1. Date:
Start the letter with the current date, aligned to the right margin or left justified based on your format preferences.
2. Recipient's Address (optional):
If the recipient's physical address is known and a physical letter is being sent, write their address below the date. Start with the recipient's name and include street address, city, state abbreviation (or province/region if outside USA), and zip/postal code.
3. Salutation (greeting):
Start the body of the letter with a formal salutation. Common options include "Dear [Mr./Ms. Last Name]," or "Dear [Full Name]," followed by a colon. Be sure to use the appropriate honorific (Mr., Ms., Dr., etc.) for the recipient.
4. Opening Paragraph (Introduction):
Start with a polite opening paragraph that introduces yourself, states your purpose for writing, and provides some context or background information if needed.
5. Body Paragraphs (Main Content):
Organize the main content of the letter into paragraphs. Clearly present your message and any relevant details, ensuring logical flow and coherence.
6. Concluding Paragraph (Closing):
End the letter with a concluding paragraph that summarizes the main points and expresses appreciation or provides any necessary closing remarks.
7. Closing (Complimentary Close):
Use a formal closing phrase such as "Sincerely," or "Respectfully," followed by a comma.
8. Signature Line:
Leave a blank space for your physical signature. Below the signature line, type your full name, just below the handwritten signature if sending a physical letter.
9. Enclosures (optional):
If you are including additional documents, reference them below your name. Use the phrase "[enclosure(s)]" or "Enclosure(s): [list of enclosed items]."
10. Copies (optional):
If you are sending copies of the letter to others, indicate this below the enclosures line. Use the phrase "c.c.:" (carbon copy) followed by the names or initials of the recipients receiving copies.
11. Reference Initials (optional):
If the letter is being produced by someone other than the signer, include the typist's initials in lowercase beside the signer's name. Then include your own initials to indicate your role in handling the letter.
Remember, the specific format may vary depending on your purpose and professional context. Be sure to adapt the letter according to the specific recipient, purpose, and organization's guidelines.