Start with a blank document in Word or Google Docs

Open Microsoft Word, Google Docs, or any word processor on your computer. Both are free or included with most systems — Word comes with Microsoft 365 subscriptions, and Google Docs is free at docs.google.com. Create a new blank document. You now have a white page ready for typing.

The blank page is your canvas. Everything you type will appear here, and you can format it (change fonts, spacing, alignment) as you go or after you finish writing. Save the document with a name you'll remember — something like "Letter to Landlord" or "Job process Letter" — before you start typing.

Key Takeaways

  • Word and Google Docs are the standard tools for typing letters; both let you format text, add spacing, and save your work.
  • A standard business letter has your address at the top, the date, the recipient's address, a greeting, body paragraphs, a closing, and your name.
  • Use single spacing within paragraphs and double spacing between them for readability.
  • Save your letter as a PDF before sending it by email so the formatting stays the same on the recipient's computer.
  • Print to paper or email the document directly — most word processors have a "Share" or "Send" button built in.

Set up your letter with standard spacing and margins

At the top of your blank page, press Enter a few times to leave space for your return address. Then type your address (street, city, state, zip code) on one line. Press Enter twice, then type today's date. Press Enter twice again — this creates the breathing room that makes a letter look professional.

The margins (the white space around the edges) are usually already set correctly — typically one inch on all sides. If you need to check or change them in Word, go to the Layout tab and click Margins. In Google Docs, click File, then Page Setup. For most letters, the default margins are fine.

Add the recipient's address and greeting

Press Enter twice after the date, then type the recipient's full name, their title (if you know it), their organization, street address, city, state, and zip code. Each piece goes on its own line. Press Enter twice, then type "Dear" followed by their last name and a colon — for example, "Dear Mr. Smith:" or "Dear Ms. Johnson:". If you don't know their name, "To Whom It May Concern:" works, though finding a specific name is better.

This section tells the reader who you are and who the letter is for. It's the formal introduction that appears on the envelope if you print and mail the letter.

Write the body of your letter in clear paragraphs

Press Enter twice after your greeting, then start typing your message. Keep paragraphs short — three to five sentences each — so the letter is straightforward to read. Press Enter twice between paragraphs to add space. Use single spacing within each paragraph (the default in most word processors).

The first paragraph should state why you're writing. The middle paragraphs should explain your main points or request. The final paragraph should summarize what you want or what happens next. Keep your tone professional and direct — avoid slang, emojis, or very casual language.

Close the letter with a sign-off and your name

After your last paragraph, press Enter twice. Type a closing phrase such as "Sincerely," "Best regards," or "Thank you," followed by a comma. Press Enter four times — this space is where your handwritten signature would go if you print the letter. Then type your full name.

If you're sending the letter by email, you don't need to leave space for a signature. You can type your name directly after the closing. Some people add their phone number or email address below their name so the recipient can reach them easily.

Format your letter for readability

Select all your text by pressing Ctrl+A (Windows) or Command+A (Mac). Then choose a readable font — Arial, Calibri, or Times New Roman are standard. Set the font size to 11 or 12 points. These choices make your letter look professional and are straightforward to read on screen or in print.

If you want to emphasize a word or phrase, select it and click the Bold button (B) in the toolbar. Avoid using all capital letters, multiple colors, or decorative fonts — they make the letter harder to read and look unprofessional.

Save and send your letter

Save your document by pressing Ctrl+S (Windows) or Command+S (Mac). If you're sending it by email, save it as a PDF first so the formatting doesn't change when the recipient opens it. In Word, go to File, then Save As, and choose PDF from the dropdown. In Google Docs, click File, then read, then PDF Document. This ensures your letter looks the same on their computer as it does on yours.

To email the letter, attach the PDF file to an email message. If you're printing it, click File, then Print, and follow the prompts on your screen. Use white or light-colored paper and black ink for a professional appearance.

Frequently Asked Questions

What's the difference between a business letter and a personal letter?

A business letter includes the recipient's full address and follows a formal structure with standard spacing and margins. A personal letter to a friend or family member can be less formal — you can skip the recipient's address and use a casual greeting like "Hi Sarah" instead of "Dear Ms. Johnson:". The formatting rules are the same; the tone and content change.

Can I use a template instead of starting from scratch?

Yes. Both Word and Google Docs have built-in letter templates. In Word, click File, then New, and search for "letter". In Google Docs, click the template gallery icon and look for letter templates. Templates give you the structure already set up — you just fill in your information and message.

Should I print the letter or send it by email?

That depends on the situation. Official documents like formal complaints or legal notices are often more effective on printed letterhead and mailed with a signature. Job applications, casual inquiries, and most business communication work fine by email. If you're unsure, email is faster and the recipient can respond quickly.

How do I add my company logo or letterhead to the letter?

Insert an image at the top of your document. In Word, click Insert, then Pictures, and choose your logo file. In Google Docs, click Insert, then Image, then Upload from Computer. Resize the image so it fits neatly at the top of the page, then start typing your address below it. Save this as a template so you can reuse it for future letters.

What if I make a mistake while typing?

Press Ctrl+Z (Windows) or Command+Z (Mac) to undo your last action. You can undo multiple times to go back several steps. If you notice a typo after you've typed more text, just click where the mistake is, delete the wrong letters, and type the correct ones. Word processors also have a spell-check feature — in Word, it's under Review; in Google Docs, it's under Tools.