How to Format a Formal Letter (with Examples)

This article was co-authored by Shannon O'Brien, MA, EdM and by wikiHow staff writer, Aly Rusciano. Shannon O'Brien is the Founder and Principal Advisor of Whole U. (a career and life strategy consultancy based in Boston, MA). Through advising, workshops and e-learning Whole U. empowers people to pursue their life's work and live a balanced, purposeful life. Shannon has been ranked as the #1 Career Coach and #1 Life Coach in Boston, MA by Yelp reviewers. She has been featured on Boston.com, Boldfacers, and the UR Business Network. She received a Master's of Technology, Innovation, & Education from Harvard University.

This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources.

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Formal letters can come in handy when you need to communicate professionally. Maybe you’re emailing your boss about an upcoming vacation, confirming an appointment, asking for references, or resigning. No matter the case, a well-formatted formal letter can help you correspond with your boss or coworkers in an authoritative and organized manner. In the business world, there are 2 main types of formal letters: block style and Administrative Management Style (AMS). Block style is most widely known, while AMS is for quick internal memos; however, both styles are good to have in your tool belt.

• Block style letters include your address, the date, the recipient’s address, and an opening and closing salutations.
• AMS style letters also have your address, the date, and the recipient’s address, but they include an all-caps subject line instead of a salutation.
• Always use a positive tone throughout your letter that clearly states your wants, needs, or actions. [1] X Expert Source

Sample Letters

Block Style Letter

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Put your address and phone number in the top left-hand corner. If you’re representing a company, write the company’s address. If you’re the sender, write your address. Place your street address on the second line and your city, state, and zip code on the third. Include your phone number directly below your address. [2] X Research source

• If you live in the United States, write your date as June 15, 2017.
• If you live in a European country, write your date as 15 June 2017.

Put the recipient’s name beneath the date. Skip a line and write out the recipient's name. Include the sender’s title (Mr., Mrs., Ms., Miss, Dr., etc.) before their name for formality. [4] X Expert Source

• If you don’t know the recipient’s title, do some background research or call the company.

Greet the recipient with a polite salutation. Start your letter with a greeting like “Dear” to directly and formally address the recipient. Then, write out the recipient’s name again (including their title), and place a colon after the greeting to introduce the body of your letter. [6] X Expert Source

• Only use the greeting “To whom it may concern” as a last resort if you don’t know the recipient’s name or title.
• If you typically address the recipient by their first name, it’s okay to address them as such in your letter.

Compose the body of the letter. Keep your letter clear, concise, and polite. Write in a formal tone and include at least 2 paragraphs about 5 sentences long that explain the purpose of your letter. Use a single space left-aligned format throughout, using the enter key to divide each paragraph. [7] X Trustworthy Source American Psychological Association Leading scientific and professional organization of licensed psychologists Go to source

In the first paragraph, start with a friendly opening that briefly states the reasoning or goal of your letter. [8] X Expert Source

• “I am writing to confirm our arrangements for Sunday, March 26th in the Plaza Hotel at 6 PM. As we discussed, I will have the necessary paperwork on hand, along with additional information you may need. I believe this partnership will benefit both of our companies…”

• “Since we last spoke, the Baking It website has gained over 50% more traffic and earned 11% more income through ads and affiliate links. Combining our expertise will certainly help us grow even more…”

• “I have enclosed the initial deposit and will forward the remaining amount by Monday, March 27th, our agreed-upon date. I cannot thank you enough for supporting my business endeavors, and I look forward to working with you. Please reach out at (555)888-9000 if you have any questions…”

• If you’re printing your letter, leave enough space between your goodbye and printed name to physically sign your name.
• If you’re emailing your letter, digitally sign the document.

Add an enclosure to the bottom of the document if you’ve attached materials. If you’re sending other documents or paperwork along with your letter, note how many documents are enclosed. Write “Enclosure:” along with the number of items below your signature. [9] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source

AMS Style Letter

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• If you’re using a letterhead, you don’t need to put the sender’s address. Instead, begin the letter with the date in the top left corner.

Place the date directly below your address. Don’t leave a blank line between the sender’s address and date, as this is one of the ways an AMS style letter differs from the traditional block style. [11] X Research source

Write the recipient’s address a line below the date. Skip a line after the date and list the recipient's name, company, and address. Keep this left aligned as well. [12] X Research source

• For instance, your subject line could be something like, “YOU’RE INVITED TO METROPOLITAN MEDICAL CONFERENCE” or “YOUR PRESENCE IS REQUESTED IN TOWN SQUARE.”
• If you’re sending your letter via email, make sure to also include a non-caps subject line in the email’s title field, even if it conveys the same message.

Put together the body of your letter. As with any formal letter, keep the body of your letter short, simple, and to the point. [14] X Expert Source

Shannon O'Brien, MA, EdM
Life & Career Coach Expert Interview. 25 May 2021. Express what you need or want from the recipient right away, detail any information that may be necessary to prove your points, and then provide a solution or call for action.

• Introduce your reason for writing them in the first paragraph.
  • “On behalf of the University of Tennessee’s Arts Department, we would like to invite you and your family to a benefit banquet on Saturday, March 25th at the Tennessee Performing Arts Center. Your contribution to the theatre has not gone unnoticed, and we’d like to honor you as a leading Fine Arts professor…”
• Explain any further details or points in your second paragraph.
  • “As my resume indicates, I have hands-on experience working in the culinary field. I am have managed ten kitchens while implementing dining room customs and design changes…”
• Use a formal and polite tone while discussing your topic, even if your letter addresses an unfortunate circumstance. [15] X Expert Source

  

  • Leave enough space for a physical or digital signature.

  

  Add any enclosures. Enclosures are extra materials sent with your letter. Write the word “Enclosure” below your signature, and then list the names of the enclosed materials. Only do this if you have other materials attached with the letter. [17] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source