Formal Letter Format: Layout, Parts and a Template
The standard formal letter format is full block style: everything aligned to the left margin, single-spaced, with a blank line between each section. In order, a formal letter contains your address, the date, the recipient's name and address, an optional subject line, a salutation, the body, a closing, your signature and your typed name. Get those parts in the right order with consistent spacing and your letter will look professional before anyone reads a word.
Below is each part explained, a ready-to-use template, a sample letter, and the small conventions that differ between US and UK usage.
When you need a formal letter
Email has replaced letters for most daily communication, but formal letters still matter for:
- Job offers, resignations and references
- Complaints to companies or public bodies
- Letters to landlords, banks, insurers and solicitors
- Requests to schools and universities
- Official notices, appeals and permission requests
- Letters that may need to be kept as a record
Many of these are now sent as PDF attachments rather than on paper, but the format stays the same.
The parts of a formal letter, in order
1. Sender's address
Your street address, town or city, and postcode or ZIP code. Don't put your name here; it appears at the bottom under your signature. If you're using letterhead with your address already printed, skip this. Including your phone number and email below the address is common and useful.
2. Date
Write the date in full to avoid ambiguity.
- US style: November 5, 2026
- UK style: 5 November 2026
Avoid numeric-only dates like 05/11/2026, which mean different things in different countries.
3. Recipient's name and address
The person's name and title, their job title if relevant, the organisation, and the address.
Ms. Rachel Owusu Customer Relations Manager Northfield Energy Ltd 14 Harbour Road Bristol BS1 4XX
4. Subject line (optional)
A short line stating the letter's purpose, often beginning "Re:" or "Subject:", sometimes in bold. This is more common in UK and business correspondence and helps the recipient file the letter quickly.
Re: Account 448120, incorrect billing for September
5. Salutation
- If you know the name: Dear Ms. Owusu, or Dear Dr. Patel,
- If you know the role but not the name: Dear Hiring Manager,
- If you know nothing: Dear Sir or Madam, (traditional) or To whom it may concern, (acceptable but distant)
US convention puts a colon after the salutation in very formal business letters ("Dear Ms. Owusu:"); a comma is also widely used. UK convention is a comma, or no punctuation at all in some house styles. Punctuation after titles also differs: US English tends to write "Mr." and "Dr." with periods, while UK English usually writes "Mr" and "Dr" without.
6. Body
Most formal letters need three parts:
- Opening paragraph: State why you are writing in the first sentence or two.
- Middle paragraph(s): Give the details: facts, dates, reference numbers, what has happened and why it matters.
- Closing paragraph: Say what you want to happen next and by when, and how to reach you.
Keep paragraphs short. Use plain, polite language. If the letter is a complaint, stay factual; anger is easy to dismiss, while dates and documents are not.
7. Closing
The closing (or "complimentary close") is followed by a comma.
- Yours sincerely, used in UK English when you addressed the person by name.
- Yours faithfully, used in UK English when you began with "Dear Sir or Madam."
- Sincerely, or Sincerely yours, standard in US English.
- Kind regards, or Best regards, slightly less formal, common in business.
8. Signature and typed name
Leave about four blank lines for a handwritten signature on printed letters, then type your full name. Add your job title and organisation underneath if you're writing in a professional capacity. For letters sent electronically, a scanned signature or simply the typed name is usually fine.
9. Enclosures (if any)
If you're including documents, add "Enclosures:" or "Enc." below your name, listing them if helpful.
Formal letter template
[Your street address] [Town or city, postcode] [Phone] | [Email]
[Date]
[Recipient name and title] [Job title] [Organisation] [Street address] [Town or city, postcode]
Re: [Subject]
Dear [Title] [Surname],
[Opening: state the purpose of your letter in one or two sentences.]
[Details: explain the situation, including relevant dates, reference numbers and facts.]
[Action: state what you would like the recipient to do and by when. Mention any enclosed documents.]
Thank you for your time and attention to this matter.
Yours sincerely,
[Signature]
[Your full name] [Your job title, if relevant]
Enc. [List of documents]
Sample formal letter
27 Willow Lane Leeds LS6 2XX 07700 900123 | j.marsh@example.com
5 November 2026
Ms. Rachel Owusu Customer Relations Manager Northfield Energy Ltd 14 Harbour Road Bristol BS1 4XX
Re: Account 448120, incorrect billing for September
Dear Ms. Owusu,
I am writing to request a correction to my September bill, which charges me for usage at a property I left on 31 August.
I notified your customer service team of my move by phone on 18 August (reference CS-20931) and supplied a final meter reading of 41,208. The September bill nonetheless charges £86.40 based on an estimated reading. I have enclosed a copy of my tenancy end agreement and a photograph of the final meter reading.
Please cancel the September charge and confirm that my account has been closed. I would be grateful for a written response within 14 days. You can reach me at the phone number or email above.
Thank you for your help.
Yours sincerely,
[Signature]
James Marsh
Enc. Tenancy end agreement; meter reading photograph
Tone and language tips
- Be direct about your purpose. The reader should know why you're writing by the end of the first paragraph.
- Use full forms. "I am" rather than "I'm," "do not" rather than "don't," in very formal letters.
- Stay polite even when firm. "I would appreciate a response by 20 November" is firmer than it sounds.
- Avoid stiff, old-fashioned phrases such as "Please find enclosed herewith" or "I remain, sir, your humble servant." Modern formal writing is clear, not antique.
- Proofread names and numbers twice. A misspelled name or wrong account number undermines the whole letter.
If your draft reads too casual, a tone changer can suggest more formal phrasing. Run the finished letter through a grammar checker before sending, then read it once more yourself.
Formatting details
- Font: A clear, standard font such as Arial, Calibri or Times New Roman, at 11 or 12 point.
- Margins: Around 2.5 cm (1 inch) on all sides.
- Spacing: Single-spaced within sections, one blank line between sections and paragraphs.
- Length: One page if at all possible.
- Alignment: Left-aligned, not justified, for easy reading.
Semi-block and modified block formats, where the date and closing are indented or moved toward the centre, still exist but are less common now. Full block is the safest default.
FAQ
What is the difference between "Yours sincerely" and "Yours faithfully"?
In UK English, use "Yours sincerely" when you know the recipient's name, and "Yours faithfully" when you opened with "Dear Sir or Madam." US English generally uses "Sincerely" in both cases.
Do I need to include my address in an emailed formal letter?
If you attach the letter as a document, include the full format. If the letter is written directly in the email body, you can drop the addresses and put your contact details below your name.
Is "To whom it may concern" still acceptable?
Yes, though it feels impersonal. Try to find a name or at least a role ("Dear Admissions Team") first.
How long should a formal letter be?
Keep it to one page where you can. Three or four short paragraphs are enough for most purposes.