Writing a letter follows a simple structure: your address at the top, the date, the recipient’s address, a greeting, your message in organized paragraphs, and a closing with your signature. Whether you’re writing a formal business letter, a resignation, or a personal note, the format stays largely the same. Here’s how to put one together from top to bottom.
Set Up the Top of the Page
Start with your address in the upper left corner. Include only your street address, city, state, and zip code. Don’t put your name here since it will appear at the bottom when you sign off. If you’re using pre-printed letterhead that already has your address, skip this step.
One line below your address, write the date. Spell out the month rather than using numbers: “June 4, 2025” reads more clearly than “6/4/25.” Left-justify the date for a standard block format, which is the most common layout for any type of letter.
One line below the date, add the recipient’s full address. This is called the inside address, and it should include the person’s name, their title if applicable, the organization name, and the full mailing address. Even if you’re sending the letter by email or hand-delivering it, including the inside address makes the letter look complete and professional.
Choose the Right Greeting
The greeting (or salutation) goes one line below the recipient’s address. Match it to the name you used in the inside address. For formal or professional letters, “Dear Mr. Park,” or “Dear Dr. Chen,” works well. Use a colon after the name in business letters and a comma in personal ones.
If you don’t know the recipient’s name, “Dear Hiring Manager,” or “Dear Admissions Committee,” is better than the outdated “To Whom It May Concern.” For casual letters to friends or family, “Hi Sarah,” or just the person’s name followed by a comma is perfectly fine. The key is to match the tone of your greeting to your relationship with the reader. Writing to someone you’ve never met calls for formality. Writing to a close colleague or friend gives you more room to be relaxed.
Write the Body in Clear Paragraphs
Leave one blank line after the greeting, then start your first paragraph. This opening paragraph should get to the point quickly. State why you’re writing in the first sentence or two. If it’s a cover letter, mention the job you’re applying for. If it’s a complaint letter, identify the product or service and the problem. If it’s a personal letter, your opening can be warmer and less structured, but it should still give the reader context.
The middle paragraphs carry the details. Each paragraph should focus on one idea or piece of information. In a professional letter, this is where you make your case, provide supporting details, or explain your situation. Keep paragraphs short, ideally three to five sentences each. A wall of text is harder to read than several focused paragraphs with space between them.
Your closing paragraph wraps things up. Restate any request you’ve made, mention the next step you’d like to happen, or simply express appreciation. Something like “I look forward to hearing from you” or “Thank you for your time” signals that the letter is coming to a close.
Pick an Appropriate Closing and Sign Off
Skip one line after your final paragraph, then write your closing phrase followed by a comma. The right closing depends on who you’re writing to:
- Sincerely is the safest all-purpose choice for formal letters. It’s polite and neutral without being stiff.
- Regards or Best regards works well for professional letters where you have some familiarity with the recipient.
- Respectfully conveys deference, making it a good fit when writing to someone senior to you or in a position of authority.
- Thank you fits naturally when you’re asking for something or expressing gratitude for a specific action.
- Best or Warmly leans slightly personal and suits letters to colleagues or acquaintances you know well.
Leave three or four blank lines after the closing for your handwritten signature, then type your full name beneath that space. If the letter is professional, add your title or position on the line below your name.
Format the Page for Readability
Use a clean, readable font like Times New Roman or Arial in 11 or 12 point size. Set your margins to about one inch on all sides. Single-space the text within paragraphs and add one blank line between paragraphs rather than indenting. This block style, where every element is left-aligned, is the standard format for business and formal correspondence.
If you’re handwriting the letter, use unlined paper or a lined guide sheet underneath blank paper to keep your lines straight. Write in blue or black ink, and leave enough space between sections so the page doesn’t look cramped.
Address the Envelope Correctly
Your return address goes in the upper left corner of the envelope. The recipient’s address goes in the center, slightly left of middle, with lines running parallel to the longest edge. Left-justify the recipient’s address. Place the stamp in the upper right corner, on the same side as the addresses.
If the address includes a suite or apartment number that doesn’t fit on the same line as the street address, put it on the line above the street address, not below it. Anything placed below the city and state line can confuse automated mail-sorting equipment and delay delivery. For the same reason, keep attention lines (like “Attn: John Smith”) above the street address, never at the bottom of the address block.
Adapt the Format to Your Purpose
The basic structure above works for nearly any letter, but the content shifts depending on what you’re writing.
Cover Letters
Open by naming the position and where you found the listing. The body paragraphs should connect your experience to what the employer is looking for. Keep it to one page. Your closing should express enthusiasm and mention that your resume is enclosed or attached.
Resignation Letters
State clearly that you are resigning and include your last working day, typically two weeks from the date of the letter. Offer to help with the transition, whether that means training a replacement or wrapping up projects. Thank your employer for the opportunity and keep the tone positive. Even if you’re leaving on bad terms, a resignation letter is not the place to air grievances.
Personal Letters
You can relax the formatting rules. The inside address is optional, the greeting can be casual, and the closing can be as simple as “Love,” or “Talk soon.” What matters more in a personal letter is the content itself. Be specific and genuine rather than relying on generic phrases.
Quick Checklist Before You Send
- Spelling and grammar: Read the letter out loud to catch errors your eyes might skip over.
- Recipient’s name: Double-check the spelling. Getting someone’s name wrong undermines the entire letter.
- Tone match: Make sure the level of formality fits the situation and your relationship with the reader.
- Completeness: Confirm you’ve included everything the recipient needs, whether that’s a date, a reference number, contact information, or an enclosure.
- Length: Professional letters should rarely exceed one page. If yours does, look for sentences that repeat a point you’ve already made and cut them.