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JOB SEARCHING  LETTERS & EMAILS

Letter Format Example and Writing Tips

BY 

ALISON DOYLE

 

Updated August 02, 2020

 Theresa Chiechi @ The Balance 2020

Today, a printed letter is usually reserved for important professional communications, such as recommendation letters, job cover letters, resignation letters, legal correspondence, and company communications. Since a letter is a formal mode of communication, you'll want to know how to write one that is professional.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email because the letter needs to fit the page and look good.

Greeting (Salutation Examples)

d everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, as well as such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks, and best wishes,

Nicole Thomas (signature hard copy letter)

Nicole Thomas

EXPAND 

Tips for Formatting Your Letter

To make sure your letter looks professional, follow these tips:

Your letter should be simple and focused; make the purpose of your letter clear.Left justify your letter.Single space your letter and leave a space between each paragraph.Use a plain font such as Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 points.Leave a blank line after the salutation and before the closing.Business letters should always be printed on white bond paper rather than on colored paper or personal stationery.If you're sending an email letter, here's what to include and how to format your signature.

Check for Formatting Errors and Typos

Once you have written your business letter, proofread it and spellcheck it on the screen. Then print it out and read it through at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Reading it out loud is a good way to catch a mistake.

Be on the lookout for formatting errors, such as two paragraphs that don’t have a space in between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue 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’s more information on free Microsoft Word letter templates. 

More Letter Writing Information

Knowing how to write business letters is an essential skill, so here are several additional articles for you to learn more: