Write letters that feel right
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Build Your Letter
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Your Letter Template
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Envelope Format
Recipient address will appear here
Your name
Your address
Quick Reference
Keep these rules nearby while you write. They cover the most common questions about letter formatting.
Salutations by Letter Type
| Letter Type | Known Recipient | Unknown Recipient |
|---|---|---|
| Thank You | Dear Aunt Marie, | Dear Friends, |
| Condolence | Dear James, | Dear Wilson Family, |
| Formal | Dear Dr. Patel: | Dear Sir or Madam: |
| Invitation | Dear Sarah and Tom, | Dear Friends and Family, |
| Apology | Dear Mr. Chen, | To Whom It May Concern: |
| Congratulations | Dear Marcus, | Dear Graduate, |
Closings by Formality
| Formality | Closing Options |
|---|---|
| Very formal | Respectfully yours, / Yours very truly, |
| Formal | Sincerely, / Yours sincerely, |
| Semi-formal | Warm regards, / Kind regards, / With appreciation, |
| Personal | With love, / Fondly, / Thinking of you, |
| Condolence | With deepest sympathy, / With heartfelt condolences, |
Envelope Addressing Rules
- Write the recipient's full name on the first line of the address block.
- Use the street address or PO Box on the second line.
- City, state, and ZIP code go on the third line.
- Spell out the state name or use the two-letter postal abbreviation.
- Place your return address in the upper left corner of the envelope.
- Center the recipient address both horizontally and vertically.
- Use black or blue ink. Avoid decorative fonts or colored envelopes for formal mail.
Spacing and Margins
- Leave at least 1 inch on all sides of the paper.
- Date goes in the upper right corner.
- Skip one line after the date, then write the salutation.
- Single-space the body with a blank line between paragraphs.
- Skip one line after the last paragraph, then write the closing.
- Leave 3-4 lines for your signature between the closing and your printed name.
Common Mistakes and How to Avoid Them
Even well-meaning letter writers trip up on these. Check this list before you seal the envelope.
Using the wrong salutation formality
Writing 'Hey Dr. Kim' in a formal letter or 'Dear Sir' to a close friend feels off. Match the salutation to your relationship and the letter type. When in doubt, lean slightly more formal.
Forgetting the date
Handwritten letters without a date lose context fast. The recipient might find it months later and wonder when you wrote it. Always include the date in the upper right.
Mixing up 'Sincerely' and 'Sincerely yours'
'Sincerely' is the standard closing for most letters. 'Sincerely yours' adds a touch more warmth. 'Yours sincerely' is more common in British English. Pick one style and stick with it.
Writing a novel for a thank-you note
Thank-you notes should be short. Three to five sentences is enough. Mention the specific gift or act, say what it meant to you, and close warmly. That's it.
Addressing a couple incorrectly
If one person has a professional title, list them first. For same-sex couples or those with different last names, put each name on its own line. When unsure, alphabetical order is safe.
Using a condolence letter to give advice
Resist the urge to say 'everything happens for a reason' or 'they're in a better place.' Focus on expressing sympathy, sharing a memory if you have one, and offering specific help.
Scenario: Writing a Thank-You Note After a Dinner Party
Your neighbors hosted a dinner party last Saturday. You want to send a thank-you note. Here is how to approach it:
- Pick a nice note card or fold-over card. Plain or simple designs work best.
- Write the date in the upper right if your card has space for it.
- Open with 'Dear Mark and Lisa,' since you know them well.
- In the first sentence, mention the specific event: 'Thank you for the wonderful dinner last Saturday.'
- Add one or two details you appreciated: 'The roast was incredible, and it was great catching up with everyone.'
- Close with something like 'Warm regards,' or 'With appreciation,' followed by your signature.
- Address the envelope to 'Mr. and Mrs. Mark Henderson' (or whatever their preferred format is).
Send it within a week. That is the sweet spot for social thank-you notes.
Why handwritten letters still matter
In a world of instant messages, a handwritten letter carries weight. It says you took time. You sat down, picked up a pen, and thought about what to write. That effort does not go unnoticed.
People keep handwritten letters. They tuck them in drawers, pin them to bulletin boards, and pull them out years later. A text message gets buried in a scroll. A letter sits on a desk and reminds someone you care.
You do not need perfect penmanship. You do not need expensive stationery. You need a few minutes, a pen that works, and the right words. This guide helps with the last part.