Opening a blank document and starting your letter

To write a letter on your computer, open a word processor — the most common is Microsoft Word, but Google Docs (free, online) and LibreOffice Writer (free, downloadable) work the same way. Click "File" or the menu icon, then "New" or "New Document". A blank page will appear.

Start typing at the top. Your letter will have three main parts: your address and the date, the recipient's address, and the body of the letter. You do not need to add these all at once — type the content first, then format it afterward.

Key Takeaways

  • Open Word, Google Docs, or LibreOffice Writer, create a new blank document, and begin typing your letter content in any order.
  • A standard letter includes your address and date at the top, the recipient's address below that, a greeting, the body paragraphs, a closing, and your name.
  • Use single spacing within paragraphs and double spacing between them for readability, and set margins to one inch on all sides.
  • Save your letter with a clear filename (such as "Letter to Landlord 2025") so you can find it again and print or email it later.
  • Proofread for spelling and grammar before printing or sending, and use a standard font like Times New Roman or Arial in 11 or 12 point size.

Setting up the layout and spacing

Before you format, write out what you want to say. Once the content is there, select all the text by pressing Ctrl+A (Windows) or Command+A (Mac). Then set the line spacing: in Word, go to "Home" tab, find "Line Spacing", and choose "1.5" or "2.0" for easier reading. In Google Docs, click "Format", then "Line Spacing", and select your preference.

Set the margins next. Go to "File" or "Format", find "Page Setup" or "Margins", and set all four sides to one inch. This is the standard for business and formal letters. Your text will now sit in a neat box with equal space on all sides.

Structuring your letter from top to bottom

Place your own address at the very top — street address, city, state, and zip code on separate lines or on one line separated by commas. Press Enter twice, then type the date (for example, "January 15, 2025"). Press Enter twice again.

Next comes the recipient's address: the person's name, their street address, city, state, and zip code. Press Enter twice, then type the greeting — "Dear [Name]:" is standard. Press Enter once, then begin the body of your letter. Each paragraph should be separated by a blank line (press Enter twice between paragraphs).

After the last paragraph, press Enter once and type your closing — "Sincerely," or "Best regards," are common. Press Enter four times (this leaves space for your handwritten signature), then type your full name. You can print the letter, sign it by hand in that blank space, and mail it, or you can type your name and email it as a file.

Choosing fonts and text size

Use a standard, straightforward-to-read font. Times New Roman, Arial, and Calibri are all acceptable for letters. Avoid decorative fonts like Comic Sans or script fonts — they are harder to read and look unprofessional.

Set the size to 11 or 12 point. To change the font, select all your text (Ctrl+A or Command+A), then click the font dropdown menu at the top of the screen and choose your font. The size dropdown is right next to it. Stick with one font throughout the entire letter.

Saving your letter so you can find it later

Press Ctrl+S (Windows) or Command+S (Mac) to save. A dialog box will appear asking where you want to save the file and what to name it. Choose a clear filename that tells you what the letter is about — for example, "Letter to Landlord January 2025" or "Job process Letter Smith Company". Do not use vague names like "Letter" or "Document1".

Choose a location you will remember, such as your Documents folder or Desktop. The file will be saved as a Word document (.docx), Google Doc, or Writer document depending on which program you used. You can now close the document, reopen it later to edit it, print it, or email it as an attachment.

Printing or emailing your finished letter

To print, press Ctrl+P (Windows) or Command+P (Mac). A print dialog will appear. Make sure your printer is selected, check that it says "1" under "Number of Copies" (unless you need more), and click "Print". Use white or off-white paper and black ink for a professional appearance.

To email the letter, save it first, then open your email program. Click "Attach" or the paperclip icon, navigate to where you saved the letter, and select it. Type your message in the email body, add the recipient's address, and send. The letter will arrive as a file the recipient can open and read.

Proofreading before you send or print

Before printing or emailing, read through your letter once for spelling and grammar mistakes. Use the spell-check tool built into your word processor — in Word, go to "Review" and click "Spelling & Grammar". In Google Docs, click "Tools" and select "Spelling and Grammar". The tool will highlight words it does not recognize and suggest corrections.

Read the letter aloud to yourself to catch mistakes your eyes might miss. Check that names, addresses, and dates are correct, and that the tone matches what you intended. A letter with errors looks careless, so take a minute to review before you send it out.

Frequently Asked Questions

Can I write a letter in Google Docs and print it?

Yes. Google Docs works the same way as Word — you can format, print, and save your letter. To print, press Ctrl+P or Command+P, or go to "File" and click "Print". Google Docs will send the letter to your printer just like Word does.

What if I want to add a signature image instead of typing my name?

In Word, go to "Insert", click "Pictures", and select an image of your signature from your computer. In Google Docs, click "Insert", then "Image", and upload the signature image. Resize it to fit in the space above your typed name. This works well for formal or business letters.

How do I change the margins if one inch looks too wide?

Go to "File" or "Format", find "Page Setup" or "Margins", and select a preset option like "Narrow" (0.5 inches) or "Moderate" (0.75 inches). You can also type in custom measurements if you need something specific. Standard business letters use one inch, but narrower margins are acceptable if you need more space.

Can I use bullet points or numbered lists in a letter?

You can, but use them sparingly. A formal business letter is usually just paragraphs. If you need to list items, you can add a bulleted list in the body, but keep the overall tone professional. Go to "Home" in Word or "Format" in Google Docs, click the bullet or numbering icon, and type your list items.

What should I do if I make a mistake after I print the letter?

If the error is small, you can correct it by hand with a pen before mailing. For larger mistakes, reprint the letter. Do not send a letter with visible corrections unless it is informal — formal letters should be clean and error-free.