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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.
Formal correspondence should include the details of why you’re writing, your contact information, a greeting and closing, and your signature.
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.").
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.
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.
It’s important to include enough detail so the recipient understands why you’re writing and the response you expect to the letter.
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
Closing
Best regards,
Signature
Handwritten signature (use black or blue ink to sign a written letter)
Typed Signature
Your typed name
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
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.
Here is a letter template that you can download (compatible with Google Docs and Word Online), or review the text version below.
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Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@thomas.com
September 5, 2023
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, 2023.
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)
Subject: Annual Meeting
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, 2025, 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.
Professional letters should be simple, short, and written in business format using a traditional font.
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.
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.
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.
