How to Write a Letter
Write a clear, well-formatted letter for any occasion.
⚡Quick Answer
Write your address and date at the top, greet the recipient, state your message clearly in the body, then close with a polite sign-off and your signature. A well-structured letter — whether formal or personal — makes a strong impression and gets your point across effectively.
Step-by-Step Guide
Write the Header
At the top-right corner, write your full address followed by the date on the next line. Below that on the left, add the recipient's name, title, and address — this is essential for formal and business letters.
Greeting and Opening Paragraph
Begin with 'Dear [Name],' for formal letters or 'Hi [Name],' for informal ones — the salutation sets the tone for everything that follows. In your opening sentence, immediately state the purpose of your letter so the reader knows what to expect.
Body Paragraphs
Dedicate one paragraph per main point, keeping each tightly focused so your message is easy to follow. Use clear, direct language — in formal letters, avoid contractions and slang; in informal letters, a conversational tone is perfectly appropriate. Aim for two to four paragraphs total, and always lead each one with your strongest idea.
Closing, Signature, and Envelope
End with a closing phrase suited to your tone: 'Sincerely,' or 'Yours faithfully,' for formal letters, 'Best regards,' or 'Warm wishes,' for semi-formal, and 'Love,' or 'Take care,' for personal notes. Leave two to four blank lines for your handwritten signature, then print your full name below. When addressing the envelope, write the recipient's address in the center and your return address in the top-left corner.
Frequently Asked Questions
What is the correct format for a formal letter?
A formal letter follows a strict structure: **sender's address** and date at the top, followed by the **recipient's address**, a formal salutation, clear body paragraphs, and a polite closing with your signature. Each section serves a purpose — the header establishes identity, the salutation sets respect, and the closing leaves a professional impression. Stick to a clean font and generous margins for a polished look.
How do I start a letter if I don't know the recipient's name?
Use **'Dear Sir or Madam,'** or **'To Whom It May Concern,'** when the recipient is unknown — both are widely accepted in formal contexts. If you can find out the person's name or title through a quick search or phone call, doing so shows extra effort and makes your letter feel more personal. Avoid the generic 'Hello' in formal letters, as it can come across as unprofessional.
What's the difference between formal and informal letters?
**Formal letters** follow a strict structure, use professional language, avoid contractions, and include full headers — they're used for business, job applications, complaints, and official requests. **Informal letters** are written to friends and family, can skip the header entirely, and use a casual, personal tone. The key is matching your style and format to your audience and purpose.
How long should a letter be?
Most letters should be **one page** — roughly three to five paragraphs is the sweet spot for both formal and informal correspondence. Keep each paragraph focused on a single idea, and cut any information that doesn't directly serve your purpose. If you find yourself going beyond one page, consider whether the content could be better delivered in a report or email instead.