Decide on a format for your letter. In today’s world, many people use a block format with all text justified left and single-spaced, with double spaces between paragraphs. Choose a font and font size. The fonts most often recommended are Times New Roman and Arial, in 12 points. You want your letter to be readable and clear. A fancy or distracting font can detract from the content of your letter.
Write your address with the street on one line, and the city, state initials and ZIP code on the next. Put the date under your address. Write the title and name of the person to whom you are writing for your greeting. Be sure to use the correct title, such as Dr., Mr. or Ms. Put the address under the person’s name. If the recipient has a title, such as "Vice President," put the title on a separate line below the name.
Skip a line and write the salutation justified to the left of the page. Be sure to use the same correct title of the person as you used above the address. Use a colon rather than a comma at the end of the salutation.
Skip another line, and write an introductory paragraph explaining why you are writing the letter. Use subsequent body paragraphs to give examples, facts and details that support your opinion or request. You might use a personal anecdote or experience to illustrate your point. In the final paragraph, present a reason why the person receiving your letter should act to help you out.
Thank the recipient for reading your letter. You might also say that you are looking forward to a response.
Close the letter by writing “Sincerely,” or another commonly used closing, and on the next line, sign your name. Type your name on the line below that.