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Letter Format Example and Writing Tips

Sample Letter Format

Contact Information (Include your contact information unless you are writing on letterhead that already includes it.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address


Contact Information (The person or company you are writing to)
City, State Zip Code

Greeting (Salutation Examples)

Dear Mr./Ms. Last Name:
Use a formal salutation, not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

  • The first paragraph of your letter should provide an introduction as to why you are writing so that your reason for contacting the person is obvious from the beginning.
  • Then, in the following paragraphs, provide specific details about your request or the information you are providing.
  • The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.


Best regards(Closing Examples)


Handwritten Signature(For a hard copy letter, use black or blue ink to sign the letter.)

Typed Signature

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