Tips for a Professional Letter Layout

A well written and presented letter can make the difference between whether it is read or not. Here are some tips on ensuring your letter is correctly presented:

Write your address, but not your name, in the top-left corner of the first page (unless you are using headed paper).

If you are responding to a letter which has a reference on it, state the reference two lines below.

Write the date two lines below your address or reference. Write it in full too, no abbreviations.

A line or two below the date, write the name and address of the person or the company to whom you are writing the letter. If writing to a person and you know their job title, include this under their name. Towns should always be written in capital letters and postcodes on a separate line.

Start the letter with either Dear Sir / Dear Madam or Dear Mr Smith / Dear Mrs Smith / Dear Ms Smith (for example), depending on whether you know the person and on the degree of formality that is appropriate.

Where appropriate, insert a heading, underlined or in bold (do not use both), that briefly describes the main subject of the letter. This can be set against the left-hand margin or centred on the page.

Write the letter:

Keep it short and simple (kiss) - The golden rule for all written correspondence.

A business letter should have at least 3 paragraphs:

1) Why the letter is being written

2) The information (break into paragraphs as required)

3) The action that is required

How you end the letter depends on how it was begun. Letters starting with Dear Sir / Dear Madam should end 'Yours faithfully'. Those beginning Dear Mr Smith / Dear Mrs Smith / Dear Ms Smith should end 'Yours sincerely'. Note that faithfully and sincerely do not start with capital letters: this is a common mistake that is made.

Leave a space for your signature, then print your name and, if appropriate, job title underneath.

If any other material is enclosed with the letter, add 'encl' and a brief description of the material.

Never include a postscript (PS) in a business letter. If you need to add information, it should be put in the body of the letter.

Make sure that the letter is well laid out on the page and is not cramped. It is better to use two pages than squeeze your correspondence onto one page. Never use a font size less than 12 - remember not everyone has good eyesight.

Check and proofread your letter, correcting any spelling or grammatical errors. Don't forget to sign your letter and make sure you have a copy, either electronic or hard copy.