To write a letter, you should include your contact information, the date, the recipient’s contact information, a salutation, a clear body, a closing, your signature, and your printed name. For a formal letter, add a subject line and an enclosure or cc notation when needed. This guide breaks down each part, explains the differences between formal and casual letters, and gives you a fill-in template you can use right away.
Why the Format of a Letter Still Matters
Even in an age of emails and texts, a physical or well-structured digital letter carries weight. It signals that you took time to think, organize, and commit your thoughts. A properly formatted letter is easier to read, looks professional, and ensures the recipient knows exactly who wrote it, when, and how to reply. Whether you are writing a cover letter, a complaint, a thank-you note, or a letter to a friend, the basic anatomy is the same—only the tone and some optional parts change.
The Core Parts of a Letter (in Order)
Here is the standard order for a formal letter. For informal letters, you can drop several of these, but the skeleton stays useful.
- Your contact information – your full name, street address, city, state, ZIP code, email, and phone number. Place it at the top left or in a letterhead.
- Date – the day you wrote the letter. Write it out fully (e.g., “March 14, 2025”) to avoid confusion.
- Recipient’s contact information – the person’s name, title, company, and address. This goes below the date, left-aligned.
- Salutation – “Dear Mr. Smith:” or “Dear Dr. Lee:” followed by a colon for formal letters, a comma for informal ones. If you don’t know the name, use “Dear Hiring Manager:” or “To Whom It May Concern:”.
- Subject line (optional but recommended) – a short phrase like “Re: Application for Marketing Coordinator” or “Invoice #2345 Dispute”. It helps the reader know the topic immediately.
- Body – the main content. Break it into short paragraphs: an opening that states your purpose, a middle with details or explanation, and a closing that states what you want the reader to do.
- Closing – “Sincerely,” “Best regards,” “Yours truly,” or “Thank you,” followed by a comma.
- Signature – for a printed letter, leave four blank lines and sign your name in ink. For an email, type your name.
- Printed name and title – your typed name, and if relevant, your job title or role.
What to Put in the Body of a Letter
The body is the heart of your letter. A good structure keeps the reader engaged and makes your request or message clear.
- Opening paragraph – state who you are (if needed) and why you are writing. One or two sentences is enough.
- Middle paragraphs – give context, facts, or details. Use one idea per paragraph. For a complaint, describe the issue and what you have already tried. For a cover letter, connect your skills to the job.
- Closing paragraph – tell the reader what you want to happen next: “I look forward to your reply,” “Please send me the refund by Friday,” or “Thank you for your consideration.”
Keep sentences short and avoid jargon. If you are angry, write the letter, set it aside for a few hours, then re-read it before sending. A letter is permanent; you cannot unsend it.
Formal vs. Casual Letters: What Changes
Not every letter needs a full header. Here is how to adjust based on your audience.
- Formal letters (business, government, complaint, reference) – include all contact blocks, a formal salutation, a subject line, and a formal closing. Use full addresses and proper titles.
- Semi-formal letters (colleagues, clients you know, school officials) – you can skip the recipient’s address and use a comma after the salutation. Still include your contact info and date.
- Casual letters (friends, family) – you can start with just “Dear Mom,” or even “Hi Sam,” and sign with your first name. The date is still useful, but you can leave out addresses.
Common Additions: Enclosures, CC, and Postscripts
If you include extra documents, tell the reader. At the bottom of a formal letter, after your signature, write:
- Enclosures: “Encl: Resume” or “Enclosures (2)” – this tells the reader to look for attached materials.
- CC: “cc: Jane Doe” – means “carbon copy” and shows who else received a copy.
- Postscript (P.S.): used in informal letters to add a thought after the signature. In formal letters, avoid it; it looks unplanned.
Letter Template
Your Name
Your Street Address
City, State ZIP
Your Email | Your Phone
Date: _________________________
Recipient’s Name
Recipient’s Title
Company or Organization
Street Address
City, State ZIP
Dear _________________________:
Re: _________________________
Opening paragraph: state who you are and why you are writing.
Middle paragraph(s): give details, facts, or your request.
Closing paragraph: say what you want the reader to do next and thank them.
Sincerely,
_________________________
(Sign here)
Your Printed Name
Your Title (if applicable)
Encl: _________________________
cc: _________________________
Sample (fictional): Imagine Jane Doe, a marketing assistant, writing to a supplier about a billing error. Her letter would start with her contact info, the date, and the supplier’s address. The salutation would be “Dear Ms. Rivera:” and the subject line “Re: Invoice #2190 – Duplicate Charge.” The body would explain that she was charged twice for the same order, that she called on March 10, and that she requests a credit to her account within 10 business days. She would close with “Sincerely,” sign her name, and add “Encl: Copy of Invoice #2190.”
Frequently Asked Questions
Do I need to include my address on a letter?
For formal letters, yes. It tells the recipient where to reply. For email, you can skip the street address but include your name and phone number in your signature.
What if I don’t know the recipient’s name?
Use a generic salutation like “Dear Hiring Manager:” or “Dear Customer Service Team:”. Avoid “To Whom It May Concern” unless you truly have no other option—it sounds outdated.
Should I write the date as numbers or words?
Write the month in words to avoid confusion. “3/4/2025” could mean March 4 or April 3 depending on where the reader lives. “March 4, 2025” is clear everywhere.
How long should a letter be?
As long as it needs to be, but no longer. A one-page letter is standard for business. If you have more to say, edit ruthlessly. For a personal letter, two pages is fine.
Can I use emojis in a letter?
In a formal letter, no. In a casual letter to a friend, yes—but remember that a printed letter cannot show emojis unless you draw them. In email, use them sparingly.
What is the best closing line?
For formal letters, “Sincerely,” “Respectfully,” or “Best regards” work. For informal letters, “With love,” “Take care,” or “Yours” are fine. Match the closing to your relationship with the reader.
Final Tips for a Polished Letter
- Proofread twice. Read it aloud to catch awkward phrasing.
- Use a standard font like Arial or Times New Roman, size 11 or 12.
- Keep margins at one inch. If printing, use good quality paper.
- If you are writing a complaint, keep a copy for your records.
- If your letter involves a legal dispute, a large sum of money, or a medical issue, consider asking a qualified professional to review it before sending.