Start with your address and date (top right or top left).
Add the recipient’s name, title, organization, and address.
Write a clear subject line (optional but recommended).
Use a proper greeting (e.g., “Dear Mr. Smith,”).
State the purpose of the letter in the first paragraph.
Provide relevant details in the following paragraphs.
Keep paragraphs focused and concise.
Use polite, professional language.
Include any key requests, questions, or next steps.
Mention deadlines or important information if needed.
Close with a courteous closing (e.g., “Sincerely,” “Best regards,”).
Sign your name by hand (if printed) or include your typed name (if emailed).
Add your title or contact information below your name (optional).
Include enclosures or attachments (e.g., “Enclosures: Resume”).
Proofread for spelling, grammar, and clarity.
Use a consistent format and readable font (if printed or emailed).