When writing a formal letter, you’ll need to use a format. I’ll go over basic letter formats and when you’ll want to use each of them. While the main parts of a letter will usually remain the same, changes in formatting can affect its presentation and professionalism.
While letter writing has fallen out of fashion, there are some instances when you may need to write one. It could be for a direct mail marketing strategy, non-profit flyers, or even personal correspondence.
Basic Letter Formats and When to Use Them
1. Block Format
This is the format you’ll see most often in business letters. Each line of information is aligned flush with the left side of the page. Include a space at the end of each paragraph.
When in doubt, use the block format unless you’ve been specifically told to use a different one. It is both widely used and accepted for formal letters.
Block Format Template:
Your Name
Address
Phone Number
Email (if applicable)
Date
Recipient’s Name
Title
Company
Address
Greeting:
Paragraph 1
Paragraph 2
Conclusion
Closing,
Your Signature
Your Name
Your Title
2. Modified Block/Semi-Block Format
Modified block, is a slightly altered version of the block format. You’ll indent your contact information, the date, the closing, your signature, and your name and title at the end of the letter.
While you can choose the amount of indentation on your own, the generally accepted rule is to indent to the center of the page. If you use a smaller indent, it is called semi-block format.
You may want to use a modified block/semi-block format when you want to highlight your professionalism, while also standing out from the crowd. Some good examples of this could include complaint letters to businesses, letters of inquiry for companies, or letters for public figures/government officials.
Modified Block Template:
(Centered) Your Name
Address
Phone Number
Email (if applicable)
Date
Recipient’s Name
Title
Company
Address
Greeting:
Paragraph 1
Paragraph 2
Conclusion
(Centered) Closing,
(Centered) Your Signature
(Centered) Your Name
(Centered) Your Title
3. Indented Format
The same elements centered/indented in modified block formatting are aligned with the right side of the page here. You’ll also single indent the first line of each paragraph in your letter’s body.
The indented format helps your letter stand out, but isn’t as common or widely accepted as others.
Indented Format Template:
(Right Indent) Your Name
Address
Phone Number
Email (if applicable)
Date
Recipient’s Name
Title
Company
Address
Greeting:
(Indent) Paragraph 1
(Indent) Paragraph 2
(Indent) Conclusion
(Right Indent) Closing,
(Right Indent) Your Signature
(Right Indent) Your Name
(Right Indent) Your Title
4. Simplified Format
The simplified letter format is one of the only formats that removes parts of the letter. Left-align everything as you would with a block format, but remove the greeting (replaced with a “Subject” line), closing, and signature.
Simplified formatting is most useful when you don’t know the name of your recipient or known them well enough that a formal greeting isn’t required.
Simplified Format Template:
Your Name
Address
Phone Number
Email (if applicable)
Date
Recipient’s Name (if known)
Title
Company
Address
Subject
Paragraph 1
Paragraph 2
Conclusion
Your Name
Your Title
5. Memorandum Format
Even more direct than the simplified format is the memorandum letter format. It simplifies the heading of a letter down to the most important elements and removes the closing and signatures.
This format is most often used for office communication and memos.
Memorandum Format Template:
To: Recipient(s)
From: Your Name/Department Name
Date: Current Date
Subject: The Letter’s Subject
Paragraph 1
Paragraph 2
Conclusion
Top Tips for Formatting Letters
There are some things you should always remember when formatting a letter:
- Check for formatting errors. Small mistakes can really stand out to readers. Double-check the formatting templates and guidelines and correct any errors.
- Use a grammar check. Always look out for typos and other grammatical mistakes. Grammar check sites like Grammarly and Scribens are incredibly helpful for catching hard-to-spot errors.
- Use basic fonts. Use basic fonts such as Arial, Times New Roman, etc., in your business letters. Exotic fonts are fine for personal letters but unprofessional.
- Be clear and to the point. Say only what you need to say and cut unnecessary information. Recipients should be able to clearly and quickly understand the point of your letter.
Summary
Correct formatting is essential for appearing professional in your formal letters. Once you’ve closed the envelope, that’s it. So refer to the guidelines and templates above as much as needed while writing to ensure your letters are formatted correctly.
FAQ
How Do You Format a Handwritten Letter?
When writing a formal letter, you’ll want to type it either on a computer or typewriter. Handwriting is fine for personal letters, though. This means you can use any format, or no format at all, for a handwritten letter.
