A formal letter follows a standard layout and a polite, professional tone — its structure signals respect before the reader reads a word. Whether it’s a job application, a complaint, or an official request, the format is consistent. Here’s how to lay one out.
The standard layout
- Your details (sender) — name and address, top left or right.
- Date — below your details.
- Recipient’s details — name, title, organization, address.
- Salutation — “Dear Mr. Tan,” or “Dear Sir or Madam,” if you don’t know the name.
- Subject line (optional) — a short “Re: …” summarizing the purpose.
- Body — your message in clear paragraphs.
- Sign-off — “Yours sincerely,” (if you named the person) or “Yours faithfully,” (if you used “Sir or Madam”).
- Your name and signature.
Structure the body
- Opening paragraph: state your purpose clearly and immediately — why you’re writing.
- Middle paragraph(s): the detail, evidence, or request, one point per paragraph.
- Closing paragraph: what you’d like to happen next and a courteous close.
Keep it to one page where possible.
Keep the tone formal
Formal letters avoid contractions (“I am,” not “I’m”), slang, and emotional language. Be polite and direct — firmness and courtesy aren’t opposites. If your draft reads too casual, the paraphraser on Formal mode lifts the register; see also formal vs informal writing.
Writing across languages
Need a formal letter in another language? Draft it in your strongest language, translate it, then paraphrase the result so it reads naturally and appropriately formal in the target language.
Proofread before sending
A formal letter with errors undercuts the professionalism its format is meant to convey. Run the grammar checker, confirm names and titles are spelled correctly, and check the readability. See our proofreading checklist for a final pass.
Correct layout, clear purpose, formal tone, and zero typos — that’s a formal letter that’s taken seriously.
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