Letter Format: How to Format a Formal Letter (3 Layouts)

Letter format for a formal letter comes down to 3 layouts (block, modified block, and semi-block) plus a fixed order of parts: sender’s address, date, recipient’s address, salutation, body, closing, and signature. Readers take in the spacing and alignment before they read your first sentence, so a clean layout buys you attention for the content.

TL;DR: Use block format (everything left-aligned) unless the context calls for a traditional look, set 1-inch margins and an 11 to 12pt font, match the salutation punctuation to the convention (colon in US business letters, comma in UK letters), and send it as a PDF unless you’re asked for Word. If the letter is a job application, ResuFit drafts it in this structure with content tailored to the posting.

What you’ll take away:

• The 3 layouts (block, modified block, semi-block) and when each one fits
• Page setup that works: 1-inch margins, 11 to 12pt font, single spacing
• How to format a letter part by part, with US and UK salutation and closing tables
• Copy-ready templates: cover letter, business inquiry, salary negotiation
• How the email letter format differs from the printed letter
• The formatting mistakes readers notice first

What is the standard letter format? The 3 layouts

Every formal letter follows one of 3 layouts. Purdue OWL’s guide to the basic business letter describes block as the most common layout and semi-block as the least used. Pick the one that fits your context.

Block format (most common)

Everything is left-aligned, with no indentation. This is the default for American business correspondence and the layout most employers expect.

Sarah Chen
742 Oak Street
Chicago, IL 60601
sarah.chen@email.com
(312) 555-0147

June 10, 2026

James Wilson
Director of Marketing
Acme Corporation
100 Michigan Avenue, Suite 500
Chicago, IL 60601

Dear Mr. Wilson:

I am writing to follow up on our conversation at the Chicago
Business Summit regarding the partnership opportunity between
our organizations.

As discussed, our team can deliver the market analysis by
July 15. I have attached the preliminary scope document for
your review. The proposed timeline accounts for the Q3 launch
date your team mentioned.

Please let me know if you have questions or would like to
schedule a call this week to discuss the details.

Sincerely,

[Signature]
Sarah Chen
Business Development Manager

Key rules for block format:

• Left-align every element
• Single-space within paragraphs
• One blank line between each section (address, date, recipient, salutation, paragraphs, closing)
• No paragraph indentation

Modified block format

The date, closing, and signature start at the center of the page. The body stays left-aligned. This layout has a more traditional feel and still shows up in legal and executive correspondence.

                                        742 Oak Street
                                        Chicago, IL 60601
                                        June 10, 2026

James Wilson
Director of Marketing
Acme Corporation
100 Michigan Avenue, Suite 500
Chicago, IL 60601

Dear Mr. Wilson:

I am writing to submit our proposal for the Q3 marketing
campaign. After reviewing your requirements, we believe our
approach offers the best combination of reach and cost
efficiency.

The attached document outlines our strategy, timeline, and
budget breakdown. We can begin work within two weeks of
approval.

I look forward to discussing this further at your convenience.

                                        Sincerely,

                                        [Signature]
                                        Sarah Chen

Semi-block format

Semi-block is modified block with each paragraph indented, typically by 0.5 inches. It is the least used of the 3 layouts today; you’ll mostly see it in traditional industries and older organizations.

What margins, font, and font size should a formal letter use?

Element	Common standard
Paper size	8.5” x 11” (US Letter) or A4 (most other countries)
Margins	1 inch (2.54 cm) on all sides, the default in Microsoft Word (US)
Font	Times New Roman, Arial, or Calibri
Font size	11 to 12pt for body text
Line spacing	Single within paragraphs
Paragraph spacing	One blank line between paragraphs
Alignment	Left-aligned (block) or mixed (modified block)

On font, Purdue OWL names Times New Roman at 12pt as the generally accepted choice, with Arial as an alternative. If your letter runs slightly over one page, you can reduce margins to 0.75 inches. Going tighter than that usually looks worse than a clean second page.

You don’t have to build this page setup from scratch either. Ready-made free letter templates in Microsoft Word already use these margins and fonts, so you can start typing content instead of adjusting page settings.

How do you format a letter, part by part?

1. Sender’s information

Your name, address, phone number, and email. On company letterhead this is already printed, so skip it and start with the date.

2. Date

Write it out in full. American style: June 10, 2026. British style: 10 June 2026. Pick one and keep it consistent across your correspondence.

3. Recipient’s address

Full name, title, company, and mailing address. Include it even when you send the letter electronically; it keeps the letter complete as a record. If the address block trips you up, our guide to address format in a cover letter covers the edge cases.

4. Salutation

The greeting line sets the tone for everything that follows:

Context	Salutation
Known recipient (US business)	Dear Ms. Wilson:
Known recipient (UK/informal)	Dear Ms. Wilson,
Unknown recipient (US)	Dear Hiring Manager:
Unknown recipient (UK)	Dear Sir/Madam,
Academic/medical	Dear Dr. Patel:
Group	Dear Members of the Committee:

Use a name or a job title whenever you can find one. “To Whom It May Concern” reads as dated to many hiring managers; our guide to when “To Whom It May Concern” still works lists the better alternatives, and the salutation templates guide covers every “Dear” variant.

5. Body paragraphs

Three paragraphs cover most formal letters:

• Opening: state your purpose in the first two sentences
• Middle: give the details, evidence, or context
• Closing: tell the reader what you want to happen next

Keep paragraphs to 3 to 5 sentences. If you need more room, add a paragraph instead of writing a dense block.

6. Closing and signature

Match your closing to the formality of the letter:

Closing	When to use
Sincerely,	Standard for business letters (US)
Yours sincerely,	When you used the recipient’s name (UK)
Yours faithfully,	When you used “Dear Sir/Madam” (UK)
Best regards,	Slightly less formal, good for established contacts
Respectfully,	Government, military, or highly formal contexts

On printed letters, leave 3 to 4 blank lines between the closing and your typed name for a handwritten signature.

When do you need a printed letter, and when does email work?

Email hasn’t eliminated formal letters. It has split them into two formats.

Print (or send as a PDF attachment)

• Job application cover letters
• Formal complaints or legal correspondence
• Letters of recommendation
• Resignation letters (see our resignation letter guide with templates)
• Any letter that needs a physical signature

Email format

• Follow-up after meetings or interviews
• Internal business communications
• Quick requests or confirmations
• Networking and introduction emails

How does the email letter format differ?

Subject: Follow-Up: Marketing Partnership Discussion

Dear Mr. Wilson,

Thank you for meeting with me at the Chicago Business Summit
last Thursday. I enjoyed learning about Acme's expansion plans
and believe there's a strong fit between our organizations.

As discussed, I've attached our preliminary proposal. I'm
available any afternoon this week if you'd like to talk
through the details.

Best regards,
Sarah Chen
Business Development Manager
(312) 555-0147 | sarah.chen@email.com

Key differences from printed letters:

• No sender or recipient addresses
• The email subject line replaces a “Re:” line
• The body is shorter (1 to 2 paragraphs typically)
• Contact info goes in a signature block, not a header
• A comma after the salutation is common in email, even in the US

When you attach a formal letter to an email, save it as a PDF unless the posting asks for Word, so the recipient sees the layout you set. For job applications, that first impression counts.

Which templates cover the most common formal letters?

Cover letter (block format)

[Your Name]
[Your Address]
[City, State ZIP]
[Email] | [Phone]

[Date]

[Hiring Manager's Name]
[Title]
[Company Name]
[Company Address]
[City, State ZIP]

Dear [Mr./Ms. Last Name]:

I am writing to apply for the [Position Title] role at
[Company], as advertised on [Source]. With [X] years of
experience in [field], I bring a track record of [key
achievement relevant to the role].

[Paragraph detailing specific qualifications and how they
match the job requirements. Include quantifiable results
where possible.]

I would welcome the opportunity to discuss how my background
aligns with your team's goals. I am available for an
interview at your convenience and can be reached at
[phone/email].

Sincerely,

[Signature]
[Your Name]

For opening lines that hold a recruiter’s attention, see how to start a job application letter, and for the bigger picture, what a cover letter is and why it matters.

A template gives you the layout. ResuFit writes the letter for the specific job. The ResuFit cover letter generator applies this structure and tailors the content to the posting; generating and previewing the letter costs nothing, and the full letter download comes with Pro.

Business inquiry letter

[Your Name / Company]
[Address]
[City, State ZIP]
[Date]

[Recipient's Name]
[Title]
[Company]
[Address]
[City, State ZIP]

Dear [Mr./Ms. Last Name]:

I am writing to inquire about [specific product, service, or
information]. Our company is currently [context for why you
need this information].

Specifically, I would appreciate information regarding:
• [Item 1]
• [Item 2]
• [Item 3]

Please let me know if you need any additional information
from our side. I look forward to hearing from you.

Sincerely,

[Signature]
[Your Name]
[Title]

Salary negotiation letter

When a verbal conversation isn’t possible or you want a written record, a formal letter gives your salary request more weight. For email-based negotiations, see our salary negotiation email templates.

[Your Name]
[Address]
[City, State ZIP]
[Date]

[Manager's Name]
[Title]
[Company]
[Address]

Dear [Mr./Ms. Last Name]:

Thank you for the offer for the [Position] role. I am
excited about the opportunity to join [Company] and
contribute to [specific goal or project].

After reviewing the compensation package, I would like to
discuss the base salary. Based on my [X] years of experience
in [field] and the market rate for this role in [location],
I believe a salary of [$X] would better reflect the value I
will bring to the team.

I am confident we can reach an agreement that works for both
sides. I am happy to discuss this further at your
convenience.

Sincerely,

[Signature]
[Your Name]

Which letter formatting mistakes do readers notice first?

1. Inconsistent date formats. Mixing “June 10, 2026” and “10/06/2026” in one document looks careless.
2. Wrong salutation punctuation. US business letters use a colon after the salutation; UK letters use a comma. Mixing them signals you don’t know the convention.
3. No space between paragraphs. Dense blocks of text are hard to scan.
4. A generic greeting when a name was easy to find. A quick look at the company site or LinkedIn usually turns up a name or title.
5. Mismatched formality. Opening with “Dear Dr. Thompson:” and closing with “Cheers” is jarring.
6. No enclosure line. If you mention attachments, note them at the bottom with “Enclosure:” or “Enc:”.

Wrapping up: 3 layouts, one set of rules

The standard letter format has a small rulebook. Use block format for most business correspondence, modified block when tradition matters, semi-block rarely, and the shorter email format for digital messages. Set 1-inch margins, pick a clean 11 to 12pt font, match your closing to your opening, and send a PDF.

The format is the frame. What you write inside it gets you the meeting, the job, or the deal. When the letter is a job application, draft a correctly formatted cover letter with ResuFit and spend your time on the content.