Sample Letter Format
Contact Information (Your contact information. If you are writing on letterhead that includes your contact information, you do not need to include it at the start of the letter.)
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address
Your Name
Your Address
Your City, State, Zip Code
Your Phone Number
Your Email Address
Date
Contact Information (The person or company you are writing to)
Name
Title
Company
Address
City, State, Zip Code
Name
Title
Company
Address
City, State, Zip Code
Greeting (Salutation Examples)
Dear Mr./Ms. Last Name: (Use a formal salutation, not a first name, unless you know the person extremely well. If you do not know the person's gender, you can write out their full name. For instance, you could write "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." Note that the person's name is always followed by a colon (:) in a business letter, and not a comma. If you do not know the recipient’s name, it is still common (and safe) to use the old-fashioned “To Whom It May Concern:”).
Body of Letter
When writing a letter, your letter should be simple and focused, so that the purpose of your letter is clear.
Single space your letter and leave a space between each paragraph. Left justify your letter. Use a plain font like Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 points.
Business letters should always be written on white bond paper rather than on colored paper or personal stationery.
The first paragraph of your letter should provide an introduction as to why you are writing so that your purpose is obvious from the very beginning.
Then, in the following paragraphs, provide more information and 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.
Leave a blank line after the salutation, between each paragraph, and before the closing.
Closing
Best Regards, (Closing Examples)
Signature
Handwritten Signature (for a hard copy letter — use blue or black ink to sign the letter)
Typed Signature
If you're sending an email letter, here's what to include and how to format your signature.
Tips for Writing a Business Letter
Once you have written your business letter, proofread it (using spell check) on the screen. Then print it out and read it through at least one more time, checking for any errors or typos.
(It's often easier to spot errors on a hard copy.)
Be on the lookout for formatting errors as well, such as two paragraphs that do not have space in between or lines that are indented incorrectly. Before putting your letter in an envelope, don't forget to sign above your typed name, using blue or black ink.
If you are using Microsoft Word or another word processing program to write your letter, there are templates available that can help you format your letter correctly.
Here is more information on free Microsoft Word letter templates.