, be easy to read, and look professional.

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.

Key Takeaways

​ A formal letter should include details about why you’re writing, an

expression of your appreciation to the recipient for considering your
request, and your contact information.
​ Correspondence can be sent as a written letter or in an email. When
sending an email message, list the reason you are writing in the
subject line of the message.
​ When writing a professional letter, carefully proofread and
spellcheck before you print or send it.

What To Include in a Formal Letter

Formal correspondence should include the details of why you’re writing,
your contact information so the recipient can follow up, a greeting and
1
closing, and your signature.

NMU Writing Center. "Parts of a Business Letter."

Contact Information (Written Letter): A written letter should include your
and the recipient’s contact information (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 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.
​ 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: 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.

Note
It’s important to include enough detail so that the recipient understands
why you’re writing and the response you expect to the letter.

Writtten 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 be two or three paragraphs at most and should
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

Note
When sending email correspondence, include the reason you are writing in
the subject line of the message. List your contact information under your
typed signature at the end of the message.

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.
Download the Word Template

Professional Written Letter Example

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@thomas.com

September 5, 2022

Jason Andrews
Manager
LMK Company
53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative,

effective September 16, 2022.

I’ve recently decided to go back to school, and my program starts in late

September. I’m tendering my resignation now so that I can be as helpful as
possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our
team at LMK. It’s rare to find a customer service role that offers as much
opportunity to grow and learn, and perhaps more rare to find such a
positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering

furthering my education. Your support has meant so much to me.

Please let me know if there’s anything I can do to help you find and train
my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Nicole Thomas
Professional Email Example
Subject: Annual Meeting

Dear Kathleen,

Thank you so much for your assistance in planning our annual meeting.
Your expertise in handling the meeting arrangements, booking the
conference facilities and hotel, coordinating travel, scheduling events, and
organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having
your assistance with next year’s event. It’s tentatively scheduled for
January 16–20, 2023, in Tampa, Florida. If you can confirm your
availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Best regards,

Peter Hancock

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
2
points.
​ Margins: Use one-inch margins and left justify your text.
​ Spacing: Single space your letter and leave a space between each
2
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 through 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.

Note
Reading your letter out loud is a good way to catch a mistake.
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 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.