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Letter Format

Format to Use When Writing a Letter

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Letter Format
Image Copyright Alison Doyle

The following sample letter includes the information you need to include when writing a letter, along with advice on the correct format for formal correspondence.

Letter Format

Contact Information (Your contact information)
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

Greeting (Salutation Examples)

Dear Mr./Ms. Last Name: (Use a formal salutation not a first name unless you know the person well)

Body of Letter

When writing a letter, your letter should be simple and focused, so 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, or Verdana. The font size should be 10 or 12 points.

The first paragraph of your letter should provide an introduction as to why you are writing.

Then, in the following paragraphs, provide more information and specific details about your request or the information you are providing. Explain why you are writing so it's easy for the reader to understand what you are asking.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing 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)

Typed Signature

Read More: Business Letter Format Example | Business Letter Examples | How to Write a Business Letter

Business Letters
How to write business letters, general business letter format and templates, and employment related business letter examples.

Sample Letters
Letter samples for job seekers, including cover letters, interview thank you letters, follow-up letters, job acceptance and rejection letters, resignation letters, appreciation letters, and more great employment letter samples.

Please Note: This sample is provided for guidance only. The provided information, including samples and examples, is not guaranteed for accuracy or legality. Letters and other correspondence should be edited to fit your personal situation.

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