How to write a letter

Formal and informal letters are different

Before you write a word, decide which kind of letter you are sending, because the two follow different rules. A formal letter goes to someone you do not know well or in an official setting, such as a company, a landlord, a school, or a government office. It uses a set structure, a polite tone, and full names. An informal letter goes to family or friends, so it is warmer, looser, and written the way you would speak. The steps below cover the formal format in full, then show a short informal example so you can see the contrast.

• Your address and the date, placed at the top so the reader knows who wrote and when.
• The recipient's name and address, for a formal letter that may be filed or forwarded.
• A greeting, matched to how well you know the reader.
• An opening line that states why you are writing.
• The body, one clear point per paragraph.
• A closing line that says what you want to happen next.
• A sign-off and your name, with a signature on a formal letter.

Free formal letter template you can copy

Copy the template below as your starting point, or open it in the fill tool and type your details straight onto the page. Replace every bracketed prompt with your own words.

[Your full name]
[Your street address]
[City, region, postal code]
[Your email]  [Your phone]

[Date, written in full, such as August 12, 2026]

[Recipient's full name]
[Their title, if any]
[Company or organization]
[Street address]
[City, region, postal code]

Dear [Mr. / Ms. / Dr. Last name],

I am writing to [state your reason in one clear sentence, such as request,
apply for, complain about, or thank you for something].

[Second paragraph: give the details the reader needs. Include dates, order
numbers, account numbers, or facts that support your point. Keep to one main
idea in this paragraph.]

[Third paragraph, if needed: explain what you would like the reader to do,
and by when. Be polite and specific about the outcome you are asking for.]

Thank you for your time and attention. I look forward to your reply, and you
can reach me at [email or phone] if you need anything further.

Yours sincerely,

[Your signature]
[Your printed full name]

How to write a formal letter step by step

1. Open the template in the fill tool. Copy the text above, or load it into the fill a PDF tool so you can type your details right onto the page.
2. Add your address and the date. Put your own contact details at the top, then the date written in full so there is no confusion about when you sent it.
3. Add the recipient's details. Write the reader's name, title, and address. Using a real name rather than a generic greeting makes the letter land better.
4. Choose your greeting. Use Dear followed by a title and last name for a formal letter. If you do not know the name, Dear Sir or Madam works, though a real name is always better.
5. State your reason in the first line. Open by saying exactly why you are writing, so the reader knows the point before the details.
6. Fill the body with one idea per paragraph. Give the facts, dates, and numbers the reader needs, and keep each paragraph focused on a single point.
7. Say what you want to happen. Close the body by naming the action you are asking for and any deadline, then thank the reader.
8. Sign off and sign. Use Yours sincerely when you named the reader, or Yours faithfully when you did not. Add your signature with the sign a PDF tool, then download a clean PDF with no watermark.

Greetings and sign-offs that fit

The greeting and the sign-off set the tone, so match them to the reader. For a formal letter, open with Dear and a title and last name, and close with Yours sincerely if you used the reader's name or Yours faithfully if you did not. For a warmer but still polite note, Hello or Hi with a first name works, and you can close with Best wishes or Kind regards. Keep the greeting and the sign-off at the same level of formality, so the letter feels consistent from start to finish. A mismatch, such as a stiff opening and a casual close, reads as careless.

An informal letter example

An informal letter drops the strict structure and sounds like you talking. You can skip the recipient's full address, use a first-name greeting, and write in a relaxed voice. Here is a short example you can adapt.

Saturday

Hi Sam,

It has been far too long since we caught up, so I wanted to write and see how
you are doing. Things here have been busy but good. I finally started the
garden we kept talking about, and the tomatoes are actually growing.

I would love to see you soon. Are you free the weekend after next? I could
come to you, or you are always welcome here. Let me know what works.

Give my love to everyone at home. Write back when you get the chance.

Take care,
Alex

Notice how much looser it is. There is no formal address block, the greeting is a first name, the tone is friendly, and the sign-off is warm. The one habit worth keeping from the formal format is a clear reason for writing near the start, so the reader knows why you reached out.

Formatting your letter cleanly

A tidy layout makes any letter easier to read and take seriously. Use a standard, readable font, normal margins, and a line of space between paragraphs. Keep a formal letter on one page where you can, and do not crowd the text. Line up the address block, the date, and the greeting on the left, which is the simplest and most widely accepted layout. When you are done, save and send the letter as a PDF rather than an editable document, so the layout stays exactly as you set it on any device. If you also need a matching cover letter or another document, browse the other document templates to keep everything consistent.

Common letter mistakes to avoid

• Burying the point. Say why you are writing in the first line, not the third paragraph.
• Mixing tones. Keep the greeting, body, and sign-off at the same level of formality.
• Vague requests. If you want the reader to act, say exactly what and by when.
• No contact details. Make it easy to reply by including your email or phone.
• Sending an editable file. Save a flattened PDF so the layout holds and the text cannot shift.

When to send a letter instead of an email

Email handles most day-to-day messages, but a letter still carries weight in situations where email does not. A signed letter on paper or a formal PDF shows effort and seriousness, which matters for a job application, a complaint you want taken seriously, a resignation, a reference, or a note of thanks after an interview. A letter also creates a clear record with a date, which is useful when you are making a formal request or documenting an issue. When the message is important, personal, or may need to be kept on file, a proper letter is often the better choice, even if you also send a copy by email. The template above works either way, since you can print it or attach the finished PDF.

Proofread before you send

Give every letter one last read before it goes out, ideally out loud, which is the fastest way to catch a line that sounds off. Check that the recipient's name and any details, such as dates or account numbers, are correct, since those are the fields most often left wrong from an earlier draft. Confirm your reason for writing is clear in the opening, that each paragraph sticks to one idea, and that you have said what you want to happen. Make sure your contact details are right, then save the final version as a PDF. A two-minute check often decides whether a letter gets the reply you want.

When your letter is ready, open the fill tool, type in your details, and download a clean PDF you can print, attach, or send today. Because everything runs in your browser, a letter with private details stays on your own device.