Good formatting is the part of a letter people notice without realising it. Get the layout right and your message reads as clear and professional; get it wrong and even a well-written letter looks careless. This guide covers the parts of a letter, where each one goes, the three standard formats, and the small details — fonts, spacing, punctuation — that make the difference. For the writing side, see our guide to writing a letter.
The parts of a letter and where they go
Every formal letter is built from the same parts. Once you know what they are and where they sit on the page, the formatting takes care of itself.
- Date: write it out in full, like "November 30, 2025."
- Sender's address: near the top, above the recipient's details.
- Recipient's address: below the date, on the left.
- Salutation: the greeting, such as "Dear Mr. Smith," — more on this in our salutations guide.
- Body: the message itself, in short paragraphs.
- Closing: a polite sign-off like "Sincerely," with space for your signature.
- Signature: your handwritten signature where you can, with your name typed below.
| Element | Where it goes |
|---|---|
| Date | Top, often upper right |
| Sender's address | Top, above the recipient |
| Recipient's address | Below the sender's address |
| Salutation | Directly above the body |
| Body | The middle, with all your detail |
| Closing | Below the body |
| Signature | Under the closing |
Block, modified block, and indented styles
There are three layouts you'll actually use. Block is the safe default for business — everything left-aligned, no indents, a blank line between paragraphs. Modified block moves the date and sign-off to the centre. Indented is the traditional look, with the first line of each paragraph tabbed in.
| Feature | Block | Modified block | Indented |
|---|---|---|---|
| Alignment | All left | Date and sign-off centred | Paragraphs indented |
| Spacing | Single, blank line between paragraphs | Same as block | Double-spaced |
| Best for | Business letters | A slightly softer formal look | Traditional or personal letters |
Whichever you choose, stay consistent. Mixing indented paragraphs with a centred date in one letter is the kind of thing readers feel even if they can't name it.
Format your letter in seconds
If you'd rather not set this up by hand, our free formal letter generator lays the letter out correctly and lets you edit the wording.
Types of formal letters
"Formal letter" covers a few different jobs, and the format flexes slightly with each. Business correspondence — cover letters, inquiries, complaints, order letters — goes between organisations and people outside them, so it's the strictest. Internal professional letters — recommendations, appreciation notes, resignations, memos — stay formal but can relax a little, since you usually know the reader.
The components are much the same either way:
| Element | What it's for |
|---|---|
| Header | Your name, title, company, and contact details |
| Date | Below your contact details |
| Recipient's information | Name, title, company, and address |
| Salutation | A formal greeting, e.g. "Dear Mr./Ms. [Last name]" |
| Body | Short paragraphs that stick to the point |
| Closing | A professional sign-off such as "Sincerely" or "Best regards" |
| Signature | Signed and typed name |
Always aim the letter at a specific person. If you can't find a name, address it to the relevant department or, as a last resort, "To Whom It May Concern."
Salutations, closings, and punctuation
The greeting sets the tone. Use a title and last name where you can — "Dear Dr. Johnson," — and fall back to "Dear Hiring Manager" or "To Whom It May Concern" only when you genuinely can't find a name. For the closing, "Sincerely," "Best regards," or "Yours faithfully" all work; leave a few blank lines for your signature.
On punctuation: a comma after the greeting is standard, a colon ("Dear Mr. Smith:") reads as a touch more formal. Pick one and use it consistently through the letter.
When you don't know who you're writing to
It happens. A few ways to stay professional without a name:
- Address the role or team: "Dear Hiring Manager" or "Dear Human Resources Department."
- Use a general salutation as a last resort: "To Whom It May Concern" or "Dear Sir or Madam."
- Do a little digging first — a company website or LinkedIn often turns up the right name, and a named letter always reads as more considered.
The three business letter formats in full
Full block
The simplest option: everything aligned left, no indents, a blank line between paragraphs. If you're unsure, use this one.
[Your Name] [Your Address] [City, State ZIP Code] [Date][Recipient's Name] [Recipient's Title] [Recipient's Company] [Recipient's Address] [City, State ZIP Code]Dear [Recipient's Name],[Opening line][Body: your main points][Closing line]Sincerely, [Your Name]
Indented paragraphs
A more traditional look. The first line of each paragraph is indented, and the date and sign-off sit to the right.
[Your Name] [Your Address] [City, State ZIP Code] [Date][Recipient's Name] [Recipient's Title] [Recipient's Company] [Recipient's Address] [City, State ZIP Code] Dear [Recipient's Name], [First point, indented] [Body, indented, no gap between paragraphs] [Closing, indented] Sincerely, [Your Name]
Blocked paragraphs
A middle ground: text stays left-aligned like full block, but the date and closing move toward the centre.
[Your Name] [Your Address] [City, State ZIP Code] [Date][Recipient's Name] [Recipient's Title] [Recipient's Company] [Recipient's Address] [City, State ZIP Code]Dear [Recipient's Name],[Body, left-aligned with space between paragraphs][Closing line] Sincerely, [Your Name]
Fonts and spacing
Use a clean, readable typeface at a normal size. Any of these are safe:
- 11-point Calibri or Arial
- 12-point Times New Roman
- 11-point Georgia
- 10-point Lucida Sans Unicode
Keep body text single-spaced with a blank line between paragraphs (double-spacing is for drafts you'll mark up). Stick to one-inch margins, and don't justify the text — left-aligned is easier to read. None of this is fussy detail for its own sake; it's what makes a letter look like you took it seriously.
