SAMPLE LETTER FORMAT

ARTICLE TABLE OF CONTENTS

• Sample Letter Format
• Letter Template to Download
• Sample Letter (Text Version)
• Tips for Formatting Your Letter
• Check for Formatting Errors and Typos
• More Letter Writing Information

                                                                   

Your job application is a step-by-step process, and well-written material can be a difference-maker at each step n the process. Learn to write effective letters and emails, including cover letters, resignation letters, job offer letters, and more.

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 seems professional. 

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

The following sample letter format illustrate the information you need to include when writing a letter, along with advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Sample Letter Format

Contact Information(include your contact information unless you are writing on letterhead that already it.)

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 extremely well. If you do not know the person's gender, you can write out their full name. For instance, "Dear Pat Crody " instead of "Dear Mr. Crody" or "Dear Ms. Crody."If you do not know the recipient's name, it's still commom and acceptable to use the old-fashioned "To Whom It May Concern.")

Body of Letter 

The first paragraph of your letter should provide an introduction as to why are writing so that your reason for contacting the person is obvious from the beginning.

Then, in the following paragraphs, provide specific details about your request or the information you are providing.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.

Closing  

Best regards, (Closing Examples)

Signature   

Handwritten Signature (For a hard copy letter, use black or blue ink to sign the letter.)

Typed Signature

Letter Template to  Download

Here is a sample letter that you can download (compatible with Google Docs and Word Online), or you can see the text you can see the text below. Note that in this example, Nicole knows Jason Andrews well enough to use his first name in the salutation.

                                         

              ⬇  Download the Word Template

Sample Letter (Text Version)

Nicole Thomas
35 Chestnut Street
Dell Village, Wisconsin 54101
555-555-5555
nicole@thomas.com

May 6, 2020

Jason Andrews
Manager
LMK Company
53 Oak Avenue, Ste 5
Dell Village, Wisconsin 54101

Dear Jason,

I’m writing to resign my position as customer service representative, effective June 15, 2020.

I’ve recently decided to go back to school, and my program starts in early September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and 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 and 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

Tips for Formatting Your Letter 

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

• Your letter should be sample and focused; make the purpose of your letter clear.
• Left justify your letter.
• Single space your letter and leaves 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 link 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 Types

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 types. This is important as it's often easier to spot errors on a hard copy.

Tips: 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 there are 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:

Start With the Basics

Start with the basics on how to wite a business letter using a general format, and review various business letter templates. In addition, you can look at these employment-related business letter examples. Review more details about formatting and take a look at another examples of a business letter format.

Review Examples

If you like to learn by looking at examples, there are many types of business letters to choose from, such as cover letters, interview thank-you letters, follow-up letters, job acceptance or rejection letters, resignation letters, and appreciation letters. you'll find all those along with samples of business and employment-related letters in this review of letter samples.

Send an Email Business Message

Not all business letters are printed out and mailed. If you plan to send an email, review these guidelines for professional emails and letter writing.