Free formal letter format template

Key Elements of a Formal Letter

Start with your contact details aligned to the left of the page. Include your full name, address, phone number, and email. Below this, write the recipient’s details (name, position, company, and address), followed by the date.

Salutation

Begin the letter with a respectful greeting. Use “Dear [Title] [Last Name],” unless you are addressing a group or a company, in which case, “To Whom It May Concern” is suitable.

Introduction

Clearly state the purpose of your letter in the first paragraph. Be direct but polite. If you are requesting something, specify it early.

Body of the Letter

Use the body to expand on your request or concern. Break the information into short, clear paragraphs. Start each paragraph with the main point, followed by relevant details and supporting information. Stay concise and formal.

Conclusion

End the letter by reinforcing your main point. If requesting action, kindly remind the recipient of the steps to follow. Express gratitude for their time and attention.

Closing

Sign off with “Sincerely,” followed by your name. If it’s a printed letter, leave space for your signature.

Sample Formal Letter Format

[Your Name]
[Your Address]
[City, State, ZIP]
[Email Address]
[Phone Number]  [Date][Recipient's Name][Recipient's Position][Company Name][Company Address][City, State, ZIP]Dear [Title] [Last Name],[Introductory Paragraph: Clearly state the purpose of your letter.][Body Paragraphs: Provide details supporting your request or concern.][Closing Paragraph: Restate your request or thanks.]Sincerely,[Your Name]

Final Tips

• Keep the tone professional and polite.
• Avoid unnecessary details that don’t contribute to the letter’s purpose.
• Proofread your letter to correct any grammar or spelling mistakes.

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