Written Letter Format

Here’s a template for each section of a formal letter:

Your Contact Information

Name
Address
City, State Zip Code
Phone Number
Email Address

Date

Recipient Contact Information

Name
Title
Company
Address
City, State Zip Code

Greeting
Dear Mr./Ms. Last Name,

Use a formal salutation, not a first name, unless you know the person well. If you do
not know the person's gender, you can write out their full name. For instance, write,
"Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not
know the recipient’s name, it’s still common and acceptable to use the old-fashioned
“To Whom It May Concern.”

Body of Letter

 Paragraph 1: State the reason you are writing, for example, you are asking for
something or sharing a piece of information.
 Paragraph 2: Provide details about your request or the information you’re
sharing.
 Paragraph 3: If necessary, include additional information on the purpose of
your letter.
 Paragraph 4: Thank the reader for considering your request, and ask for a
response to your letter.

Closing
Best regards,
Signature
Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature
Your typed name