Formal Letter Format
(with Free Template Examples)

What to Include in a Formal Letter (Parts and Elements)?

If you don't have a template provided by your company or the organization you want to write to, you need to know the information to include in a formal letter.

A formal letter shall cover the following parts:

• Senders address
• Date
• Recipient’s address
• Heading (Optional)
• Salutation
• Body
• Closing
• Your signature
• Enclosures

Let's detail the importance of each of these elements and how to use them like a professional.

Senders address

The first part of a formal letter is dedicated to contact information, yours, and the recipients. Contact information should include:

• Company or organization details
• Address
• Phone number
• Email address

If you use corporate letterhead paper, then you can avoid this part.

Tip: The sender's name and title are included in the letter's closure, so do not write them in this section. 

Date

The date when this formal letter is written must be added here. It will help your recipient know when the letter was written and inform them that they need to reply in a timely manner. 

Note that the date format is different across different countries:

• For US and Canada, use this format: April 7, 202X
• For the UK, Europe, New Zealand, or Australia, use this format: 3rd April 202X.

Recipient’s address

The contact information must include:

• Full name
• Job title
• Company
• Address
• City, state, ZIP Code.

Heading (Optional)

To highlight the role of the letter, write a heading. It will have the same effect the subject line for an email. When you see it you will know what this is about without reading the details.

Here are some examples:

• Application for Project Manager
• Request for Payment

Note: It is better to omit the heading if you are unsure of its necessity.

Salutation

The next part is dedicated to a formal salutation, followed by the letter's body.

The greeting you use is determined by how well you know the recipient. 

• Use "To whom it may concern" if you're not sure about who will receive and read your letter. 
• If you are formally acquainted with the receiver, use Dear [last name]. 
• You can include their official title, such as Mr., Mrs., Miss, or Ms. 
• Use "Sir" or "Madam" in your letter if you are not sure about their name.
• If you are writing to a specific department manager:
  • Dear Hiring Manager
  • Dear HR Leader
  • Dear Accounts team

Body

In the letter's body, you should include a few paragraphs:

• I. Introduction. The first paragraph is a short introduction mentioning who you are and the purpose of your writing.
• II. Context.  The second paragraph is a clear explanation of your request or reason for writing and, in some cases, a call to action. 
• III. Conclusion. The third paragraph can serve as a conclusion in which you outline your expectations for the situation. You can end the conclusion with common sentences such as:
  • "I look forward to hearing from you"
  • "Please contact me at your earliest convenience."

Closing

End your letter with a formal closing that summarizes the message, thanks for the recipient's time, and adds your signature.

The following are some of the most typical business closing salutations: 

• Sincerely, 
• Cordially, 
• All the best,
• Best regards,
• Best wishes.

Tip: Discover the top 10 ways on how to end a letter.

Your signature

Even if the message is typed, it should always end with a handwritten signature. Even if this is your first correspondence, handwritten signatures aid in developing a connection with the recipient. 

By signing the letter, you increase the formality of the letter, making it more important.

Always include your entire name and job title beneath your signature.

Enclosures

If you send a digital letter, you may consider including documents, links, or references to any materials that sustain your message (e.g., attach reference letters when sending a job application letter).

How to Format a Formal Letter?

Find below a series of characteristics that are essential when formatting your formal letter:

Letter length & structure

A formal letter shouldn't have more than a few short paragraphs. It's essential to structure your information well, leaving enough space between sections and paragraphs to make the letter easy to read and understand. 

Margins

You also have a standard 1-inch margin for all sides of the page. 

Spacing

Add extra blank lines between contact information and greeting, greeting and body, and body and closing.

Alignment

In many formal letters, contact information is either left or right-aligned, leaving the middle of the page empty.

The letter's body looks better aligned to the left or justified. The greeting is usually either to the left or in the middle, while the closing is generally to the right. Alignment segregates the information and makes it easy to follow. The recipient will know exactly where to look to find what they need.

Font style and size

Use a standard font that looks professional, such as Calibri, New Times Roman, Arial, or Helvetica, and a regular font size, such as 12. Avoid fancy fonts that may not be available for everyone or distract from the message of your letter. Also, stick to black text on a white background and avoid embellishments such as bold, italics, and underlining.

Letter printing

Formal letters should be printed on plain white paper in a portrait layout.

How to Write a Formal Letter?

As a professional in the business world, it is important to know how to write a formal letter. Whether you are communicating with clients, customers, or other businesses, a well-written letter can make a significant impact on your success.

Step 1. Identify the purpose of the letter

Start by considering the recipient of your letter and the reason for which you are writing it. Then, get together all the information you need: the recipient's contact data, essential details that need to be in the letter, and references and documents that support your point of view.

Types of formal letters include:

• Cover letter
• Inquiry letter
• Legal letter
• Sick leave letter
• Letter of intent
• Reference letter
• Resignation letter
• Recommendation letter

Step 2. Choose the appropriate format

Formal letters typically follow a specific format, which includes a header, date, recipient's address, salutation, body, closing, and signature. Make sure you choose the appropriate format for your letter. Look above where we expand more on the elements of a formal letter.

Begin the letter by adding vital information, such as your contact data, date of writing, and recipient's contact data. If you are sending the letter by email, summarize the content of the message in a few words and put them in the Subject line.

Step 3: Address the recipient

Continue with an appropriate greeting. Use a generic salutation if you don't know the name or function of the recipient. But if you know them, use them. For example, you can begin with a cordial 'Dear Sir or Madam,' with an efficient 'To the Director of Company ...', or with a generic 'To all whom it may concern.' Be polite and try to include as much information as you can.

Step 4: Write the body of the letter

In the two or three paragraphs of the letter's body, include everything there is to say concisely and to the point. Avoid using metaphors and flowery language that may be misinterpreted or even offensive. Introduce yourself clearly (e.g., client id, candidate for the job, position in your current company, etc.) and write the letter's purpose in the first paragraph. The second paragraph includes additional information. The last may be a call to action, a repetition of your purpose, or a statement.

Step 5: Close the letter

End the letter with a summary of the content and your signature. Use a formal closing, such as "Sincerely" or "Best regards," followed by your signature. If you're sending a hard copy of the letter, be sure to sign it in ink. If you attach any document to your letter, write "Enclosure" after signing off and state the name of the documents.

Tip: Find 10 additional ways to end a letter.

Step 6: Proofread the letter

Before sending the letter, be sure to proofread it for grammar and spelling errors. You may also want to have someone else read it to ensure that your message is clear and concise.

By following these steps, you can ensure that your formal letter is professional, effective, and well-received by the recipient.

Tip: Are you looking for extra tips, details and examples on how to write a letter? We provide a separate guide covering the topic.

General Formal Letter Template

Sender Name and Title

Sender Address

Sender Phone Number/Email Address

Date

Recipient Contact Information

Recipient Name and Title

Recipient Address

Recipient Phone Number/Email Address

Dear Sir/Madam/ Recipient Name and Title / To the Director of Company/ all whom it may concern,

My name is [Sender Name], and I am [Sender Role in the letter] identified by [information]. I'm writing regarding [Purpose of the letter].

[Details about the purpose of the letter]

Thank you in advance for your [support/response/effort]. I hope I have provided all the information you need to [call to action] by [due date]. I am available for further discussion if required.

I look forward to hearing from you,

Sincerely,

[Sender Name and Signature]

General Formal Email Template

Information inquiry/invitation to [event]/call to action for [event]/payment issues

Dear Sir/Madam/ Recipient Name and Title / To the Director of Company/ all whom it may concern,

My name is [Sender Name], and I am [Sender Role in the letter] identified by [information]. I'm writing regarding [Purpose of the email].

[Details about the purpose of the letter]

I've attached all the documents regarding the topic discussed. I hope I have provided all the information you need to [call to action] by [due date]. Please let me know if you need anything else.

Thank you in advance for your [support/response/effort]. 

I look forward to hearing from you,

Sincerely,

[Sender Name and Signature]