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How to Write a Professional Letter Template

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Having a template handy makes it easy for you to make simple alterations in order to make a cover letter, work letter, two-weeks notice, announcement or even a letter of complaint. Letter templates often consist of your address, your name, the date, the name of the person you are writing, body of the letter and closing. Using letter templates to format your letters will make you look professional, polished and organized.

In the top center or top right of your page, write out your name or business logo. Beneath that, write out your street address, city, state and zip code. Beneath that write out your phone number and email and finally beneath that, any other contact information you deem appropriate, such as your website.

About four lines down, write the date of the day you will be mailing out your letter. Place the date on the left side of the page.

On the line below the date, write the name of the person to whom you are writing. Below that should be the company name (if applicable), below that the address, below that the city, state and zip code.

Move two lines below the date section of the letter and write the title of the person you are addressing, such as "Dear Animal Group", "To whom it may concern" or "Dear Mr. Johnson.” You may use a colon after the name, but it is more standard to use a comma.

Go down two more lines and write the first paragraph of your letter. This paragraph should include who you are and a brief introduction of your title, profession, qualifications or any other information pertinent to the type of letter you are writing.

Gp two lines down and write the second paragraph. The second paragraph should be the meat of the letter and should inform the reader the reason for the letter. This paragraph may include a business proposal, explaining why you are applying for a job and why you are qualified for the position, any prior experience you have had and any other information deemed appropriate. Keep the paragraph clear and to the point.

Go two lines down and write your third paragraph, which should be your "conclusion" paragraph. This section should include final statements such as "I hope this letter finds you well" or any closing statements that did not fit in with your second paragraph.

Finish with a closing placed two lines below your third paragraph. Your closing may consist of "Regards," "Sincerely" or the more informal "With love" or "Best wishes." Closings should be followed by a comma.

Go down three or four spaces below the closing to leave space for you to write your name out by hand after the document is printed out. Underneath the signature space, type out your name and title, if applicable.


No paragraphs should be indented.

  • No paragraphs should be indented.

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