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Answer:
How to Format a Professional Letter
If you have a contact person that you are writing to, the letter should be addressed to him or her.
Your letters need a professional greeting and closing.
Each paragraph of your letter should be focused and include detailed information on why you are writing.
In the final paragraph of your letter, thank the person you are writing to for considering your request.
Don't forget to include your contact information: full name, address, phone number, and email address - so it's easy for the reader to connect with you.
Letter Format Examples
Here are sample professional letter and email formats including cover letters, business letters, resignation letters, reference letters, thank you letters, and letters for a variety of other employment-related scenarios.
Professional Business Letter Format
A person signing a business letter.
Marlee90 / iStockPhoto
Even though many communications are handled via email, printed letters are still used for formal business correspondence. A business letter should include the following components:
Writer's Contact Information
Date
Recipient's Contact Information
Salutation
Body of Letter
When writing a business letter, keep it simple and focused, so the purpose of your letter is clear. Use the first paragraph to introduce yourself. The second and third paragraphs will explain why you are writing and what you are requesting from the reader. End your letter by thanking the reader for considering your request.
Closing
Your signature
Your Typed Signature
Tips for Formatting a Business Letter
Keep your letter short. Two or three paragraphs and a single page is sufficient, leaving room for your signature at the bottom of the letter.
Choose a simple font like Times New Roman, Arial, or Calibri. A 12 point font size is easy to read.
Single space your letter, leave a space between each paragraph and before and after the contact information and closing. Left justify your letter.
Review Examples and Get a Template
Review a sample formatted business letter, and download the free template to use as a starting point for your own correspondence.
Business Email Message Format
Woman drafting an email.
Royalty-free / Getty Images
When you're sending emails to apply for jobs, for work, or for business purposes, it's important to format each section of your message correctly. It's easy, for example, for emails to get lost in an inbox if they don't have a subject line, or to not get a second glance if they have typos or other errors.
Here's how to format a business email:
Subject Line - This should explain why you are writing in a few words.
Salutation - Start the email with a professional greeting.
The body of the Message - Explain why you are writing as briefly as possible.
Closing - End your message with a professional closing just as you would a business letter.
Signature - Your signature provides information for the reader to get back in touch with you. Include your full name, email address, phone number, and your address if you are expecting a written reply.