Letter Format Example and
Writing Tips
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 closing, and your signature. 1
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
[Link]@[Link]
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.
Professional Written Letter Example
Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@[Link]
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 rarer 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 points.2
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.2 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. 3
