Opening a blank document and choosing your format

To write a letter on your computer, open a word processor—Microsoft Word, Google Docs, or LibreOffice Writer are the most common—and start with a blank document. Each program opens the same way: launch the process, then click "New" or "Blank Document." You now have a blank page ready for typing.

The choice of program matters less than knowing where to find the basic tools you'll use. In Microsoft Word, the toolbar at the top shows font options, alignment buttons, and spacing controls. Google Docs has the same tools in a similar layout. If you're unsure which program is on your computer, check your Start menu (Windows) or Applications folder (Mac) and look for "Word," "Docs," or "Writer."

Key Takeaways

  • A standard 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 1 inch on all sides and use a standard font like Arial or Times New Roman at 11 or 12 points for readability.
  • Single-space within paragraphs and double-space between them to make the letter straightforward to read.
  • Save your letter with a clear filename before printing or sending, so you have a copy for your records.

Setting up the page margins and spacing

Before you type, set your margins and spacing so the letter looks professional. In Microsoft Word, go to the "Layout" tab, click "Margins," and select "Normal" (which sets 1-inch margins on all sides). In Google Docs, click "File," then "Page Setup," and set all margins to 1 inch. These standard margins leave enough white space around your text and fit neatly on a standard letter-sized page.

Next, set your line spacing. Highlight all text (press Ctrl+A on Windows or Command+A on Mac), then look for the spacing option. In Word, it's under "Home" > "Line Spacing"—select "1.0" for single spacing within paragraphs. In Google Docs, click "Format" > "Line Spacing" and choose "Single." You'll adjust spacing between paragraphs later as you type.

Typing your letter in the correct order

Start at the top of the page with your own address. Type your street address, city, state, and zip code on separate lines or on one line separated by commas—either format is correct. Press Enter twice to add space, then type the date (for example, "January 15, 2025"). Press Enter twice again.

Next, type the recipient's address: their name, title (if relevant), street address, city, state, and zip code. Press Enter twice, then type your greeting. "Dear [Name]:" is standard; use a colon at the end, not a comma. If you don't know the person's name, "Dear Hiring Manager:" or "To Whom It May Concern:" works, though a specific name is always better if you can find it.

Now type your body paragraphs. Keep paragraphs short—three to five sentences each—and press Enter twice between paragraphs to create visible separation. The first paragraph should explain why you're writing. Middle paragraphs provide details or supporting information. The final paragraph should state what you want the reader to do next (respond by a certain date, call you, review an attachment, and so on).

Closing your letter and adding your signature

After your last paragraph, press Enter twice and type a closing phrase. "Sincerely," is the safest choice for formal letters; "Best regards," "Thank you," or "Respectfully," also work. Type a comma after the closing, then press Enter four times. This space is where your handwritten signature will go if you print the letter.

Below the signature space, type your full name. If this is a formal business letter, you can add your title or contact information on the next line (for example, "Marketing Director" or "555-123-4567"). Do not type your signature in all capital letters or use special characters—the space above your typed name is reserved for your actual handwritten signature if you print and sign the letter.

Choosing the right font and text size

Use a standard, straightforward-to-read font for any letter you plan to send to someone else. Arial, Calibri, Times New Roman, and Courier New are all acceptable. Avoid decorative fonts like Comic Sans or script fonts—they look unprofessional and are harder to read. Set your font size to 11 or 12 points; anything smaller is difficult to read, and anything larger looks like you're trying to fill space.

To change the font, highlight all your text (Ctrl+A or Command+A), then click the font dropdown menu in the toolbar and select your choice. The font size dropdown is right next to it. If you're unsure which font is already selected, look at the toolbar—it will show the current font name and size. Stick with one font throughout the entire letter; mixing fonts makes it look disorganized.

Saving and printing your letter

Before you print or send your letter, save it. In Microsoft Word, press Ctrl+S (Windows) or Command+S (Mac), or click "File" > "Save." In Google Docs, your work saves automatically, but you can click "File" > "read" to save a copy to your computer. Give your letter a clear filename—for example, "Cover Letter - Jane Smith" or "Complaint Letter - January 2025"—so you can find it later.

To print, press Ctrl+P (Windows) or Command+P (Mac), or click "File" > "Print." Check the preview to make sure the letter fits on one page and looks correct. If it's too long, reduce the font size slightly or tighten spacing. If you're sending the letter by email instead of printing it, save it as a PDF (in Word, click "File" > "Save As" and choose PDF format) so the formatting stays the same no matter what device the recipient uses.

Common mistakes to avoid

The most common error is forgetting to proofread before sending. Read your letter out loud to catch spelling mistakes, typos, and awkward phrasing. A second pair of eyes helps—ask someone else to read it if the letter is important. Check that you've spelled the recipient's name correctly and used the right title or company name.

Another mistake is using the wrong tone. A formal letter to a business or government office should be polite and straightforward; save casual language for emails to friends. Don't use text-speak abbreviations like "u" instead of "you" or "thx" instead of "thanks." Finally, make sure your margins and spacing are consistent throughout—if some paragraphs are single-spaced and others are double-spaced, it looks careless. Use the same spacing rules from top to bottom.

Frequently Asked Questions

Should I use a template or start from scratch?

Both work. Templates save time and show you the correct layout, but starting from scratch teaches you the structure. If you use a template, delete any sections you don't need and customize the text. Whether you use a template or not, the final letter should follow the standard format: your address, date, recipient address, greeting, body, closing, and signature.

What if my letter is longer than one page?

Try to keep letters to one page. If you must go to a second page, make sure at least two lines of body text appear on the second page—never put just the closing and signature there. Reduce font size slightly or tighten spacing if possible. If the letter is genuinely long, consider whether some information could go in an attachment instead.

Can I email a letter instead of printing and mailing it?

Yes, but format it differently. In an email, you can skip your own address at the top and start with the date. Use the email subject line to replace a formal greeting. Keep the body and closing the same. Save the letter as a PDF attachment if you want it to look exactly as you formatted it, or paste it directly into the email body if the recipient prefers plain text.

How do I add my handwritten signature to a printed letter?

Print the letter, then sign it by hand in the blank space between your closing phrase and your typed name. Use blue or black ink. If you need to send the signed letter by email, scan it or take a clear photo with your phone, then attach the image to your email. Make sure the signature is legible in the scanned version.

What if I need to attach a document to my letter?

Mention the attachment in your letter before the closing. Add a line like "Please see the attached resume" or "I have included copies of my references." If you're printing the letter, physically attach the document with a paperclip or staple. If you're emailing, attach the file to the email and mention it in the letter text so the recipient knows to look for it.