A formal letter follows a fixed order: your address, the date, the recipient's name and address, a salutation, the body, a closing, your signature and your typed name. Most formal letters today use full block format, where every line starts at the left margin and paragraphs are separated by a blank line instead of indents. Keep it to one page, use a plain font, and get to your purpose in the first paragraph.
The eight parts of a formal letter, in order
- Sender's address. Your street address, city, state and ZIP code. Leave out your name here; it appears at the bottom. If you use letterhead, skip this part.
- Date. Write it out in full: October 9, 2026. Avoid numeric dates like 10/09/26, which readers in different countries interpret differently.
- Recipient's details (the inside address). Name, title, organization and address.
- Salutation. "Dear Ms. Reyes:" or "Dear Admissions Committee:"
- Subject line (optional). "Re: Refund request for order 48213" helps the reader file it.
- Body. Usually three to five short paragraphs.
- Complimentary close. "Sincerely," is the safe default. "Respectfully," suits very formal or official letters.
- Signature and typed name. Leave about four blank lines for a handwritten signature, then type your full name. Add your title or contact details beneath if useful.
If you enclose documents, add "Enclosure" or "Enclosures (2)" below your name. If you're copying someone, add "cc: Name."
Full block vs. modified block
| Feature | Full block | Modified block |
|---|---|---|
| Sender's address | Left margin | Starts at center |
| Date | Left margin | Starts at center |
| Recipient's address | Left margin | Left margin |
| Paragraphs | Not indented | Not indented (or indented in the semi-block variant) |
| Closing and signature | Left margin | Starts at center |
| Feel | Modern, clean | Traditional |
Use full block unless your school or employer asks for something else. It's the easiest to format correctly in any word processor.
Formatting rules that matter
- Font: a readable typeface such as Times New Roman, Calibri, Arial or Georgia, at 11–12 point.
- Margins: 1 inch on all sides is standard.
- Spacing: single-spaced within each part, with one blank line between parts and between paragraphs.
- Length: one page whenever possible.
- Alignment: left-aligned, not justified. Justified text creates uneven gaps between words.
- File type: if you send it electronically, export to PDF so the layout stays fixed.
How to write the body
Formal letters are read by busy people. The body should answer three questions in order: why are you writing, what are the details, and what do you want to happen next?
Opening paragraph: State your purpose in the first or second sentence. "I am writing to request a refund for a damaged desk delivered on September 28" is better than two sentences of background first.
Middle paragraph(s): Give only the facts the reader needs: dates, reference numbers, what happened, what you've already tried. Keep each paragraph to a single topic.
Closing paragraph: Name the action you're asking for and any deadline, then thank the reader. "I would appreciate a response by October 20" is clear without being rude.
Sample formal letter: complaint and refund request
4127 Larkspur Avenue
Milbrook, OH 43920
October 9, 2026
Customer Relations Department
Fernhill Home Furnishings
880 Commerce Parkway
Danbury, OH 43011
Re: Refund request for order 48213
Dear Customer Relations Team:
I am writing to request a full refund for a writing desk (order 48213) delivered to my home on September 28, 2026. The desk arrived with a cracked top panel and a missing drawer rail.
I reported the damage through your online form on September 29 and received case number FH-20931, but I have not had a reply. I have kept the desk and all packaging, and I have attached photos of the damage and a copy of my receipt.
Please process a refund to my original payment method and let me know how you would like the desk returned. I would appreciate a response by October 20. You can reach me at the phone number or email below.
Thank you for your help.
Sincerely,
(signature)
Jordan Ellery
(555) 014-2290 | jordan.ellery@example.com
Enclosures (2)
The people and businesses in this sample are fictional; replace every detail with your own.
Sample formal letter: request to a school
22 Ridgeway Court
Ashford Springs, CA 95402
October 9, 2026
Dr. Helena Marsh
Dean of Academic Advising
Ashford Springs Community College
1400 College Drive
Ashford Springs, CA 95401
Dear Dr. Marsh:
I am writing to ask for permission to switch from the Tuesday-Thursday section of Statistics 110 to the Monday-Wednesday section for the current term.
My employer changed my shift schedule on October 1, and I now work Tuesday and Thursday mornings. The Monday-Wednesday section still has open seats, and the instructor, Professor Lin, has said she would accept me if the transfer is approved. I have attended every class so far and my coursework is up to date.
Could you let me know whether this change is possible and if any forms are required? I am happy to meet in person if that would be easier.
Thank you for considering my request.
Respectfully,
(signature)
Priya Natarajan
Student ID 2087741
Salutations and closings
Match the greeting to how much you know about the reader:
| You know... | Salutation |
|---|---|
| Name and title | Dear Dr. Marsh: |
| Name only | Dear Jordan Ellery: |
| Role only | Dear Hiring Manager: |
| Department | Dear Customer Relations Team: |
| Nothing at all | Dear Sir or Madam: (last resort) |
For closings, "Sincerely" works in nearly every formal letter. "Respectfully" fits letters to officials, judges or senior academic staff. "Best regards" and "Kind regards" are slightly warmer and more common in email. Skip "Cheers," "Thanks!" and "Love" entirely in formal writing.
Common mistakes
- Burying the purpose. If your request appears in paragraph three, the reader may miss it.
- Mixing formats. Indented paragraphs plus a left-aligned date and closing looks accidental.
- Wrong or missing title. Double-check spelling and titles; a misspelled name undermines everything that follows.
- Emotional language in complaints. Stay factual. A calm letter with dates and evidence is far more persuasive than an angry one.
- No clear next step. End by saying exactly what you want and by when.
Key takeaways
- Order: sender address, date, recipient, salutation, (subject), body, closing, signature, typed name.
- Full block format is the safe modern default: everything at the left margin, blank lines between parts.
- State your purpose in the opening lines and your request in the closing paragraph.
- Proofread names, dates and reference numbers twice before you send.
Writing a letter for a job or program instead? Our guide on writing a letter of intent covers that format, and types of tone can help you strike the right register.