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Writing Library · 11 types · 34 guides

Professional letter templates

Cover letters, resignations, recommendations, offers, complaints and formal requests. A letter carries more weight than an email: it goes on file, gets read slowly, and is judged on its format as much as its words. Each template shows the layout, the tone and the reasoning behind every paragraph.

1 page
for almost every letter
250 to 400
words in a cover letter
11 to 12 pt
a plain, readable font
2 weeks
standard resignation notice
Your details Date Recipient Dear Mr Thompson: Bodyno indents, a blankline between Sincerely, Signaturethen typed name
Block format: everything aligned left, nothing indented. It is the standard layout for business letters in the US and most of the world.
In short

A professional letter fits on one page, uses block format, names its purpose in the first paragraph and ends with what happens next. Choose the type below; each guide gives full templates for the common situations.

Letters by who is writing

Most letters are written either by someone managing their own career, or by an employer or organisation writing to a person. Find your side, then the letter.

For your careerApplying, moving on, and asking others to vouch for you
Cover letters 4 guides For every industry, career changes and first jobs. Letters of interest 3 guides Interest and intent letters, including for promotion. Resignation letters 3 guides Two weeks’ notice, immediate and career-change resignations. Resignation letter examples 1 guide Five complete examples of two weeks’ notice done right. Recommendation letters 4 guides For jobs, college and graduate school. Reference letters 4 guides Professional and character references, including for court.
From employers and organisationsHiring, letting go, thanking and putting things on record
Offer letters 3 guides Job and internship offers for employers and HR. Termination letters 2 guides For-cause and standard terminations, with legal guidance. Appreciation letters 3 guides Thanking employees, clients and interviewers. Complaint letters 3 guides Formal complaints, including to landlords. Formal letters 4 guides Requests, appeals, authorisations and sponsorship.

Letter or email?

Many of these can be sent by email, but some situations still call for a formal letter, either attached as a PDF or on paper. A letter is the right choice when the document will be kept on file or may matter legally. For the email side, see resignation email templates and complaint email examples.

Send a formal letter
  • Resigning, when your contract asks for written notice
  • Offering a job or ending employment
  • Appealing a decision or disputing a charge
  • A recommendation that goes into an application file
  • Authorising someone to act for you
An email is enough
  • Telling your manager before the formal notice
  • Thanking someone after an interview
  • Asking a colleague to be a reference
  • A first, informal complaint
  • Following up on a letter already sent

Block format, line by line

The settings that make a letter look professional before anyone reads a word. They apply to every template in this collection.

ElementStandardNote
Margins1 inch (2.5 cm)All four sides.
Font11 to 12 pt, one plain typefaceArial, Calibri, Georgia or Times New Roman.
SpacingSingle, blank line between paragraphsNo first-line indents in block format.
Your detailsName, address, phone, emailTop left, or a centred letterhead.
DateWritten out in full23 October 2026, or October 23, 2026 in the US.
SalutationDear + title + surnameColon in US business letters, comma in the UK.
ClosingSincerely, / Yours sincerely,Respectfully for very formal letters.
SignatureFour blank lines, then typed nameAdd your title under the name if relevant.

A full letter, annotated

A complete formal request letter in block format. The numbers in the margin match the notes beside it. The same layout works for an appeal letter or an authorisation letter.

Alex Morgan 14 Harbour Road Bristol BS1 4QA alex.morgan@example.com14 November 20262Ms Helen Ward Head of Customer Services Northline Energy PO Box 220, Leeds LS1 9AB3Re: Account 4471-02, request for a refund of £86.404Dear Ms Ward,5I am writing to request a refund of £86.40, charged twice on my October bill.6Both payments appear on my bank statement of 21 October, a copy of which is enclosed. I would be grateful if you could refund the duplicate charge within 14 days.7Yours sincerely, [signature] Alex Morgan Enclosure: bank statement8
  1. 1Your detailsTop left, no name of a company unless you write on its behalf.
  2. 2DateWritten in full, one blank line below your details.
  3. 3RecipientName, job title and full address, exactly as on their correspondence.
  4. 4Subject lineOptional but useful: the reader knows the topic and can find your file.
  5. 5SalutationTitle and surname. A comma in the UK, a colon in US business letters.
  6. 6PurposeThe request and the amount in the first sentence.
  7. 7Evidence and next stepFacts the reader can check, then a clear, reasonable deadline.
  8. 8Closing and signature“Yours sincerely” because you named the reader. “Enclosure” lists what is attached.

Opening and closing lines by letter type

The first and last sentences do most of the work. Use these as starting points and adjust the details.

LetterOpening lineClosing line
Cover letterHow to Write a Cover Letter That Gets Interviews →I am applying for the Marketing Coordinator role advertised on your website, where my three years in B2B campaigns would let me contribute from the first month.I would welcome the chance to discuss how I could help your team and am available for an interview at your convenience.
ResignationResignation Letter: Professional Templates and Guide →Please accept this letter as formal notice of my resignation from my role as Account Manager, with my last working day on 29 November 2026.Thank you for the support and opportunities over the past four years. I will do everything I can to make the handover smooth.
RecommendationHow to Write a Strong Letter of Recommendation →It is a pleasure to recommend Sara Ito, who worked as a research assistant in my lab from 2023 to 2026.I recommend her without reservation and am happy to be contacted at the details above.
ComplaintHow to Write a Formal Complaint Letter that Gets Results →I am writing to complain about the repair carried out on 12 October, which has not fixed the fault described in my original booking.I look forward to your reply within 14 days, setting out how you will resolve this.
AppreciationHow to Write an Appreciation Letter to an Employee →I want to thank you personally for the work you put into the October conference.Your effort made a real difference, and I am grateful to have you on the team.
Formal requestHow to Write a Request Letter: Format and Examples →I am writing to request a copy of the planning decision for 8 Mill Lane, reference P/26/0412.Thank you for your help. Please contact me at the address above if you need anything further.

Who to address, and how to sign off

How formal the greeting is depends on how much you know about the reader. In British English the sign-off follows the greeting: “Yours sincerely” when you used their name, “Yours faithfully” when you did not.

You know their name Dear Ms Ward, … Yours sincerely, Use Ms unless you know they prefer Mrs or Miss.
You know their role only Dear Hiring Manager, … Yours faithfully, Better than “To whom it may concern”: it names a real reader.
You know nothing about them Dear Sir or Madam, … Yours faithfully, Try to find a name first: one search often gives it.
You know them well Dear Helen, … Kind regards, Still a letter, so still “Dear”, but a warmer close.

A cover letter in 300 words

The most-read letter in this library has a simple budget: four paragraphs and 250 to 400 words. The bar shows roughly where the words go.

≈ 60 wordsOpeningThe role, where you saw it, and the one reason you fit.
≈ 120 wordsYour best evidenceTwo achievements that match the job, with numbers.
≈ 90 wordsWhy this companyWhat you understand about their needs.
≈ 40 wordsCloseThanks and a clear request for an interview.
Under 250 words reads as thin; over 400, recruiters stop reading. Full templates in How to write a cover letter that gets interviews.

Sending a letter as a PDF by email

Most formal letters are now sent as an attachment. The email around it matters too.

Step 1 →Save as PDFIt keeps your layout exactly as you designed it on any device.
Step 2 →Name the file clearlyAlex-Morgan-Resignation-Nov-2026.pdf, not letter_final_v3.pdf.
Step 3 →Write a short covering emailTwo or three lines saying what is attached and why, in the same tone.
Step 4 →Keep a copySave the sent email and PDF. For notices and complaints, it is your record.

Asking for a recommendation: the timeline

A strong recommendation letter depends on how you ask. Give the writer time and material, and the letter becomes specific instead of polite. If you are the one writing it, start with recommendation letter templates or professional reference letter templates.

  1. 4 weeks before Ask the right person Someone who knows your work closely, with an easy way to say no.
  2. Same day Send your material CV, the job or programme details, and points worth stressing.
  3. 1 week before Send a gentle reminder Deadline, submission link and any forms.
  4. After it’s sent Say thank you A short, sincere note, by email or by hand.
  5. When you hear Share the outcome Recommenders like to know their letter helped.