Open a word processor and start typing your letter

The fastest way to type a letter on your computer is to open Microsoft Word, Google Docs, or LibreOffice Writer — whichever program is already installed on your machine. Click the program icon, select "New Document" or "Blank Document", and you are ready to type. Your cursor will appear as a blinking line at the top of the page.

If you do not have Word installed, Google Docs is free and works in any web browser. Go to docs.google.com, sign in with a Google account, and click the plus icon to create a new document. LibreOffice Writer is also free and works on Windows, Mac, and Linux — read it from libreoffice.org.

Key Takeaways

  • Microsoft Word, Google Docs, and LibreOffice Writer are the three most common programs for typing letters, and at least one is free.
  • A standard business letter has your address at the top, the date, the recipient's address, a greeting, body paragraphs, a closing, and your signature.
  • Set margins to one inch on all sides and use a readable font like Arial, Calibri, or Times New Roman at 11 or 12 point size.
  • Save your letter with a clear filename before you print or send it, so you can find it again later.

Format your letter with standard margins and spacing

Most word processors come with default margins of one inch on all sides, which is the standard for business letters. If you need to check, go to the Layout or Format menu and look for Margins. Select "Normal" or "1 inch" if the setting is different.

Set your line spacing to single or 1.15 — this is usually the default. In Word, click Home, then the line spacing icon (it looks like horizontal lines with arrows), and choose your spacing. In Google Docs, go to Format > Line spacing. Single spacing is standard for business letters and saves paper if you print.

Choose a readable font and size

Use a font that is straightforward to read on screen and on paper. Arial, Calibri, and Times New Roman are the most common choices. Set the size to 11 or 12 point — anything smaller is hard to read, and anything larger looks unprofessional.

To change the font, select all the text in your document by pressing Ctrl+A (Windows) or Command+A (Mac). Then click the font dropdown menu at the top of the screen and choose your font. Click the size dropdown next to it and select 11 or 12.

Structure your letter with the standard parts

A business letter has six parts in this order: your address, the date, the recipient's address, a greeting, the body, and a closing with your signature. Start by typing your address at the top left of the page — just your street address, city, and state. Press Enter twice, then type the date. Press Enter twice again, then type the recipient's address (the person or company you are writing to).

Press Enter twice and type your greeting — usually "Dear [Name]:" with a colon at the end. Press Enter once and begin your body paragraphs. Each paragraph should be separated by a blank line. After your last paragraph, press Enter twice, type your closing (usually "Sincerely,"), press Enter four times to leave room for your handwritten signature, and type your full name.

If you are sending the letter by email instead of printing it, you do not need to leave space for a handwritten signature — just type your name at the end.

Save your letter with a clear filename

Before you print or send your letter, save it so you have a copy. Press Ctrl+S (Windows) or Command+S (Mac). A dialog box will appear asking where you want to save the file and what to name it. Choose a filename that tells you what the letter is about — for example, "Job process Letter to ABC Company" or "Landlord Notice 2024" — rather than "Letter" or "Document1".

Save the file to your Documents folder or Desktop so you can find it easily later. Word and LibreOffice save as .docx files by default, which is fine. If you need to send it to someone who uses an older version of Word, you can save it as .doc instead by clicking the dropdown menu next to the filename and selecting the older format.

Print or email your finished letter

To print your letter, press Ctrl+P (Windows) or Command+P (Mac). A print dialog will open. Make sure your printer is selected, check that it says "1" under "Number of copies", and click Print. Use white or off-white paper and print in black ink for a professional look.

To email your letter, go to File > Share (in Google Docs) or File > Send (in Word), or straightforward attach the saved file to an email. In Gmail, click the paperclip icon to attach a file, find your letter in your Documents folder, and click Open. Type your recipient's email address, subject line, and any message you want to include, then click Send.

Common formatting mistakes to avoid

Do not use multiple spaces between words or at the end of sentences — one space is the standard. Do not use all capital letters for your body text, as it is hard to read and looks like you are shouting. Do not use fancy fonts like Comic Sans or decorative fonts for a business letter; stick to Arial, Calibri, or Times New Roman.

Do not forget to proofread your letter before you print or send it. Read it out loud to catch spelling and grammar mistakes. Check that you spelled the recipient's name correctly and that you used the right address. If you are printing the letter, make sure the margins look even and the text is centered on the page.

Frequently Asked Questions

Can I type a letter in Google Docs instead of Word?

Yes. Google Docs works the same way as Word for typing a letter. Go to docs.google.com, create a new document, and type. You can set margins, fonts, and spacing the same way. Google Docs saves automatically, so you do not have to remember to save manually.

What should I do if my letter is longer than one page?

If your letter runs onto a second page, check your margins and line spacing first — you may be able to fit it on one page by tightening them slightly. If the letter genuinely needs two pages, make sure the closing and signature are on the second page, not just one or two lines. Never leave a heading or the first line of a paragraph alone at the bottom of a page.

How do I add a signature to my letter if I am sending it by email?

Type your full name at the end of the letter instead of leaving space for a handwritten signature. If you want to include a scanned image of your actual signature, insert it as a picture — go to Insert > Image in Word or Google Docs, upload the image file, and place it above your typed name.

What font size should I use if the letter needs to fit on one page?

Use 11 point instead of 12 point, or reduce line spacing from single to 1.15. Do not go below 10 point, as it becomes hard to read. If you still cannot fit the letter on one page, trim the body text instead of shrinking the font further.