How To Write a Letter (With Types and Example)

Letters remain useful for job applications, recommendations, resignations, requests, complaints, formal notices, thank-you messages, and personal communication. A printed letter can provide a permanent record or signal formality, while a letter sent as an email attachment can preserve a polished layout.

Effective letters are purposeful, specific, and adapted to the recipient. The format matters, but the reader should never have to search for the reason you wrote, the action you request, or the deadline that applies.

How to write a letter in 10 steps

1. Define the purpose

Write one sentence that explains what the letter needs to accomplish. You might request information, recommend a candidate, resign from a position, thank a client, propose a service, or document a decision.

This sentence helps you identify what belongs in the letter. If a detail does not support the purpose or help the reader respond, consider removing it.

2. Identify the recipient

Confirm the recipient's name, title, organization, and mailing or email address. Use the spelling and professional title the person uses. If the letter concerns an application or formal process, review the instructions to ensure it reaches the correct office.

When you do not know a person's name, a role-based greeting such as “Dear Hiring Manager,” “Dear Admissions Committee,” or “Dear Customer Support Team” is usually more specific than “To Whom It May Concern.”

3. Choose formal or informal style

A formal letter uses a professional structure, direct language, and an appropriate closing. It suits employers, institutions, public agencies, clients, vendors, and recipients you do not know well.

An informal letter allows conversational language and flexible formatting. It suits friends, relatives, and close personal contacts. The relationship and purpose—not the delivery method—determine the tone.

4. Select a format

Full block format aligns every element with the left margin and leaves a blank line between paragraphs. It is clear, modern, and widely used for business letters.

Modified block format places the date, closing, and signature near the center or right while keeping the recipient address and body aligned left.

Semi-block or indented format indents the first line of each paragraph. It may appear more traditional and is less common in contemporary business communication.

Use one format consistently. If an organization supplies a template or letterhead, follow it.

5. Add the heading and date

For a printed business letter, include your name or organization, mailing address, phone number, and email address unless they already appear on letterhead. Add the date you send the letter.

You may omit your street address when privacy or the context makes it unnecessary, but make sure the recipient has an appropriate way to respond.

6. Add the inside address and salutation

List the recipient's name, title, organization, and full mailing address. Then add a greeting.

Common professional salutations include:

• Dear Ms. Rivera:

• Dear Dr. Chen:

• Dear Jordan Patel:

• Dear Hiring Manager:

• Dear Selection Committee:

A colon is traditional in formal U.S. business letters, while a comma is also common. Avoid guessing a person's honorific or gender. Using the full name can be a respectful alternative.

7. Write a direct opening

State the purpose within the first few sentences. A brief context sentence can be helpful, but avoid a long introduction that delays the main point.

Examples include:

• “I am writing to request approval for the revised training schedule.”

• “Please accept this letter as formal notice of my resignation.”

• “I am pleased to recommend Ana Morales for the research assistant position.”

• “Thank you for meeting with me on May 12 to discuss the account manager role.”

8. Develop the body

Organize the body into short paragraphs, each with one purpose. A practical sequence is:

1. Reason for writing

2. Essential background or evidence

3. Requested action or next step

Use names, dates, quantities, reference numbers, and deadlines where they help the reader act. Maintain a calm, factual tone in complaints or disagreements. Avoid unnecessary personal information and unsupported accusations.

9. Close professionally

Summarize the action you request, mention relevant attachments, and thank the recipient when appropriate. Choose a complimentary close that matches the relationship.

Common formal closings include:

• Sincerely,

• Respectfully,

• Kind regards,

• Best regards,

Leave space for a handwritten signature in a printed letter, then type your full name and title. For an electronic letter, use a typed name or an approved digital signature.

10. Edit and send

Check the recipient's name, organization, dates, numbers, tone, grammar, and attachments. Read the letter aloud to identify awkward sentences. Confirm that the envelope and letter use the correct address.

For sensitive or deadline-driven correspondence, select a delivery method that provides the appropriate security or tracking. Keep a copy of important letters and evidence of delivery when necessary.

Standard business letter structure

A full block business letter normally follows this order:

1. Sender's contact information

2. Date

3. Recipient's name and address

4. Optional subject or reference line

5. Salutation

6. Opening paragraph

7. Supporting paragraphs

8. Closing paragraph

9. Complimentary close

10. Signature and typed name

11. Enclosure or copy notation, if applicable

The subject line is optional but useful when the letter refers to an account, application, invoice, claim, or project. Do not include sensitive identifiers unless the recipient's process requires them and the delivery method is secure.

Common types of formal letters

Cover letter

A cover letter connects your experience with a specific job. It should explain why you are interested, select relevant evidence, and complement rather than repeat your resume.

Recommendation letter

A recommendation letter explains how the writer knows a candidate and provides specific evidence of the candidate's performance, skills, and character. The writer should accept only when able to give an honest, informed recommendation.

Resignation letter

A resignation letter states the decision to resign, the intended last day, and any appropriate transition information. It should remain concise and professional even when the reason for leaving is complicated.

Thank-you or follow-up letter

This letter expresses appreciation after an interview, meeting, referral, purchase, or favor. A useful follow-up mentions a specific detail and, when relevant, confirms the next step.

Inquiry letter

An inquiry requests information about a job, program, product, policy, or service. Ask focused questions and explain any deadline affecting your request.

Complaint letter

A complaint letter describes a problem and requests a specific remedy. Include dates, order or reference information, prior attempts to resolve the issue, and copies rather than originals of supporting records.

Proposal or sales letter

A proposal letter identifies the recipient's need, explains an offering, supports its value, and requests a next step. Avoid exaggerated claims and tailor the evidence to the recipient.

Acceptance or rejection letter

These letters document a decision involving employment, admission, an invitation, or a proposal. State the decision clearly and include any deadline, condition, or next step.

Request letter

A request letter asks for approval, assistance, records, leave, payment, or another action. Explain what you need, why it matters, and when a response is required.

Formal notice

A notice may document a change, deadline, cancellation, breach, or other official event. Some notices must contain legally required language or use a specified delivery method, so obtain appropriate guidance when legal rights are involved.

Common types of informal letters

Informal letters may include congratulations, condolences, appreciation, personal news, invitations, apologies, and letters to friends or relatives. They can begin with a warm greeting, use a natural voice, and end with a personal closing such as “Warmly,” “With love,” or “Take care.”

Even an informal letter benefits from a clear purpose and readable paragraphs. For sensitive topics, consider how the words may feel when read without your tone of voice.

Professional letter template

[Your name]
[Your title, if applicable]
[Your address]
[Phone number] | [Email address]

[Date]

[Recipient's name]
[Recipient's title]
[Organization]
[Street address]
[City, State ZIP code]

Subject: [Concise subject or reference]

Dear [Name or appropriate role]:

I am writing to [state the purpose clearly]. [Add one sentence of essential context.]

[Provide the facts, evidence, or explanation the reader needs. Organize longer information into short paragraphs or a concise list.]

[State the action you request, the relevant deadline, and how the recipient can respond.] Thank you for your time and consideration.

Sincerely,

[Signature for printed letter]

[Typed name]
[Title, if applicable]

Enclosure: [Document name, if applicable]
CC: [Name, if applicable]

Example of a professional letter

Elena Park
Operations Coordinator
North Valley Services
84 Cedar Avenue
Portland, OR 97205
elena.park@example.com | 555-014-0182

August 17, 2026

Marcus Lee
Facilities Director
Greenway Community Center
410 Westfield Road
Portland, OR 97209

Subject: Request to revise equipment-delivery schedule

Dear Mr. Lee:

I am writing to request approval to move the delivery of the training-room equipment from September 8 to September 10. Our supplier notified us that two required display units will not reach its distribution center in time for the original date.

Moving the delivery by two days would allow the complete order to arrive in one shipment and avoid a second installation visit. The installation team is available on September 10 between 9 a.m. and noon, and the revised date would not affect the first scheduled training session on September 14.

Please let me know by August 24 whether the revised schedule is acceptable. If September 10 is not available, I can coordinate an alternative with the supplier and installation team. Thank you for your consideration.

Sincerely,

Elena Park
Operations Coordinator

Tips for clearer letters

Use a descriptive subject

“Request to revise September delivery schedule” gives the recipient more information than “Schedule.”

Prefer specific verbs

Write “approve,” “send,” “confirm,” or “review” instead of vague phrases such as “take care of this.”

Separate facts from opinions

In a complaint or recommendation, support conclusions with dates, examples, outcomes, or direct observations.

Make the next step visible

Tell the reader who should do what and by when. If no response is required, say so.

Keep tone proportionate

Professional does not have to mean cold or ornate. Use courteous, ordinary language and avoid filler such as “I am writing this letter to inform you that” when “I am writing to confirm” is enough.

Check attachments

If the letter says an invoice, resume, form, or report is enclosed, confirm that it is actually included and correctly named.

Letter vs. email

Use a printed or signed letter when formality, a physical record, an original signature, or a required mailing method matters. Use email when speed, collaboration, or electronic records are more important. A formal letter can also be saved as a PDF and attached to an email.

Follow any instructions provided by the employer, institution, agency, or contract. Legal notices and regulated communications may require specific content and delivery, so ordinary business-letter advice may not be sufficient.

Dokie can help you turn rough notes into a well-structured professional letter. Provide the purpose, recipient, essential facts, desired action, and tone; then use Dokie to organize the information, reduce repetition, and create a clear draft suited to the situation.

Dokie can also help compare formal and concise versions or adapt a letter for email delivery. Check every name, date, address, attachment, and factual claim before sending, and remove sensitive information you do not need to share. For legal or regulated correspondence, use approved language and qualified guidance.

Frequently asked questions

How long should a professional letter be?

Many business letters fit on one page, but clarity is more important than an arbitrary limit. Use additional pages when necessary for complex information, while keeping the main request easy to locate.

What font should I use?

Choose a readable professional font such as Arial, Calibri, Georgia, Helvetica, or Times New Roman, usually at 10 to 12 points. Maintain consistent spacing and margins.

Should I use “Dear Sir or Madam”?

A name or role-based greeting is usually more specific. Use “Dear Hiring Manager,” “Dear Selection Committee,” or another accurate title when you cannot identify an individual.

Do I need to include my address?

Include it when the recipient needs to mail a response or when formal instructions require it. For an electronic letter, a phone number and email address may be sufficient if privacy or context makes a street address unnecessary.

How do I note an attachment or enclosure?

Below your signature, write “Enclosure:” or “Attachment:” followed by the document name. If you include several documents, list them or state the number.

Can I send a business letter by email?

Yes. You can place a shorter letter in the email body or attach a formatted PDF. Use a descriptive email subject, mention the attachment, and follow any submission instructions.