What is the proper way to format a letter?

Answer 1

All business letters should have the same format:

Your address or letterhead

Date

Name of person addressed

Name of Company or Organization

Address of Company or Organization

City, State, Zip (or equivalent depending on country)

Reference: (if applicable)

Dear Name,

First paragraph: a sentence or two, stating why you are writing.

Second paragraph: give the facts and information supporting your request or inquiry. This can actually be more than one paragraph or if several facts are necessary, use bullets. Don't use emotional language or go off the target of your request.

Third paragraph: tell the addressee what you want them to do or what you want to happen. Be clear without emotional language or going off the target. Give your address and/or phone number at the end to be sure it's easy for the addressee to find it.

Use Sincerely or Thank You,

Signature

Print or Type Your Name

This is a universal format. Good for any type of business letter. The format is designed to direct the attention of the recipient to the result that is in intended by the letter. It is designed for a positive response even if the answer is no, leaving a good impression for further communications, should that be necessary.