Letter layout for free#
Letter layout how to#

Your typed signature marks the end of your letter, and while you can write a postscript (P.S.) containing additional information, it is better to include all pertinent details in the body of the letter itself so nothing is accidentally overlooked. Your actual handwritten signature is to be inserted between these two printed lines, written in ink. Leave several lines after the closing and type (or print) your name. Only the first word of the closing should be capitalized. Skip one line after the last paragraph of the body of the letter and type the closing. It is best to use short, clear, logical paragraphs to state your business. Keep in mind the rules outlined above regarding brevity and coherence. Skip one line after the salutation and begin the body of the formal letter. Here are some examples of each salutation: Furthermore, if the person has a specific title, such as May be used if you don't know the marital status of a woman. If you don't know whether the person you are addressing is a man or a woman, you may begin with The most usual greeting isįollowed by the person's name and punctuated with a colon. Your choice of salutation depends on whether you know the intended recipient of the formal letter.

Skip one line after the inside address and then type the salutation. This address is usually placed four lines below the heading if a word processor is used or one line below the heading if the letter is handwritten. You should try to address the formal letter to a specific person, but if you do not know his or her name, try to at least include his or her title. The inside address consists of the name and address of the person to whom you are writing. Using block format, the heading goes in the top left-hand corner of the page. Telephone numbers and email addresses are not usually included here, but they are acceptable. The heading consists of your address (but not your name) and the date.

Letter layout how to#

How to format a formal letterĪdhering to the standard conventions of good formal letter writing and presenting your letter attractively will help ensure that the recipient considers your thoughts seriously and gives them the attention and consideration they deserve.

Letter layout for free#

You can also search for free templates online. Equally important-don't forget to sign the letter! Check out our letter-writing ebook, which features several examples of formal letters. Make sure the recipient is addressed properly and that his or her name is spelled correctly. Use high-quality paper and a matching envelope for your formal letter. Errors will diminish the impact of the statement or impression you are trying to make. If this formal letter is important enough for you to take the time to write, don't rush its completion. It is a good idea to have someone else proofread your formal letter, even after you have done so, as it is easy to overlook errors in something you have read many times. Check the grammar and punctuation for correctness and make sure the sentences are complete. Use the spellchecker on your computer and then re-read the letter yourself, as the spellchecker will not catch every error. Once you have written your formal letter, check the grammar and spelling carefully. Take a look at our formal letter example to see what tone is appropriate. Be polite and respectful, even if you are complaining. Avoid the following: slang or jargon contractions such as I'm, can't, it's and vague words such as good and nice. Use an appropriate toneĪ business or formal letter should be written in a tone that is slightly more formal than your everyday language. Consider which words are necessary and which are not. In short, this means that every word you write should serve a purpose. This requires not that the writer make all sentences short, or avoid all detail and treat subjects only in outline, but that every word tell. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This excerpt from Strunk and White's The Elements of Style (4 th edition) provides the perfect rule of thumb: Try to avoid flowery language or long words. State the purpose of your formal letter in the first paragraph and don't veer from the subject. However, it is still occasionally necessary to present a formal letter to obtain information, to apply for an academic program or a job, to write a complaint letter, or simply to express your opinion in an effective and coherent manner. In today's email-driven society, the need to write a formal letter rarely arises.