Standard Letter Format Template

The standard letter format, also known as block format, is a widely used and professional way to structure a letter. Its clean and organized appearance makes it easy to read and conveys professionalism. This template outlines the key elements and spacing to ensure a well-presented letter.

Key Elements of a Standard Letter

Heading (Sender’s Information): This section includes your full name or company name, your street address, city, state, and zip code. It is typically single-spaced and left-aligned. Skip a line after the heading.
Date: Write out the full date (e.g., October 26, 2023) below the heading. Avoid using abbreviations or numerical-only formats like 10/26/2023. Skip a line after the date.
Recipient’s Information (Inside Address): Include the recipient’s full name, title (if known), company name (if applicable), street address, city, state, and zip code. Mimic the formatting of the heading – single-spaced and left-aligned. Skip a line after the recipient’s information.
Salutation: Begin with “Dear” followed by the recipient’s title (e.g., Mr., Ms., Dr.) and last name. If you don’t know the recipient’s name, you can use a general salutation like “Dear Hiring Manager” or “To Whom It May Concern.” Follow the salutation with a colon (:). Skip a line after the salutation.
Body: This is the main content of your letter. Use single spacing within paragraphs and skip a line between each paragraph. Aim for clarity, conciseness, and a professional tone. The body should be left-aligned with a ragged right margin; do not justify the text.
Closing: Choose a professional closing phrase such as “Sincerely,” “Respectfully,” “Best regards,” or “Yours truly.” Capitalize the first word and follow it with a comma. Skip three to four lines after the closing for your signature.
Signature: Sign your name in ink in the space between the closing and your typed name.
Typed Name: Type your full name below your signature. Skip a line after your typed name.
Enclosure(s) (Optional): If you are including any additional documents with your letter, indicate this by typing “Enclosure” or “Enclosures” below your typed name. You can also specify the number of enclosures (e.g., Enclosures: 2).
Typist Initials (Optional): If someone else typed the letter for you, include their initials in lowercase letters after your typed name and/or enclosure notification, separated by a forward slash from your own initials in uppercase (e.g., AB/JM).

Spacing and Alignment

The standard letter format relies on consistent spacing and alignment for a professional appearance. All elements (except the signature area) should be left-aligned. Use single spacing within each section (heading, date, inside address, body paragraphs). Double-space (skip a line) between sections and paragraphs. Leave adequate space (three to four lines) for your signature.

Paper and Font

Use standard 8.5″ x 11″ white paper. Choose a professional and easy-to-read font such as Times New Roman, Arial, or Calibri in a 12-point size. Avoid using overly decorative or unusual fonts.