How to Write a Formal Letter: Complete Professional Guide with Examples [2025]

TL;DR - Quick Answer

A formal letter follows a structured format with your address at the top, the date, recipient's address, a professional salutation, clear body paragraphs, and a formal closing. Whether you're writing a job application, business inquiry, complaint letter, or official request, the key is maintaining professional tone while clearly stating your purpose in the opening paragraph.

The standard format includes block style (left-aligned), professional fonts like Arial or Times New Roman in 11-12pt, one-inch margins, and single spacing with double spacing between paragraphs. Keep your letter to one page when possible, and always proofread before sending.

For job applications specifically, your formal letter serves as your first impression. Consider using an AI cover letter generator to ensure your letter hits all the right marks while saving valuable time in your job search.

Key Takeaways

• Structure is essential: Include sender's address, date, recipient's address, salutation, body paragraphs, and closing signature in every formal letter

• Professional tone matters: Use formal language, avoid contractions, and maintain respectful address throughout the letter

• Purpose in first paragraph: State why you're writing within the first 2-3 sentences so the recipient immediately understands your intent

• One page is ideal: Keep formal letters concise—most should be 250-400 words unless the situation requires additional detail

• Proofread meticulously: A single spelling or grammar error can undermine the professionalism of your entire letter

Introduction: Why Formal Letters Still Matter in the Digital Age

In an era where instant messaging and quick emails dominate communication, you might wonder if formal letters still hold any relevance. The answer is a resounding yes. According to business communication research, formal letters remain one of the most respected forms of professional correspondence, conveying a level of seriousness and respect that casual communication simply cannot match.

Think about it: when you receive a beautifully formatted formal letter versus a hastily typed email, which one commands more attention? Studies on professional communication indicate that printed business letters create lasting impressions and are often archived for important records. Whether you're applying for your dream job, lodging an official complaint, requesting important information, or communicating with government agencies, knowing how to write a professional cover letter or any formal correspondence is a crucial career skill.

In this comprehensive guide, you'll learn exactly how to write a formal letter that gets results. We'll cover the essential components, proper formatting, different letter types, and provide real examples you can adapt for your specific needs. By the end, you'll have the confidence to craft formal letters for any professional situation.

Understanding formal letter writing also helps with cover letters for job applications, which follow many of the same principles but with specific adaptations for the hiring process.

What Is a Formal Letter? Understanding the Basics

A formal letter is a type of written correspondence used for official, professional, or business purposes. Unlike informal letters written to friends or family, formal letters follow strict formatting conventions, use professional language, and address the recipient with appropriate titles and respect.

Key Characteristics of Formal Letters

• Professional tone: No slang, contractions, or casual expressions

• Structured format: Specific placement of addresses, dates, and content sections

• Clear purpose: The reason for writing is stated explicitly early in the letter

• Respectful address: Proper use of titles (Mr., Ms., Dr.) and formal salutations

• Objective language: Facts and requests presented without excessive emotion

Understanding these basics is similar to learning what to include in a cover letter—both require precision, professionalism, and purpose-driven writing.

Formal Letters vs. Informal Letters: Key Differences

Types of Formal Letters: A Complete Overview

Formal letters serve many purposes, and understanding the different types helps you choose the right approach for your situation. Here are the main categories of formal letters you might need to write:

1. Job Application and Cover Letters

Perhaps the most common formal letter you'll write is a cover letter for a job application. These letters introduce you to potential employers, highlight your qualifications, and express your interest in a specific position. A well-crafted cover letter can be the difference between landing an interview and being overlooked.

If you're new to the workforce, learning how to write a cover letter for an internship or understanding cover letters for entry-level positions can give you a significant advantage.

2. Business Inquiry Letters

Business inquiry letters request information about products, services, prices, or business opportunities. These letters should be clear about what information you need and why you need it. They're essential for vendor relationships, partnership exploration, and business research.

• Product inquiries: Requesting catalogs, specifications, or pricing information

• Service inquiries: Asking about availability, terms, and conditions

• Job inquiries: Expressing interest in employment opportunities

• Information requests: Seeking data for research or decision-making

3. Complaint Letters

When products or services don't meet expectations, a formal complaint letter documents the issue and requests resolution. These letters should maintain professionalism even when expressing dissatisfaction—the goal is to resolve the problem, not create an adversary.

The Federal Trade Commission recommends including your contact information, account numbers, specific details about the problem, and a clear statement of what resolution you expect.

4. Request Letters

Request letters formally ask for something—whether it's information, permission, assistance, or action. These range from requesting time off work to asking for official documents or recommendations.

5. Resignation Letters

When leaving a job, a formal resignation letter provides official documentation of your departure. It should state your intention to resign, your last working day, and express gratitude for opportunities received.

6. Thank You Letters

After job interviews or receiving assistance, formal thank you letters show professionalism and gratitude. Our thank you letter generator can help you craft the perfect follow-up.

7. Recommendation Request Letters

When you need someone to vouch for your abilities or character, a formal request letter ensures you make the ask professionally and provide all necessary information for them to write a strong recommendation.

The Standard Formal Letter Format: A Step-by-Step Guide

Whether you're writing a business letter, job application, or official request, following the proper format ensures your letter looks professional and is easy to read. Here's the standard structure used in formal letter writing:

1. Your Contact Information (Sender's Address)

Position your full name, street address, city, state/province, postal code, phone number, and email address at the top left of the letter. If you're using company letterhead, this information is typically pre-printed.

• Include your full name

• Street address on one or two lines

• City, State/Province, Postal Code

• Phone number (optional but recommended)

• Email address (optional but recommended)

2. Date

Write the full date one line below your address. Use the formal date format appropriate for your region:

• US format: November 15, 2025

• UK format: 15 November 2025

• International (ISO): 2025-11-15

3. Recipient's Information

Leave one blank line after the date, then include the recipient's full information:

• Recipient's full name with title (Mr., Ms., Dr., etc.)

• Their job title or position

• Company or organization name

• Full street address

• City, State/Province, Postal Code

If you're unsure how to address the recipient, our guide on how to address someone in a cover letter provides helpful strategies for various situations.

4. Subject Line (Optional but Recommended)

A subject line helps the recipient immediately understand your letter's purpose. Format it as:

Subject: Job Application for Marketing Manager Position

Or:

RE: Invoice #12345 - Payment Inquiry

5. Salutation (Greeting)

The salutation sets the tone for your entire letter. Always use 'Dear' followed by the appropriate title and name:

• When you know the name: Dear Mr. Johnson, / Dear Ms. Smith, / Dear Dr. Williams,

• When gender is unknown: Dear Jordan Taylor, (use full name)

• When name is unknown: Dear Hiring Manager, / Dear Sir or Madam, / To Whom It May Concern,

For more options, check our comprehensive guide on how to start a cover letter without a name.

6. Body Paragraphs

The body is where you communicate your message. Structure it into clear paragraphs, each with a specific purpose:

Opening Paragraph (Introduction): State your purpose for writing immediately. The recipient should know why you're contacting them within the first two sentences. If someone referred you, mention this here.

Middle Paragraphs (Body): Provide details, evidence, and supporting information. For job applications, highlight relevant qualifications. For complaints, explain the situation. For requests, justify your ask. Each paragraph should focus on one main point.

Closing Paragraph (Conclusion): Summarize your request, suggest next steps, and thank the reader for their time and consideration. Include a call to action if appropriate.

Understanding how many paragraphs a cover letter should have helps you structure any formal letter effectively.

7. Closing

Choose a formal closing that matches your relationship with the recipient:

• Sincerely, — Most common and always appropriate

• Yours faithfully, — When you don't know the recipient's name (UK style)

• Yours sincerely, — When you know the recipient's name (UK style)

• Respectfully, — For government officials or highly formal situations

• Best regards, — Slightly less formal but still professional

Learn more professional closings in our guide on how to end a cover letter.

8. Signature

Leave 3-4 blank lines after your closing for your handwritten signature (if sending a physical letter), then type your full name. You may also include your title or credentials below your name.

Essential Formatting Guidelines for Formal Letters

Proper formatting makes your letter look professional and easy to read. Follow these guidelines to ensure your formal letter makes the right impression:

Font Selection

Choose a professional, readable font. The most widely accepted options are:

• Times New Roman — Classic and universally accepted

• Arial — Clean and modern

• Calibri — Microsoft default, professional appearance

• Georgia — Elegant alternative to Times New Roman

• Garamond — Traditional and sophisticated

For detailed font recommendations, see our guide on what font to use for a cover letter.

Font Size

Use 11 or 12-point font for the body text. Your name at the top can be slightly larger (14-16 point) if desired. Never go smaller than 10.5 point, as this strains readability. Learn more about optimal sizing in our cover letter font size guide.

Margins and Spacing

• Margins: One inch on all sides (top, bottom, left, right)

• Line spacing: Single-spaced within paragraphs

• Paragraph spacing: Double-space (one blank line) between paragraphs

• Alignment: Left-aligned (block format) is standard

Our complete guide on what spacing a cover letter should be covers these details in depth.

Letter Length

Formal letters should be concise and focused. The ideal length is:

• One page: Standard for most formal letters

• 250-400 words: Typical word count

• 3-4 paragraphs: Standard structure for body content

Wondering about length specifics? Check out how long a cover letter should be for detailed guidance.

Expert Tips for Writing Effective Formal Letters

Beyond formatting, the content and style of your letter determine its effectiveness. Here are expert-backed tips to make your formal letters more impactful:

1. Research Your Recipient

Whenever possible, find the specific person who will receive your letter. A letter addressed to 'Mr. James Thompson, Director of Human Resources' is far more impactful than one addressed to 'To Whom It May Concern.' LinkedIn, company websites, and phone calls can help you identify the right contact.

2. Get to the Point Quickly

Your first paragraph should immediately clarify why you're writing. Busy professionals appreciate directness. According to Purdue OWL's business writing guidelines, you should state your main point within the first two sentences.

3. Use Active Voice

Active voice makes your writing stronger and more direct:

• Active: 'I managed a team of 15 employees.' (Stronger)

• Passive: 'A team of 15 employees was managed by me.' (Weaker)

4. Avoid Jargon and Overly Complex Language

Write clearly and concisely. While formal letters require professional language, they shouldn't be stuffed with unnecessary complexity. The University of North Carolina's Writing Center recommends using simple words over complicated ones when they convey the same meaning.

5. Be Specific and Provide Evidence

Vague statements don't persuade. Instead of 'I have experience in sales,' write 'I increased regional sales by 34% over two years, generating $2.4 million in new revenue.' Numbers and specific achievements make your claims credible.

Learn how to incorporate metrics effectively in our guide on how to add measurable achievements to an AI cover letter.

6. Maintain Consistent Tone

Your tone should remain professional throughout. Avoid shifting between formal and casual language. If you begin with 'Dear Mr. Johnson,' don't end with 'Cheers' or 'Thanks!'

7. Proofread Multiple Times

According to career experts, a single typo or grammatical error can undermine an otherwise perfect letter. Read your letter aloud, use spell-check, and have someone else review it before sending.

Expert Insights on Formal Letter Writing

'In the business world, printed letters are a valuable and significant part of every communication strategy. As one of the most formal documents you can send, a letter conveys a high degree of respect to its recipient.'

— Purdue Online Writing Lab (OWL), Professional Writing Resources

'The essential rule in writing a complaint letter is to maintain your poise and diplomacy, no matter how justified your gripe is. You want to persuade your reader, not antagonize them.'

— Federal Trade Commission, Consumer Complaint Guidelines

'Sending a letter is your way of saying that the recipient matters. In an age of instant digital communication, a well-crafted formal letter demonstrates thought, effort, and respect.'

— University of North Carolina Writing Center

Formal Letter Examples and Templates

Learning from examples is one of the best ways to master formal letter writing. Below are templates you can adapt for various situations:

Example 1: Job Application Formal Letter

[Your Name]

[Your Address]

[City, State ZIP]

[Your Email] | [Your Phone]

[Date]

[Hiring Manager's Name]

[Company Name]

[Company Address]

[City, State ZIP]

Dear Mr./Ms. [Last Name],

I am writing to express my strong interest in the [Job Title] position at [Company Name], as advertised on [where you found the job]. With my [X years] of experience in [relevant field] and proven track record in [key skill], I am confident I can make valuable contributions to your team.

In my current role at [Current Company], I have [specific achievement with metrics]. This experience has equipped me with the skills to [relate to job requirements]. Additionally, my background in [relevant skill] aligns perfectly with your need for [job requirement from posting].

I am particularly drawn to [Company Name] because of [specific reason—company values, mission, recent project]. I would welcome the opportunity to discuss how my experience can benefit your organization.

Thank you for considering my application. I look forward to the possibility of discussing this opportunity with you.

Sincerely,

[Your signature]

[Your typed name]

For more job application examples, explore our cover letter examples for different jobs or browse role-specific examples like software engineer cover letters or nursing cover letters.

Example 2: Business Inquiry Letter

[Your Company Name]

[Your Address]

[City, State ZIP]

[Date]

[Recipient Name]

[Recipient Title]

[Company Name]

[Company Address]

Dear Mr./Ms. [Last Name],

Subject: Inquiry About [Product/Service]

I am writing on behalf of [Your Company] to inquire about your [product/service]. We are currently seeking suppliers for [specific need], and your company has been recommended as a potential partner.

Specifically, we would like to request information about product specifications, pricing structures for bulk orders, minimum order quantities, delivery timelines, and warranty policies.

Our company processes approximately [volume] units monthly, and we anticipate this need increasing over the next [timeframe]. Please send the requested information to the address above or email it to [your email].

Thank you for your attention to this request. I look forward to your response.

Sincerely,

[Your Name]

[Your Title]

Example 3: Complaint Letter

[Your Name]

[Your Address]

[City, State ZIP]

[Email] | [Phone]

[Date]

[Customer Service Manager]

[Company Name]

[Company Address]

Dear Customer Service Team,

RE: Order #[Number] - Defective Product

I am writing to formally complain about a defective [product name] I purchased from your store on [date]. Despite following all usage instructions, the product [describe the problem specifically].

I purchased this item for $[amount] at your [location/website], and my receipt number is [number]. I first noticed the issue on [date], approximately [time period] after purchase.

To resolve this matter, I would appreciate [state exactly what you want: refund, replacement, repair, etc.]. I have enclosed copies of [relevant documents: receipt, warranty, photos of damage].

I expect a response within [reasonable timeframe, e.g., 14 business days]. If I do not hear from you by [date], I will consider filing a complaint with the appropriate consumer protection agency.

Thank you for your attention to this matter.

Sincerely,

[Your Name]

Enclosures: [List enclosed documents]

Common Mistakes to Avoid in Formal Letters

Even experienced professionals make these errors. Avoid them to ensure your formal letters achieve their purpose:

1. Using an Inappropriate Salutation

Starting with 'Hey' or 'Hi there' immediately undermines your letter's professionalism. Always use 'Dear' followed by the appropriate title. When uncertain, our guide on how to address a cover letter with a name offers solutions for every scenario.

2. Being Too Lengthy or Too Brief

A three-page letter loses the reader; a three-sentence letter seems incomplete. Aim for one page with 3-4 substantial paragraphs that cover your purpose thoroughly but concisely.

3. Focusing on Yourself Instead of the Reader

Rather than 'I want this job because it would help my career,' write 'My experience in [skill] positions me to contribute immediately to your [specific company goal].' Show what you offer them.

4. Including Irrelevant Information

Every sentence should serve your letter's purpose. Personal anecdotes, unrelated achievements, and excessive background information distract from your main message.

5. Forgetting Contact Information

If the recipient wants to respond, they need your information. Always include multiple contact methods: phone number and email at minimum.

6. Sending Without Proofreading

Typos, grammatical errors, and formatting inconsistencies suggest carelessness. Read your letter multiple times, use spell-check, and ask someone else to review it.

7. Using an Unprofessional Email Format

If sending via email, don't use 'partyanimal99@email.com' for professional correspondence. Create a professional email address with your name.

See our complete guide on common mistakes to avoid in job application letters for more pitfalls to dodge.

Formal Letters in the Digital Age: Email vs. Printed

While the format remains similar, there are important differences when sending formal letters electronically versus physically:

When to Send a Physical Letter

• Legal documents requiring original signatures

• Formal business proposals where presentation matters

• Official government correspondence

• Thank-you letters after significant events

• When specifically requested by the recipient

When Email Is Appropriate

• Most job applications (unless mail is specified)

• Business inquiries requiring quick response

• Follow-up correspondence

• When recipients are in different geographic locations

• When speed is more important than formality

Email-Specific Considerations

When sending formal letters via email:

• Subject line: Clear and specific (e.g., 'Application for Marketing Manager - John Smith')

• Attachments: Mention any attachments in the body

• Format: Consider sending as both email body and PDF attachment

• Signature: Include a professional email signature with contact details

For job applications specifically, see our guide on how to email a resume and cover letter for best practices.

Industry-Specific Formal Letter Tips

Different industries have varying expectations for formal correspondence. Here's what to keep in mind:

Business and Finance

Conservative formatting is expected. Stick to traditional fonts, formal language, and precise figures. Always include reference numbers for accounts or transactions. Browse accountant cover letter examples for industry-specific inspiration.

Healthcare

Clarity is paramount. Use precise medical terminology where appropriate but ensure administrative staff can understand your letter. Include license numbers and certifications. See healthcare cover letter examples for templates.

Technology

While still professional, tech companies may be slightly more accepting of modern fonts and less rigid formatting. Focus on demonstrable skills and achievements. Check out software engineer cover letters and IT cover letter examples.

Education

Demonstrate your commitment to learning and student success. Include relevant certifications and teaching philosophy briefly. Our teacher cover letter examples provide excellent templates.

Creative Fields

While you have more latitude for personality, professionalism remains important. Let your portfolio speak for creativity while keeping your letter structured. See graphic designer cover letters for examples that balance creativity with professionalism.

Frequently Asked Questions About Formal Letters

What is the proper format for a formal letter?

A proper formal letter includes: your address and contact information at the top, the date, recipient's full address, a professional salutation (Dear Mr./Ms. Last Name), body paragraphs that state your purpose and provide details, a formal closing (Sincerely, Yours faithfully), and your signature with typed name. Use one-inch margins, single spacing within paragraphs, and double spacing between sections. Block format (everything left-aligned) is standard.

How do you start a formal letter?

Start with 'Dear' followed by the recipient's title and last name (e.g., 'Dear Ms. Johnson,'). If you don't know the name, use 'Dear Hiring Manager,' 'Dear Sir or Madam,' or 'To Whom It May Concern.' The first paragraph should immediately state why you're writing. Check our guide on how to start a cover letter for more options.

What are the 7 parts of a formal letter?

The seven essential parts of a formal letter are: (1) Sender's address and contact information, (2) Date, (3) Recipient's address, (4) Salutation/Greeting, (5) Body paragraphs (introduction, main content, conclusion), (6) Closing (Sincerely, etc.), and (7) Signature with typed name. Some letters also include a subject line and enclosure notation.

How do you end a formal letter professionally?

End with a professional closing such as 'Sincerely,' 'Yours faithfully,' 'Respectfully,' or 'Best regards.' Follow with 3-4 blank lines for your signature, then your typed name. Our comprehensive guide on how to sign off a cover letter provides 12+ professional options.

What's the difference between 'Yours sincerely' and 'Yours faithfully'?

In British English, 'Yours sincerely' is used when you know the recipient's name (you addressed them as 'Dear Mr./Ms. Smith'). 'Yours faithfully' is used when you don't know the name (you addressed them as 'Dear Sir or Madam'). In American English, 'Sincerely' is appropriate in both situations.

Should a formal letter be typed or handwritten?

Formal letters should almost always be typed for professional contexts. Typed letters are easier to read, appear more professional, and can be easily edited and saved. Handwritten letters are only appropriate for personal thank-you notes, condolence letters, or when specifically requested.

How long should a formal letter be?

Most formal letters should be one page maximum, typically 250-400 words. This usually means 3-4 paragraphs: an introduction stating your purpose, 1-2 body paragraphs with details, and a conclusion with your request or call to action. For specifics, see our guide on how many words a cover letter should be.

What font and size should I use for a formal letter?

Use professional fonts like Times New Roman, Arial, Calibri, or Georgia in 11 or 12-point size. Avoid decorative or unusual fonts. Learn more in our cover letter font guide.

How do I address a formal letter to an unknown recipient?

When you don't know the recipient's name, use 'Dear Hiring Manager,' 'Dear Sir or Madam,' 'Dear Customer Service Team,' or 'To Whom It May Concern.' Our guide on how to address a cover letter without a name provides detailed strategies.

Can I use bullet points in a formal letter?

Yes, bullet points are acceptable in formal letters when listing multiple items, qualifications, or requests. They improve readability and help important information stand out. However, don't overuse them—your letter should still flow as coherent prose.

Do I need to indent paragraphs in a formal letter?

In modern block format (the most common style), paragraphs are NOT indented. Instead, align everything to the left and use a blank line between paragraphs. See our guide on whether to indent paragraphs in cover letters for detailed formatting rules.

What should I do if I make a mistake in a formal letter?

If you're typing the letter (which you should be), simply correct the error before printing or sending. Never send a letter with visible corrections, white-out, or handwritten changes. If you notice an error after sending an email, send a brief follow-up apologizing for the error with the corrected information.

Conclusion: Master Formal Letter Writing for Professional Success

Writing effective formal letters is a fundamental professional skill that opens doors in business, academia, and career advancement. By following the structured format—sender's address, date, recipient's address, salutation, body paragraphs, closing, and signature—you create correspondence that commands respect and achieves results.

Remember the key principles: maintain professional tone throughout, state your purpose clearly in the opening paragraph, provide specific supporting details in the body, and close with a clear call to action. Whether you're applying for jobs, making business inquiries, filing complaints, or requesting information, these fundamentals ensure your message is received as intended.

For job applications specifically, formal letter skills directly translate to writing compelling cover letters. If you want to save time while ensuring professional quality, our AI cover letter generator creates personalized, professional letters in under 60 seconds. Simply upload your resume and paste the job description, and you'll have a polished cover letter ready for your application.

Don't let poor communication hold back your professional goals. With the knowledge from this guide and the right tools at your disposal, you're equipped to write formal letters that make lasting positive impressions. Start practicing today, and watch how proper professional correspondence transforms your career opportunities.

Ready to create professional cover letters quickly? Try our free AI cover letter generator and see the difference professional formatting and content can make in your job search.