Billions of letters are sent around the country each day, but when was the last time you had to write and send an official letter? Can you remember how to format it correctly?
From how to address the recipient to signing your name at the end, there are several key elements to include in an official letter format. This article will delve into the rules and standards of official letter writing for UK audiences and give tips on how to format official letters so that they look professional and polished.
Discover hundreds of letter templates on Adobe Express and learn how to format your own official letter in minutes.
What is an official letter?
An official letter is also known as a formal letter. It’s a professionally-written document, which informs the recipient of any official information from a business or organisation.
Some examples of an official letter include:
- A formal letter of communication from a business, such as correspondence with clients or partners
- A professional cover letter for a job application
- A letter of recommendation or job reference
- A letter of resignation
- Project proposals
- Formal written warnings or complaints
- Official updates on regulatory issues.
Achieving an official letter format is relatively easy, as official letters follow a common standard that is simple to emulate. Here are the key elements to include as part of an official letter format:
1. Your name, address and contact information
Your name and address are the first thing on the page. This could be your own or your company name and address, depending on who you’re writing on behalf of.
The address should be at the top of the page and aligned on the right side. Write your name first and then underneath put your address. Each line of the address should have its own line, following the standard address format. Next leave a line space beneath your address, then beneath this you should put your contact details, including your phone number and email address.
Make sure all information is up to date if you plan on creating a business letter template to reuse.
2. Date
Beneath the address, add the date in full and in a UK date format, e.g., “20th January 2025”. The date should be right-aligned. Leave a line space beneath the date.
3. Recipient’s address
Next, you need to add the recipient’s full name with the correct title and full address. The address can be their place of work, if more appropriate. You can include the recipient’s telephone number and email address if you want, but this isn’t essential.
Leave a line space beneath this address – it should be one line down from your contact information but aligned to the left.
4. Reference
If you are responding to matter that has a reference, you can include this near the top. Add “REF” followed by the number. You should include the reference before the salutation.
5. Salutation
The salutation is how you greet the recipient. It sets the tone and mood for your letter, and how you write your salutation depends on how well you know them.
Typically, you would use a formal greeting of “Dear Mr/Mrs [Surname]”. If you know their first and last name but are unsure about their pronouns, you can write their full name without the title – for example: “Dear Ashley Smith”. However, if you are unsure of the recipient’s surname, you can simply write “To Whom It May Concern” or “Dear Sir or Madam”.
The salutation sits on its own line aligned to the left of the page.
6. State your reason for writing
Beneath the salutation you can begin your letter. Keeping within British business etiquette, ensure that your tone remains formal, polite, and professional. Use paragraphs to organise your messages and use proper grammatical rules to ensure your letter is written in a polished and comprehensible manner.
If you haven’t met them before, you can introduce yourself. “My name is [Name], and I am writing to you today because…”. Starting your letter with who you are and what the letter is about will help give the reader some insight into the official matter, and ensure they understand your intent.
7. Body of the letter
The next paragraph should then expand on the introduction. If you’ve said you’re writing to express interest in a job position they’re hiring for, this is where you can explain what experience you have. For example, you can say “In my 10 years’ experience in the sales industry, I have developed valuable skills such as…”
Keep expanding on each statement you make and provide evidence until your feel like you’ve made your point.
For more help with structuring the body of your letter, check out these top 20 business letter examples.
8. Closing
Conclude your letter with a polite and formal statement. You should wrap up the letter and repeat your main points to add emphasis and remind the reader of the letter’s purpose.
Once you’ve finished the letter you can then add a closing signature. Use “Yours Faithfully” if you don’t know the recipient and “Yours Sincerely” if you’ve addressed the recipient by name. Other options include:
- Sincerely yours
- Best regards
- Thank you
- Respectfully yours.
When you’re done, leave a space between your closing statement and the previous paragraph and after your closing statement, before your signature.
9. Your signature
Your letter should always include a handwritten or electronic signature after your closing statement. Beneath your signature, ensure that your full name is clearly typed out. You can import a digital signature or print you letter and sign it by hand. Under your signature you should print your name too.
10. Enclosed documents
If your letter includes additional documents or information, such as a supporting portfolio or evidence, make sure that you list these attachments at the end of your letter. You can for example attach to your letter an invoice, a job offer, a letter of intent or a resume.
Learn more about all the different elements and create a formal UK letter with letter templates from Adobe Express.