Write your address and the date at the top
Include the recipient’s name, title, and address
Use a formal salutation such as Dear Mr. Smith
State the purpose of the letter clearly in the opening paragraph
Keep the tone polite, professional, and respectful
Organize the body into clear and concise paragraphs
Use proper grammar, punctuation, and spelling
Avoid slang, contractions, and informal language
Include all necessary details and supporting information
Make your request, response, or message direct and clear
End with a courteous closing such as Yours sincerely or Yours faithfully
Sign your name below the closing
Include your printed name and contact information if needed
Proofread the letter before sending it