MLA Letter Format Example & Writing Guide

The MLA letter format is a formal business-letter style used when you need to correspond in an academic or professional context, and the example below shows the exact layout. In this format, you place your address, the date, and the recipient’s address at the top, followed by a salutation, a clear body, and a closing with your signature.

Background: Why MLA Has a Letter Format

The Modern Language Association (MLA) is best known for its citation style in humanities papers, but its handbook also covers practical documents like letters. The MLA Handbook (9th edition) does not provide a full sample letter, but it does specify that you should follow the conventions of formal correspondence. This means using a readable font (like Times New Roman, 12 pt), single-spacing within paragraphs, and double-spacing between them. The format is essentially the same as a standard block-style business letter, with one key difference: you do not need a subject line unless the letter is part of an official record. Because MLA is used in academic settings, this letter format is common for recommendation requests, cover letters for internships, or correspondence with university offices.

How the MLA Letter Format Works

The layout follows a strict top-to-bottom order. Start with your full address (no name) in the top left corner, one inch from the top. Then skip a line and write the full date. Skip another line and write the recipient’s name, title, and address. After that, skip a line and write a salutation like “Dear Dr. Smith:” (use a colon, not a comma, in formal letters). The body paragraphs are single-spaced with a blank line between them. Finally, close with “Sincerely,” skip four lines for your handwritten signature, and type your full name. If you are sending an email, you can skip the signature block and just type your name at the end.

Key Elements in an MLA Letter

• Your address: Street, city, state, ZIP – no name, placed at the top left.
• Date: Written in full, e.g., “15 March 2025” (not “3/15/25”).
• Recipient’s address: Name, title, organization, and full address.
• Salutation: “Dear [Title] [Last Name]:” – use a colon.
• Body: Single-spaced paragraphs, blank line between them, no indentation.
• Closing: “Sincerely,” followed by your signature and typed name.

If you are writing to someone whose name you do not know, use “Dear Editor:” or “Dear Hiring Manager:” instead of guessing. Avoid “To Whom It May Concern” unless you have no other option, as it is considered impersonal.

MLA Letter Template

Filled-In Sample (Fictional)

Common Problems and How to Avoid Them

• Using the wrong date format: MLA prefers “15 March 2025” (day month year) without commas. Avoid numeric-only dates.
• Indenting paragraphs: In block format, do not indent the first line of each paragraph. Use a blank line between them instead.
• Forgetting the colon after the salutation: Use a colon, not a comma, in formal letters.
• Putting your name above your address: Your name goes only at the end, after the signature.
• Using a subject line: MLA letters do not use a “RE:” line unless the letter is part of an official record (like a formal complaint).

Another frequent mistake is using a font that is too decorative. Stick to a standard serif font like Times New Roman or a clean sans-serif like Calibri, and keep the size at 12 pt. Also, ensure your margins are one inch on all sides – most word processors default to this, but double-check.

Comparisons: MLA vs. APA vs. Business Letter

MLA and APA (American Psychological Association) both use block-style letters, but they differ in date format and the placement of the recipient’s address. APA uses “March 15, 2025” while MLA uses “15 March 2025.” In a standard business letter (like the one taught in many office settings), you often include a subject line and use “Dear Mr./Ms. [Last Name]:” – the same as MLA, but business letters may also include a reference line. The main difference is that MLA letters are rarely used for external business correspondence; they are more common in academic contexts. If you are writing to a company, a standard business letter format is more appropriate, but the MLA format is still acceptable if your school or employer requires it.

Safety, Privacy, and Accuracy Considerations

When writing a formal letter, always double-check the recipient’s name, title, and address. An incorrect name or title can harm your credibility. If you are including sensitive information (like a social security number or financial details), consider whether email is secure enough – often, a physical letter is safer. Never fabricate information in a letter, especially in academic or professional contexts. If you are writing a letter that involves legal, tax, or financial decisions (like a complaint to a government agency or a loan application), it is wise to consult a qualified professional before sending. For academic recommendation letters, you should waive your right to view the letter if the program requires it – this is standard practice.

Frequently Asked Questions

Do I need to include my name in the return address?

No. In MLA format, your name appears only at the end, after the signature. The return address at the top is just your street address, city, state, and ZIP code. This is because the recipient already sees your name in the signature, and the address block is for their reference.

Should I use a comma or colon after the salutation?

Use a colon (e.g., “Dear Dr. Smith:”). A comma is considered too informal for a formal letter. This is a common rule in both MLA and standard business correspondence.

Can I use this format for an email?

Yes, but you can omit your address and the recipient’s address since they are in the email header. Start with the salutation, then the body, and end with your typed name. The date is automatically included by the email system, so you do not need to write it.

What if I don’t know the recipient’s name?

Use a generic salutation like “Dear Hiring Manager:” or “Dear Editor:” if you know the role. If you are writing to a specific department, “Dear Admissions Committee:” works. Avoid “To Whom It May Concern” unless you have no other option.

How long should the letter be?

There is no strict rule, but a formal letter should be one page (around 300–500 words) unless you have a specific reason to write more. Keep it concise and focused on your purpose. If you need more than one page, use a header on the second page with your name and page number (e.g., “Jordan Lee 2”).

Should I indent the first line of each paragraph?

No. In block format, you do not indent. You simply skip a line between paragraphs. This is the standard for MLA letters. If you prefer indented paragraphs, that is a semi-block style, but it is less common in MLA.

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