Sample Format for Writing a Letter (2023)

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 toinclude whenwriting 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 anemail 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(WrittenLetter):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

  • Thefirst paragraph of your lettershould provide an introduction as to why you are writing, so that your reason for contacting the person is obvious.
  • Then, in thefollowing paragraphs, provide specific details about your request or the information you are providing.
  • Thelast paragraphof 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(WrittenLetter):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 that the recipient understands why you’re writing and the response you expect to the letter.

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Writtten Letter Format

Here’s atemplatefor each section of a formal letter:

Your Contact Information
City, State Zip Code
Phone Number
Email Address


Recipient Contact Information
City, State Zip Code

Dear Mr./Ms. Last Name,

Use aformal 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.”


  • 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 aboutyour 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.

Best regards,

Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature
Your typed name

Email Letter Format

Here’s atemplatefor each section of a professional email:

Subject Line
Subject: Your Name — Reason for Writing

Dear Mr./Ms. Last Name,

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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.


Typed SignatureandContactInformation
Mikala Schwartz


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 candownload(compatible with Google Docs and Word Online), or review the text version below.

Sample Format for Writing a Letter (1)

Download the Word Template

Professional Written Letter Example

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101

September 5, 2022

(Video) Business Letter Writing Format and Example

Jason Andrews
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,

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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 lettersshould be printed on plain white paper.

Proofread, Spellcheck, and Print

Once you have written your letter, proofread it and carefully spellcheck iton 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.


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 themor 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, foldit 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.

(Video) Business Communication-Business Letters-Part 3-Examples


How do you draft an answer? ›

When drafting an answer, one must: (1) follow the local, state, and federal court rules; (2) research the legal claims in the adversary's complaint; (3) respond to the adversary's factual allegations; and (4) assert affirmative defenses, counterclaims, cross-claims, or third-party claims, if applicable.

How do you respond to a complaint against you? ›

  1. Step 1: Calculate your deadline to respond.
  2. Step 2: Evaluate your options.
  3. Step 3: Prepare a response.
  4. Step 4: File your response with the court.
  5. Step 5: Give plaintiff a copy of your response. Step 6: Know what to expect next.

How do I respond to a credit card summons? ›

Here's how to respond when you are sued for credit card debt:
  1. Don't ignore the summons. When you get a court summons for credit card debt, pay attention to it—and make a plan of action. ...
  2. Verify the debt. ...
  3. Consider debt settlement. ...
  4. Contact an attorney. ...
  5. Look at your budget. ...
  6. Request a payment plan. ...
  7. Make a lump-sum payment.
Mar 31, 2022

How do I file a written answer with the court in Michigan? ›

Fill out form MC 03 (Answer, Civil) on the website or get a paper copy from the court to fill out. Write in the court number, case number, the court address, the court telephone number, and the names, addresses, and telephone numbers of the plaintiff and the defendant exactly as they are on your court papers.

What is an answer letter? ›

In a default judgment, a judge automatically rules in favor of the opposing party because you didn't file a response known as an Answer. Preparing a written Answer entails writing a letter to the judge. In the letter, you're explaining your reasons why you should win the lawsuit.

How do you write a good pleading? ›

  1. Comply With the Relevant Federal, State, and Local Rules. ...
  2. Research Before Writing. ...
  3. Allege Subject Matter Jurisdiction, Personal Jurisdiction, and Venue. ...
  4. Draft Concise and Plain Statement of the Facts. ...
  5. Draft Separate Counts for Each Legal Claim. ...
  6. Plead Facts With Particularity Where Necessary.

How do you write a response letter for a complaint? ›

The Legal Ombudsman's Top tips for responding to complaints
  1. 1 Keep it simple. Avoid jargon, pretentious language and using legal / technical terms. ...
  2. 2 Be timely. ...
  3. 3 Take it seriously. ...
  4. 4 Acknowledge stress or inconvenience caused. ...
  5. 5 Don't be afraid to apologise. ...
  6. 6 Appreciate feedback. ...
  7. 7 Be clear.

What are the appropriate words for responding to a complaint? ›

Here are several common expressions we use in English to do that:
  • I'm really sorry to hear that. I understand how difficult/frustrating/disappointing that would be.
  • I sincerely apologize. ...
  • I apologize for the inconvenience/the problem.
  • I'm terribly sorry. ...
  • I understand why you are upset/angry/frustrated. ...
  • I'm really sorry.
Oct 11, 2017

How do you write a letter of response to a complaint? ›

When writing a customer complaint response, consider following these steps:
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  2. Apologize for any inconvenience. ...
  3. Explain what may have caused the issue. ...
  4. Propose an actionable, detailed solution. ...
  5. Explain how you can improve the customer's experience in the future. ...
  6. Offer an incentive.
Jun 8, 2021

What is the 11 word phrase to stop debt collectors? ›

Summary: “Please cease and desist all calls and contact with me, immediately.” These are 11 words that can stop debt collectors in their tracks. If you're being sued by a debt collector, SoloSuit can help you respond and win in court.

How do I respond to a debt collection letter? ›

I am responding to your contact about a debt you are attempting to collect. You contacted me by [phone/mail], on [date]. You identified the debt as [any information they gave you about the debt]. Please stop all communication with me and with this address about this debt.

How should I respond to a debt collector? ›

Act quickly

If you're not sure that the debt is yours, write the debt collector and dispute the debt or ask for more information. If the debt is yours, don't worry. Decide on the total amount you are willing to pay to settle the entire debt and negotiate with the debt collector for the rest to be forgiven.

Can you answer I don't remember in court? ›

Lawyers may also tell witnesses that if they don't remember certain events, they can simply say “I don't recall.” In general, such instructions are not improper. A witness cannot, however, repeatedly answer “I don't recall” to avoid truthfully answering questions.

When should a defendant file an answer? ›

Under the Revised Rules, an Answer is to be filed within 30 calendar days after service of summons. A 30-day extension to file the Answer may be allowed for meritorious reasons. The longer period is necessary in view of the additional requirements that must accompany the Answer, as discussed above.

What do you say in court when you don't want to answer? ›

"I'm sorry but I'm not able to speak to that subject" "Thanks for asking but I'm not able to answer that question" "I'm sorry but that information is proprietary"

What is an example of a draft? ›

Draft is defined as an initial version of a piece of writing or written document, which is often checked before verification. An example would be a written order of payment by one party (the drawer) to another party (the drawee) to pay a particular sum to a third party (the payee) on or before a particular date.

How do you make a legal draft? ›

Improve Your Legal Document Drafting Skills These Ways
  1. Tips to Improve Drafting of Legal Documents. Keep Readers In Mind. ...
  2. Jot Points Prior Writing. ...
  3. Avoid Formal & Technical Terms. ...
  4. Keep Writing To The Point. ...
  5. Try this way: ...
  6. Use Powerful Action Words. ...
  7. Active Voice Brings Clarity on Subject. ...
  8. Be Careful When You Edit.
Mar 10, 2021

What is drafting in English? ›

Drafting refers to actually writing the words of the paper. As part of the writing process, you will write multiple drafts of your paper. Each rough draft improves upon the previous one. The final draft is simply the last draft that you submit.


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