Believe it or not, people still send mail. Physical, paper-in-an-envelope mail. While Slack and high-speed emails dominate our workdays, the specific skill of knowing how to format a letter remains a weirdly powerful social and professional currency. It’s about more than just where you put the date. It’s about signaling that you actually respect the recipient enough to follow a protocol that hasn't fundamentally changed since the 19th century.
Most people mess this up because they try to "eyeball" it. They center things that should be left-aligned. They forget the "inside address." They use "To whom it may concern," which, honestly, is the quickest way to get your letter tossed into the recycling bin. If you’re writing to a hiring manager, a judge, or even just a distant relative, the visual layout of your page speaks before they read a single word.
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The Block Style Standard (And Why It Wins)
If you're looking for the safest bet, it’s the Block Style. In this format, everything—and I mean everything—is justified to the left margin. No indenting paragraphs. It looks clean. It looks modern. It’s the standard recommended by the Purdue Online Writing Lab (OWL), which is basically the gold standard for this stuff.
You start with your own address at the very top. Don't include your name here; that goes at the bottom. Just the street, city, state, and zip. Then you skip a line. Put the date. Write it out fully—January 14, 2026—rather than using slashes. Slashes look lazy.
The "Inside Address" comes next. This is where you put the recipient’s name and address. Why do we do this if it’s already on the envelope? Because in many corporate filing systems, envelopes are discarded immediately. If the letter is separated from its packaging, the reader needs to know exactly who it was intended for without digging through a trash can.
That Tricky Salutation
How you greet someone says a lot about your relationship. "Dear" is the standard. It feels a bit formal, sure, but it’s the "jeans and a blazer" of the letter-writing world. It works everywhere.
If you don't know the person's name, you have a problem. "To Whom It May Concern" is incredibly cold. It’s better to use a job title, like "Dear Hiring Coordinator" or "Dear Admissions Committee." But really, in 2026, you can usually find a name on LinkedIn or a company directory. Do the five minutes of legwork. It matters.
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Use a colon after the name in a business letter (Dear Mr. Henderson:). Use a comma for a personal one (Dear Grandma,). It’s a tiny distinction, but it’s one of those "secret handshake" things that reveals if you actually know how to format a letter properly.
Spacing and the "Optical Center"
A letter shouldn't look like a wall of text. White space is your friend. You want one-inch margins all the way around. This isn't just for aesthetics; it gives the recipient room to jot down notes in the margins.
The body of your letter should be single-spaced, but with a double space between paragraphs. This makes the document skimmable. People are busy. If they see four chunky paragraphs with no breaks, their brain hurts before they even start. Keep your first paragraph short. State your purpose immediately. "I am writing to..." is a classic for a reason.
Modified Block: For When You Feel Fancy
Sometimes the strict left-aligned Block Style feels a bit too "corporate drone." That’s where Modified Block comes in.
In this version, your address, the date, and the closing signature are all tabbed over to the center of the page (usually starting at the 3.5-inch mark). The rest of the letter—the inside address, the salutation, and the paragraphs—stays left-aligned. It creates a balanced, symmetrical look that feels a bit more traditional. Many law firms and old-school institutions still prefer this. It’s less "tech startup" and more "established legacy."
There is also Semi-Block, which is just Modified Block but you indent the first line of every paragraph. Honestly? It looks a bit cluttered. Most modern style guides suggest sticking to Block or Modified Block to keep things legible.
The Closing and the "Ghost" Space
The way you end a letter is just as rigid as the way you start it. "Sincerely" is the safe harbor. "Best regards" is fine for someone you’ve met once or twice. "Thank you for your time" is solid for job applications.
Capitalize only the first word of your closing (Sincerely yours). Follow it with a comma. Then, skip four lines. This is the "ghost" space where your physical signature goes. Below that, type your full name. If you’re sending this digitally but want it to look like a formal letter, you should still leave that space and consider using a digital signature tool or a scanned image of your actual handwriting. A typed name alone in a letter format looks unfinished.
Enclosures and Typist Initials
If you're including a resume, a check, or a photo, you need to note it at the very bottom. Write "Enclosure" or "Encl." a couple of lines below your typed name. If there are multiple items, you can list them.
You might also see random initials like JD/am at the bottom of old business letters. This indicates that John Doe (JD) dictated the letter and "am" typed it. You probably don't have a stenographer, so you can skip this, but it’s a fun piece of trivia that explains why some old documents look the way they do.
Why Physicality Changes the Tone
There is a psychological weight to a physical letter. When you learn how to format a letter and actually mail it, you are bypassing the "noise" of a digital inbox. A letter sits on a desk. It requires physical touch.
According to various communication experts, a physical letter is often perceived as more sincere or urgent because it requires effort. You had to find a stamp. You had to go to a mailbox. That effort translates to value for the person receiving it. If you're trying to resolve a complex billing dispute or offer a formal apology, paper is almost always more effective than a screen.
Actionable Steps for Your Next Letter
- Choose your paper wisely. Don't use flimsy printer paper if you're writing something truly important. A slightly heavier 24lb or 32lb bond paper feels "expensive" and professional.
- Check your font. Stick to the classics. Times New Roman is the traditional choice, but Arial or Calibri are acceptable for a more modern look. Keep it at 11 or 12 points. Anything smaller is a headache; anything larger looks like a children's book.
- Proofread for "widows" and "orphans." In typography, a "widow" is a single word left at the end of a paragraph on its own line. An "orphan" is the last line of a paragraph ending up at the top of a new page. Adjust your wording to keep things tight.
- Fold it into thirds. For a standard #10 business envelope, fold the bottom third up first, then the top third down. The top of the letter should be facing out when the recipient opens the flap.
- Verify the postage. A standard Forever stamp covers up to one ounce. If your letter is more than five pages long or includes heavy inserts, get it weighed. Nothing kills a professional vibe faster than a "Postage Due" stamp on the envelope.
The layout of your letter is a visual handshake. By following the Block or Modified Block standards, you ensure that the recipient focuses on your message rather than your messy formatting. Consistency, clear spacing, and the correct placement of addresses are the three pillars that make a letter look legitimate.