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How to Write a Letter: Step-By-Step Guide With Tips | Grammarly Blog

Grammarly HomeProductLearnFeaturesProduct DemoTrust & SecurityDownloadDesktopMobileBrowserWorkBy Team SizeEnterpriseTeams & BusinessesIndividualsBy Team FunctionCustomer SupportMarketingITSalesHREducationStudentsInstitutionsPricingResourcesLearnBlogCustomer StoriesBusiness Events & ReportsEducation Events & ReportsSupport CenterToolsAI Writing ToolsGrammar CheckerPlagiarism CheckerParaphrasing ToolContact SalesLog inGet GrammarlyIt's freeGrammarly HomeProductLearnFeaturesProduct DemoTrust & SecurityDownloadDesktopMobileBrowserWorkBy Team SizeEnterpriseTeams & BusinessesIndividualsBy Team FunctionCustomer SupportMarketingITSalesHREducationStudentsInstitutionsPricingResourcesLearnBlogCustomer StoriesBusiness Events & ReportsEducation Events & ReportsSupport CenterToolsAI Writing ToolsGrammar CheckerPlagiarism CheckerParaphrasing ToolGet GrammarlyIt's freeContact SalesLog inGrammarly Blog HomeWritingWriting TipsGrammarStudentsProfessionalsLifestyleProductCompanyGrammarly HomeWritingWriting TipsGrammarStudentsProfessionalsLifestyleProductCompanyGet GrammarlyIt's freeContact SalesLog inHow to Write Any Type of LetterMatt EllisUpdated on July 7, 2022Writing TipsEveryone should know how to write a letter, whether a business inquiry, email, personal letter, or letter-format social media post. Letter writing is a useful skill, not only for communicating clearly, but also for making a good impression—especially a first impression.

Below we explain how to write a proper letter, no matter the type you need. We’ll cover the correct format for a formal letter, such as a cover letter or job inquiry, as well as tips for writing a personal letter, with some helpful examples of each.

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How to write a letter

Here are some quick steps for how to write a letter:

Choose your format (email, paper and mail, etc.)

Write your contact information and date at the top if you’re using block style (see below).

On a new line write a salutation, such as “Dear Ms. Smith,” or “To Whom It May Concern.”

Write the body of your letter in a standard paragraph format.

On a new line write a complimentary close, such as “Sincerely,” or “Best,”

Sign your name under the complimentary close.

What type of letter should you write?

There are no hard-and-fast rules. The most suitable letter format depends on your audience. For a friend or close relative, a casual message or informal letter is usually the best way to go. There are different types of letters that are appropriate for this format. Some include:

Handwritten letters

Emailed letters

Typed social media messages

However, for business contacts or people you don’t know well, a typed formal letter is almost always the most appropriate choice. When used for professional purposes, writing a formal letter is effective for the following:

Cover letters

Letters of intent

Value proposition letters

Business memorandum letters

Promotion letters

Reference letters

Resignation letters

Thank you letters

These are just some of the types of letters that you might need to write in a casual or professional environment. Before writing a letter, consider the type of letter you need: formal or informal. Each has a distinct format you’ll want to follow.

Formal letter writing: block style vs. AMS style

Formal letters—like cover letters, business inquiries, and urgent notifications— are some of the most important letters you’ll ever have to write. Because they’re sometimes used as official documents, formal letters have a very precise structure and particular format. In fact, there are a few different “correct formats” to choose from.

The most common formats for formal letter writing are block style and American Mathematical Society, or AMS, style. In the example below, we use block style, specifically full block style, because it’s the most popular. Block style is characterized by all elements being aligned on the left margin of the page. This includes the first lines of paragraphs, which don’t use indentation.

AMS is fairly similar, following many of the same rules as block style. There are a few differences, however, which we briefly cover after the next section.

How to write a formal letter in block style

Step 1: Write the contact information and date

All formal letters start with the contact information and date. In the full block style, this goes in the upper left-hand corner.

First, as the sender, type your full name and address aligned to the left side, just as you would when addressing an envelope. This isn’t just a formality, but a useful inclusion so the recipient can easily find your contact information when they want to respond.

If you’re writing on official company letterhead that already includes this information, you do not need to rewrite the contact information.

After your address, skip a line and then add the date you’re writing the letter.

Last, skip a line again and add the recipient’s name and full address. Feel free to include their job title below their name if it’s relevant. Leave a blank line after the contact information before writing the salutation.

Step 2: Write the salutation

Formal letters always have a greeting at the beginning of the written content as a cue that your message is about to begin. This is known as the salutation.

Most salutations begin with “Dear” and then the name of the recipient. All salutations use title capitalization and end in a comma.

If you don’t know the name of the receiver, you can also use a job title or even the department name, for example, “Dear HR Representative.” As a last resort, you can use the generic salutation “To Whom It May Concern” in any circumstance. Try to avoid “Dear Sir or Madam,” as it’s a little outdated.

Step 3: Write the body of the letter

This is where you write your message. The body of the letter follows the normal rules of grammar, so write it as you would any other formal document. The one exception for full block style is that you do not indent the first lines of paragraphs.

Unlike personal letters, formal letters are straightforward and direct, so don’t be afraid to get straight to the point. Some formal letters are only a sentence or two long, although others can go on for paragraphs if there’s a lot of information to convey. The important thing is that you stay focused and avoid tangential topics.

Although different company cultures have different communication standards, it’s a safe bet to avoid casual phrasing and jokes; some even advise against using contractions. It should go without saying, but don’t use slang, profanity, or other inappropriate language.

If your letter covers a lot, it’s best to include a closing paragraph at the end to summarize everything the recipient needs to know. As always, don’t forget to edit and proofread the body of the letter before sending.

Step 4: Write the complimentary close

Formal letters also use a standard complimentary close or sign-off, similar to the salutation, before ending with an authentic signature.

One of the most common closers is “Sincerely,” including some variations like, “With sincere gratitude,” or “Sincerely yours.” Other common sign-offs include “Best,” and “Yours.” Unlike salutations, closers use sentence capitalization. Always capitalize the first letter of your complimentary close, but only the first letter. And just like the salutation, always end with a comma.

If you’re sending a paper letter, skip a few lines after your complimentary close—this is where you sign your name. Additionally, always type your name below the signature, along with your job title if relevant. When sending an email or other digital letter, you don’t have to leave a blank line before you type your full name.

Step 5: Mention enclosed materials

This last step is necessary only if you’re sending additional materials with the letter, such as a résumé or CV, application, voucher, etc. If you’re sending only the letter, disregard this step.

After your printed name and optional job title (under your signature), skip a line and then write “Enclosure:” followed by a list of the materials you’ve included. For example, if you were including a résumé, you would write “Enclosure: Résumé.” This is simply a precaution so the recipient doesn’t miss anything or, if they need to, can verify that something was lost in shipping.

Formal letter example (block style)

Detective Inspector G. Lestrade

35 Victoria Embankment

London, England SW1A 2JL, UK

July 1, 1888

Mr. Sherlock Holmes

221B Baker St.

London, England NW1 6XE, UK

Dear Mr. Holmes,

On behalf of the London police force, we request your presence at New Scotland Yard at your earliest convenience. We have a case that requires your special expertise, and we’d prefer to discuss the details in person, considering the sensitivity of the information. Any time before the end of the month is acceptable.

Sincerely,

G. Lestrade

Detective Inspector

Enclosure: Visitor pass

How to write a formal letter in AMS style

For the most part, AMS style uses the same rules and guidelines as block style, including enclosures, so you can follow the steps above regardless of the style you use. However, there are two major differences in AMS style that you need to be aware of:

Don’t leave a blank line between the sender’s full address and the date. The date comes directly underneath the address.

AMS style always uses a subject line in place of or before the salutation. The subject line should be written in all caps and summarize the content of the letter in no more than a single line, such as “YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD.” As with salutations, leave a blank line before and after the subject line.

Formal letter example (AMS style)

Detective Inspector G. Lestrade

35 Victoria Embankment

London, England SW1A 2JL, UK

July 1, 1888

YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD

Dear Mr. Holmes,

[. . .]

How to write an informal letter

True to their name, informal letters are a lot more casual than formal letters. That means there aren’t nearly as many rules and guidelines, and no one will mind if you don’t leave a blank space in the right spot.

Still, there is a correct format that people are familiar with, so follow the steps below as a bare minimum.

Step 1: Put the date at the top (optional)

Putting the date at the top of a letter is a custom stemming from a time when letter writing was the primary means of communication. Nowadays, including the date is no longer a necessity, but some people still do it because of tradition. In informal letters, it’s completely optional.

Step 2: Write the salutation

Just like formal letters, informal letters start with a polite greeting to the recipient. The standard format is the same: the word “Dear” followed by the person’s name, as in “Dear Mr. Lestrade,” using title capitalization.

However, informal letters provide more freedom when it comes to what you say in your greeting, and it’s not uncommon to see casual greetings like, “Hi [Name],” or “Hello [Name].”

As with salutations in formal letters, you normally end your greeting with a comma and then skip a line before beginning the body of the letter. Occasionally you see people end the salutation with an exclamation point, depending on their relationship with the recipient.

Step 3: Write the body of the letter

The body of the letter is where you write your message, and informal letters are often meant to share news or keep in touch. They tend to have a conversational tone, which means you’re free to include slang and whatever language you use when speaking in person.

While tangents are more permissible in informal letters, going off topic excessively can still bother the reader. Try to stay focused as best you can without sounding restrained—informal letters are supposed to be personal, after all.

Step 4: Write the complimentary close

Informal letters also use a complimentary close before the signature, following the same format as formal letters. That includes using sentence capitalization (capitalizing only the first letter), adding a comma at the end, and leaving enough space to sign your name if you’re sending a paper letter.

However, you don’t need to stick with the conventional sign-offs like “Sincerely.” If you’re writing a personal letter, you can use something more sentimental depending on the relationship with the recipient, such as “Love,” “Warm regards,” or “See you soon.”

Informal letter example

July 2, 1888

What’s up, Lestrade!?

It’s Sherlock! So stoked to receive your letter. Of course I’ll come to Scotland Yard ASAP, no worries.

XOXO,

Sherlock “Best Detective Ever” Holmes

What’s PS?

PS stands for postscript. It’s something you add at the last minute after the letter is complete, usually either minor news or something small you forgot when writing the body of the letter. Typically, you don’t use postscripts in formal letters; if you need to add something, you’ll have to revise the whole document to include the new information.

When writing a postscript, simply write the letters “PS” and then your message. It doesn’t matter if you use periods or not (“PS” and “P.S.” are both acceptable), but both letters should always be capitalized.

If you have more than one postscript, simply add another P to the beginning of each new PS. For example, your second postscript should be labeled “PPS.” and your third postscript should be “PPPS.”

PS. Rob got the position at Great Company! Thanks for all the support during his unemployment.

PPS. I have to cancel my birthday party, but we’re still getting together for drinks that night if you want to come.

The envelope

In the United States, the maximum weight for a first-class letter is 3.5 ounces. If your letter is more than three pages or you’ve written it on heavy paper, you’ll have to weigh it to make sure it meets the requirements. The size and shape of the envelope matter too. It has to be rectangular and smaller than roughly 6 by 11 inches, or you run the risk of the post office returning it.

Sending a letter

After you’ve determined that the envelope is the right kind, now you just have to mail it. (If it’s a personal letter, you can always deliver it yourself. In that case, just write the intended recipient’s name on the outside of the envelope. A bonus of hand delivery? You can use any size or shape envelope you want!)

In the top left-hand corner, write your name and address or attach a mailing label. In the center of the envelope, carefully write the name and address of the recipient. Besides the state abbreviation and zip code, international letters should include the country for both the destination and return addresses.

Postage rates vary. Check the US Postal Service website for current prices or use a Forever Stamp for US destinations. Postage goes on the top right-hand corner of the envelope.

Double-check that everything is correct on the outside of the envelope. If it is, fold your letter and insert it neatly. Don’t seal it until you’re sure that you’ve included every page you intend to send.

Letter-writing tips

Still not sure how to write a proper letter? Keep these letter-writing tips in mind to help you communicate with confidence.

Offer pleasantries

While personal letters naturally tend to use a friendly tone, formal letters, too, can benefit from pleasantries and polite etiquette. A simple phrase like “How are you?” or “I hope you’re well” at the beginning of a letter can help connect the sender and recipient, even if the subject matter is strictly business.

Likewise, you can also express sympathy, regret, support, or gratitude in both formal and informal letters. Aside from mere etiquette, these pleasantries establish a personal connection that separates your letters from those written by machines.

Write for your reader

As with all writing, modify your language to accommodate your specific reader. If you’re writing a formal letter to a business associate, be professional and courteous. If you’re writing a personal letter to an old friend, feel free to crack jokes and use slang.

Sometimes the lines blur—a “formal letter” to a work friend might be more casual than a “personal letter” to a distant relative. Keep in mind the specific reader as you write to strike the right tone. If you’ve never met the recipient before, stick to courteous formality.

Include all necessary information

If you have a lot of information to convey, make a small list beforehand to make sure you cover everything. Treat this like a mini-outline to make sure nothing slips through the cracks.

This is especially important for invitations or letters about scheduling events. Make sure you clearly state the essential facts—particularly where and when—as well as other need-to-know information, like directions or special requirements.

Conclusion

Doesn’t it feel good sending a letter you’ve carefully prepared? Certainly, a well-written letter has the best chance of accomplishing its purpose. To make sure your letter really shines, it’s critical that it be mistake-free and set the right tone. Grammarly’s writing assistance catches things like spelling and grammatical mistakes, and Grammarly Premium includes formatting suggestions and guidance that can help you write clear, easy-to-follow letters that hold your recipient’s attention. By using Grammarly, you can write your letter with confidence, wherever you type!

This article was originally written by Jennifer Calonia in 2020. It’s been updated to include new information.

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Letter Format Example and Writing Tips

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Letter Format Example and Writing Tips

Alison Doyle

Alison Doyle is one of the nation’s foremost career experts.

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Updated on August 1, 2022

In This Article

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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 closing, and your signature.

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 NameAddressCity, State Zip CodePhone NumberEmail Address

Date

Recipient Contact Information NameTitleCompanyAddressCity, 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.

ClosingBest regards,

SignatureHandwritten 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 LineSubject: Your Name — Reason for Writing

GreetingDear Mr./Ms. Last Name,

Body of MessageYour message should be two or three paragraphs at most and should explain why you’re writing and what you’re requesting.

ClosingSincerely,

Typed Signature and Contact InformationMikala Schwartzmikala.schwartz@email.com617-123-1234

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 Thomas35 Chestnut StreetDell Village, Wisconsin 54101555-555-5555nicole@thomas.comSeptember 5, 2022Jason AndrewsManagerLMK Company53 Oak Avenue, Ste 5Dell Village, Wisconsin 54101Dear 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 MeetingDear 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.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 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.

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Sources

The Balance uses only high-quality sources, including peer-reviewed studies, to support the facts within our articles. Read our editorial process to learn more about how we fact-check and keep our content accurate, reliable, and trustworthy.

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

University of Arizona. "Writing a Professional Letter."

USPS. "How to Send a Letter or Postcard: Domestic."

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Writing Skills

Formal Letter Writing

Format of a Formal Letter

Help with formatting formal and business letters. A summary of writing rules including outlines for cover letters

and letters of enquiry, and abbreviations used in letters.

How to Write a Formal Letter

Contents

Layout of a formal letter

Formal letter writing rules

Content of a formal letter

Formal letter template

Abbreviations used in letter writing

Template for a covering letter

Template for a letter of enquiry

Final Thoughts

There are times in life when you will probably want to write a formal letter instead of an informal letter or email.

These include cover letters for job applications, letters of enquiry, letters of resignation, legal correspondence

and many more. In these situations it's important that you follow the expected letter format.

Use a formal letter format

Layout is a crucial aspect of professional writing. It sets the tone and communicates

the seriousness of the content within.

The Power of Proper Formatting: The layout of your letter speaks volumes! Ensure it's professional and

communicates your message effectively.

The example formal letter shown below shows you a general outline for a formal or business

letter. Further information about each part can be found after the image.

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Our writing skills section offers key insights, tips, and exercises to enhance your skills.

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Follow formatting rules and conventions

When writing a formal or business letter, there are certain rules and conventions

that need to be followed. These rules ensure that the letter maintains a professional tone and is

easily understood by the recipient.

You must try to write as simply and clearly as possible, and avoid making the letter longer than

necessary. Remember not to use informal language like contractions.

Keep your letter's content concise, clear, and relevant. Every word counts!

How to start a formal letter

1) Include your name and contact information

The return address should be written in the top right-hand corner of a formal letter.

This will usually your address, but could be any other address to which a reply should be sent.

2) Include the recipient's name and address

Add the address of the person you are writing to. The recipient's address should be

written on the left, often starting below your address. If you are going to print and post the

letter

using a windowed envelope, make sure you align this address with the clear plastic window.

3) Include the date

There is no strict rule about the placement of the date, but it can be placed on

either the left or right side of the page after the recipient's address. Write the month as a

word.

4) Use the right greeting or salutation

The tip to starting a formal English letter is to greet the person you're writing to

in the correct way. This is known as the 'Salutation'. If you know the name of the

person you're writing to then use 'Sir' or 'Madam' here, otherwise write their full name, including

their title. Remember, try not to be too informal or casual.

Salutations Set the Tone! - Greet your recipient appropriately, whether you know their name or not.

Examples:

a) If you do not know the name of the person you are writing to, use the

following form (it is always advisable to try to find out a name):

Dear Madam,

Dear Sir,

Dear Sir or Madam,

b) If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr,

etc.) and the family name only. If you are writing to a woman and do not know if she uses

Mrs or Miss, you can use Ms, which is for both

married and single women.

Dear Mr Jenkins,

Dear Ms Hamers,

Dear Mrs Hutchins,

Dear Miss Davis,

Dear Dr Green,

Etc.

Did you know?

Complex Salutations

In the past, English formal letters had a variety of intricate salutations based on

the social status and relationship between the writer and the recipient. For example, letters to

clergymen might begin with "Reverend Sir" or "Most Worthy Sir."

Get help in our forum:

If you want help with writing any kind of letter, please feel free to ask us in our discussion forum. Our teachers and

experts will be able to help answer any questions you might have.

VISIT OUR LETTER WRITING FORUM

How to write the letter body

5) Create the body of your letter

The body content should be clear, concise, and relevant to the purpose

of the letter. It should not include any unnecessary information or informal language.

Be direct and try to keep it as brief as possible, often between three or four paragraphs in

total.

The first paragraph should be kept short and is designed to introduce you and to state the purpose of

the letter- to make an enquiry, complain, request something, etc.

The paragraph or paragraphs in the middle should contain the relevant information

behind the writing of the letter. Most letters in English are not very long, so keep the information

to the essentials and concentrate on organising it in a clear and logical manner rather than

expanding too much.

The last paragraph should state what action you expect the recipient to take- to

refund, send you information, etc.

How to end a formal letter

6) Close the letter with a formal sign-off

Just as there are conventions about creating the salutation, there

are also rules about how you close or sign-off your letter. If you do not know the name of the

person, end the letter using 'Yours faithfully'. If you know the recipient's name, use 'Yours

sincerely'.

7) Add your signature

Sign your name, then print it underneath your signature using capital letters (or

type it). If you think the person you are writing to might not know whether you are male of female,

put your title in brackets after your name. Optionally, it can also be helpful to include your phone

number and email address.

8) Proofread!

Now that you've completed the first draft, read if over from start to

finish and check for any errors in grammar and spelling. Make sure it reads

well and that the recipient

will understand what the letter is about.

Proofreading is Key! - Before sending, always check for errors. A well-proofed letter showcases attention to detail.

Did you know?

Lengthy Closings

In the 18th and 19th centuries, it was common for formal letters to have long and

ornate closing statements. An example might be: "I remain, Sir, with the most distinguished

consideration, your most obedient servant."

Free formal letter template download:

This sample formal letter template can be a useful tool for ensuring that all necessary information is

included in the correct format.

MICROSOFT WORD TEMPLATE (DOCX)

Abbreviations Used in Letter Writing

There are several abbreviations that are commonly used in professional letters. From "AKA" to "TBD",

getting to know these common abbreviations will help to keep your letters sharp.

AKA

Also Known As - Used to introduce an alternative name or alias for a person or thing.

ASAP

As Soon As Possible - Used to indicate the urgency of a request or action needed.

Attn:

Attention - Indicates that the letter is intended for a specific person or department.

BCC

Blind Carbon Copy - Similar to CC, but the recipients' names are not visible to other recipients.

Carbon Copy - When you send a copy of a letter to more than one person, you use this abbreviation to let them know.

CEO

Chief Executive Officer - Refers to the highest-ranking executive in a company or organization.

COB

Close of Business - Specifies that a task or response is expected by the end of the business day.

Enc.

Enclosure - Used to indicate that additional documents or materials are included with the letter.

EOD

End of Day - Specifies that a task or response is expected by the end of the workday.

EOM

End of Month - Specifies that a task or response is expected by the end of the current month.

ETA

Estimated Time of Arrival - Indicates the expected time of arrival for a package, person, or event.

FAO

For the Attention Of - Similar to 'Attn', FAO is used to show that you intend the letter for a particular person or department.

FAQ

Frequently Asked Questions - Refers to a list of commonly asked questions and their answers.

FYI

For Your Information - Used to provide information or share something without expecting a specific response.

N/A

Not Applicable - Indicates that something does not apply to the given context or situation.

Per Procurationem - A Latin phrase meaning that you are signing the letter on somebody else's behalf;

if they are not there to sign it themselves, etc.

Postscript - (also written as 'P.S.') Used when you want to include an additional thought or message at the end of a letter after the signature.

PTO (informal)

Please Turn Over - Used to make sure that the other person knows the letter continues on the other side of the page.

Re:

Regarding - Indicates that the letter is in reference to a particular subject or previous correspondence.

RSVP

Répondez s'il vous plaît - (also written as 'R.S.V.P.') French abbreviation meaning "Please respond." Used to request a response to an invitation or inquiry.

TBD

To Be Determined - Indicates that a decision or information is yet to be finalized or confirmed.

Outline: A Covering Letter

A covering letter accompanies your CV or resume when applying for a job. It should

include information about the applicant's qualifications, experience, and interest in the position. This is

a simple formal letter example that uses a fairly conventional layout of the paragraphs.

Opening Paragraph

Briefly identify yourself and the position you are applying for. Add how you found out about the

vacancy.

Paragraph 2

Give the reasons why you are interested in working for the company and why you wish to be considered for

that particular post. State your relevant qualifications and experience, as well as your personal

qualities

that make you a suitable candidate.

Paragraph 3

Inform them that you have enclosed your current CV and add any further information that you think could

help your case.

Closing Paragraph

Give your availability for interview, thank them for their consideration, restate your interest and

close the letter.

Outline: A Letter of Enquiry

A letter of enquiry is sent when you are approaching a company speculatively,

that is you are making an approach without their having advertised or announced a vacancy. It's an example

of a basic business letter, and should include information about the applicant's qualifications, experience,

and interest in the company.

Opening Paragraph

Introduce yourself briefly and give your reason for writing. Let them know of the kind of position you

are seeking, why you are interested and how you heard about them.

Paragraph 2

Show why their company in particular interests you, mention your qualifications and experience along

with any further details that might make them interested in seeing you.

Paragraph 3

Refer to your enclosed CV and draw their attention to any particularly important points you would like

them to focus on in it.

Closing Paragraph

Thank them, explain your availability for interview and restate your enthusiasm for their company and

desire to be considered for posts that might as yet be unavailable.

What is MLA letter format?

What is MLA letter format? MLA letter format refers to the guidelines recommended by the Modern Language

Association for writing and formatting letters in a uniform and professional manner. This format is commonly

used in academic settings, such as when writing cover letters for research papers or submitting

correspondences to scholarly journals.

The primary purpose of following MLA letter format is to ensure clarity, consistency, and proper organisation

in written communication. The format includes specific guidelines for elements such as the heading, date,

recipient's address, salutation, body paragraphs, closing, and signature. By adhering to these guidelines,

writers can effectively convey their ideas while maintaining professionalism and adhering to academic

standards.

More information: Using MLA Format

What is APA letter format?

What is APA letter format? APA letter format, which is short for American Psychological Association letter

format, is a standardised way to structure and present written correspondence in the field of psychology and

other social sciences. It outlines specific guidelines for fonts, margins, spacing, and citation style to

ensure consistency and clarity in academic communication.

This format is widely used in research papers, professional letters, and manuscripts, aiming to provide a

cohesive and professional appearance. The APA letter format emphasises readability and organisation by

including a clear heading, concise and formal language, and proper referencing. Additionally, it includes

specific guidelines for the placement of addresses, dates, salutations, subject lines, body paragraphs, and

signatures, allowing writers to maintain consistency and professionalism in their correspondence.

Overall, the APA letter format serves as a tool to enhance communication within the academic community and

ensure that ideas and information are conveyed accurately and effectively.

More information: Using APA Format

What is Chicago letter format?

Chicago letter format is a specific style of formatting business letters that is commonly used in the United

States. It follows a set of guidelines to create a professional and visually appealing document.

The format typically starts with the sender's contact information, including the name, address, phone number,

and email address. This is followed by the date on which the letter is written, and then the recipient's

contact information, including their name, title, company name, and address.

An appropriate salutation is used to address the recipient, after which the body of the letter is typically

divided into paragraphs, with each paragraph conveying a distinct idea or point. It is crucial to maintain a

polite and formal tone throughout the letter.

It is common to include a complimentary closing, such as "Sincerely" or "Best regards," followed by the

sender's name and title. Lastly, the sender's initials may be included, along with any enclosures or

attachments.

The Chicago letter format ensures that business correspondence is clear, organized, and professional,

allowing for effective communication between parties.

More information: The Chicago Manual of Style Online

Final Thoughts

This comprehensive guide has provided an in-depth exploration of formal letter writing, covering the

importance of formal letters in various contexts, such as job applications, legal correspondence, and

enquiries. We've delved into their layout, rules, and content, emphasising the need for clarity,

conciseness, and adherence to professional standards. We've also provided useful templates for a covering

letter and a letter of enquiry, along with a list of commonly used abbreviations.

Mastering the art of writing this type of letter is an essential skill in both professional and personal

contexts. The ability to communicate effectively and appropriately through a formal letter can open doors

and facilitate important conversations. By understanding and applying the principles outlined here, you can

ensure your formal letters are clear, concise, and convey your message effectively.

Remember, practice makes perfect! - The more you write, the better you'll get. So, keep practicing and refining your skills.

Written by Richard Flynn, co-host & editor of UsingEnglish.com, with

additional contributions by Adam King.

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Article Summary

Co-authored by

Tami Claytor

Last Updated: March 8, 2024

Fact Checked

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This article was co-authored by Tami Claytor. Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification.

There are 9 references cited in this article, which can be found at the bottom of the page.

This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources.

This article has been viewed 15,077,145 times.

Knowing how to write a letter is a fundamental skill you'll use in business, school, and personal relationships to communicate information, goodwill, or just affection. Here is a basic guide on how to put your thoughts on paper in the correct format.

Things You Should Know

Write formal letters for business, semi-formal letters to acquaintances or distant relatives, and casual letters to friends and close family.

Start informal letters with a friendly greeting. Begin formal letters with your name and address, the date, and the recipient’s name and address.

Write in clear language so the reader knows what you want to communicate. Sign off with a closing that matches the tone of the letter.

Steps

Sample Letters

Sample Business Letter

Sample Semi Formal Letter

Sample Friendly Letter

Sample Protest Letter to Manager

Sample Critical Letter to Classmate

Sample Critical Letter to Coworker

Sample Letter to Publisher

Sample Letter from Female to Male

Sample Letter from Male to Female

Method 1

Method 1 of 2:

Writing a Formal Letter

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Know when to write a formal letter. Write a formal letter when addressing someone you only know in a professional capacity. This includes letters written to government departments or businesses, instead of a known individual.

These letters should be typed, then printed. You can use any text editing software to do this, such as Microsoft Word, OpenOffice, or Text Edit. If the letter is urgent or the recipient prefers email, you can send an email instead.

When addressing your current boss or coworker, you can be slightly less formal. Email is usually fine, and you don't need an address at the top of the page.

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Write your address and today's date at the top of the page. Write your name and address at the top of the page, on the left. If you are writing a business letter, use the company name and address instead, or just write on company letterhead. Either way, skip two lines and write today's date.[1]

Research source

Write out the full date. 19 September 2014 (British) or September 19, 2014 (American) are both preferable to Sept. 19, 2014 or 19/9/14.[2]

Trustworthy Source