Professional & Friendly Letter Format ( Sample and Examples )

Professional & Friendly Letter Format : With the development of civilization, there has been a drastic change in the exchange of personal and official information. 

Although, the use of one-time widely used letters has decreased in the evolution of time. However, in some special cases, emails, texts, digital messaging as well as formal letters are still used for general professional communication.

Such as job cover letters, business letters, resignations, legal correspondence, and letters for company communication, recommendation letters, etc.

The importance of professional and friendly letter format :

At present, in some special cases, it is necessary to be send a hard copy of a printed letter to an individual or organization instead of an email.

Therefore, it must focus on clarifying its proper formats, reader friendly and clear content.

A letter represents your personality on both personal and corporate levels.

And in both cases the letter written in the correct format increases your importance and acceptability.

Importance of Personal letter :

In the case of a personal letter, the clear content of the message, the correct format, the beauty, the well-written and elegant presentation make a friendly impression of the recipient towards you. 

Which encourages recipients to reply to your letter as well as strengthens personal relationships.

Importance of Cover Letter :

A cover letter is an important attachment to your resume for various career notices or to start a career in an organization.

A cover letter written in the correct format reveals your professionalism to the employer. 

And a cover letter inconsistent with work reveals your weakness and inexperience.

So, how you format your cover letter is very important because the information consistent with the relevant position, concise and clear writing style, elimination of irrelevant words and all the information about why you are eligible for the position will affect the employer first. 

And your chances of getting a job will increase many times over.

Importance of Business Letter :

The goal of expanding global trade has turned business letter into an essential business weapon.

Not just in personal or job terms, Business letters written in a proper format, play an important role in your business as your representative, reference for future transactions, valuable evidence, sustainable greetings and to expand the business field.

And the key elements of a perfect and friendly business letter are: courtesy, completeness, clarity, brevity and confidence.

Since your sent letter presents you in some way or the other, special emphasis must be given to its proper format and beautiful presentation. 

Formats of letter, friendly and professional :

Letters have been used in various formats since ancient times. Special formats are used in special cases.

One type of format is used for personal letter. And in the case of official letters, another type of letter format is used.

Personal Letter Format :

Personal letter format
Although Personal letters are exchanged at the individual level, but when writing a letter, its specific format or structure has to be followed. The importance of which we have already discussed.

Write your full name and full address at the beginning of the letter. If you have written your name and address on the letterhead, there is no need to rewrite it.

Specify the date of writing the letter below your name and address.

Enter the recipient's full name and full address after writing the date.

Specify the date of writing the letter below the name and address of the recipient.

The next part of the name, address and date is the greeting . In the case of personal letters, you can use the common greeting phrase Dear (recipient's name) / To Whom It May Concern as well as write something else depending on the person or relationship.

Try to summarize why you are writing this letter in the opening paragraph. So that the recipient is interested in reading your letter.

Mention the full contents of your letter in the body paragraph. However, in order to capture the recipient's attention, try to keep the content of your letter short, without making it too long.

In the last paragraph, thank the reader for reviewing your message or request and encourage the reader to send an answer to it.

At the very end of the letter, greet the recipient again and end the letter with your full name and signature (applicable for sending hard copy).

Personal letter format Sample :

[ Your full Contact Information ]
Your Full name
Address
City, Zip Code, State
Phone number :
Email address :

Date --/--/--

[ Recipient’s Full Contact Information ]
Recipient’s name
Address
City, Zip Code, State
Phone number :
Email address :

Dear (First Name/ Mr. Mrs./ Ms. Last Name) / To whom it may concern.

Hello! I hope you are well. ( Write some formal talk )

Write your main message to the recipient.

Thank you for your time.

Warm regards,
Your Name
Signature


Personal letter format Example :

Miriam J Hampton
1470 Pickens Way,
Dallas, Texas , 75601
903-445-9225
a4pjh7b50s8@gmail.com

21 July 2030

Edward M Jackson
4058, Libby Street
Lomita, California, 90717
424-251-1831
9doydbfy25n@gmail.com

Dear Mr. Jackson

I hope you are well. Please accept my sincere congratulations for being nominated for the National Literary Award.

I came to know about your success through the national daily a while ago. I am really happy for your unimaginable success. It would be wrong to say unimaginable, because you deserve this award.

I was overwhelmed when I saw your name for the award in the national daily. Memories of rushing to different publishers to fulfill your dreams in varsity life, are very much remembered today.

When I read your stories, I get very worried about why they are not giving you the status you deserve! This award should have been added to your portfolio earlier. Although bit late, I am very happy to know that they have finally evaluated you correctly.

I have informed all our friends about your success. You can't imagine how happy they are with your success. We all agreed that we would be organizing a party for your success very soon. You will be its main attraction.

We are all proud of you. Once again, my sincere congratulations on your nomination. I pray to God that you may add more success to your possessions. 

Sincere good wishes and best of luck.

Warm regards,
Miriam J Hampton


Cover Letter Format :

Cover letter format

The most important thing about a cover letter is its correct format or structure.

Try to write 3-4 paragraphs in the cover letter. And try to keep the cover letter short, using 4-5 sentences in each paragraph.

Make a Plan in advance what to write at the beginning of the cover letter, what to write in the middle and what to write at the end.

Salutations and beginnings are important for the cover letter. So you have to make the employer interested from the first line. Avoid using "To Whom it May Concern" in the cover of the cover letter. Instead of using the usual "Dear Sir", find out the title of the head of the organization or the employer from the website or LinkedIn and address it. In this case you can use Dear Hiring Manager or Dear ( full name ).

In the first part of the cover letter, why are you writing this letter. What position are you applying for. Where and how do you know about this, write these things .

In the middle paragraphs, the work that you are good at, or the skills that you have - how it will work for the organization.

Your interest in that work. Why you are eligible for the job you are applying for.

How to adapt to the values, professionalism, goals and objectives of the job you are applying for, how you can play an effective role as a team member

Mention these issues in logical and clear language. Refrain from writing irrelevant words.

In the last part, please finish your cover letter by thanking the employer for considering you in that position.

Cover letter format Sample :

Your Contact Information
Name
Address
City, State Zip Code
Phone/Mobile Number
Email Address

Date --/--/--

Employer Contact Information (if you have it)
Name
Title
Company Name
City, State, Zip Code

Greeting ( Dear Mr./Ms. Last Name,)

[ Main body of cover Letter. Use 3-4 paragraph ]

Respectfully yours,
Signature (hard copy letter)
Your full Name


Cover Letter Format example :

Your First name, surname 
Address, 
City, State, Zip code 
Phone/Mobile number 
Email address

July 16, 2025

Recipient's first name Surname Company name 
Street address, City, Zip code
Phone/Mobile number
Email address

Dear [Ms. or Mr. Surname),

I am contacting you to express my interest in the [Target Job Title) opportunity with [Target Company]. After reviewing the position's requirements, I believe that my qualifications and educational pursuits are a great fit with the kind of candidate that your company is looking for.

The value that I will bring to your organisation includes a strong skill set, which I have developed through my academic experiences. I am well versed in (Skill 1) and (Skill 2), with proficiency in (Skill 3). I have contributed significantly to team projects, collaborative efforts and achievements because of my (Soft Skill 1] and [Soft Skill 2] abilities.

As my enclosed CV indicates, I offer the (Soft Skill 3] skills and knowledge that you require in a new [Target Job Title), as well as an eagerness to learn. I am excited to move ahead with an interview to discuss the possibility of joining (Target Company's team. Please don't hesitate to contact me for additional background details or to schedule a meeting. I look forward to hearing from you at your earliest convenience.

Yours sincerely,
[Your First Name] [Your Last Name]


Business letter format and sample :

Business Letter Format

In business, business letters are important documents for both parties. Therefore, when writing a business letter, special emphasis should be given on its correct format.

Your Contact Information
Your Name
Your Job Title
Your Company
Your Address
City, State Zip Code
Your Phone Number
Your Email Address

Date --/--/--

Recipient’s Contact Information
Their Name
Their Title
Their Company
The Company’s Address
City, State Zip Code

The Salutation,

In the case of business letters, use "To Whom It May Concern," if you are not sure who you are addressing. Or Use

Formal Greetings “Dear Mr./Ms./Dr. [Last Name]”.

The Body

Begin the next paragraph by leaving one line after each paragraph from the greeting line.

In the first paragraph, present the purpose and goal of the letter in an elegant way. It is best to keep the first paragraph short.

Mention the contents of your letter in full in the middle paragraphs.

In the concluding paragraph, repeat the reason for writing the letter and thank the recipient for considering your request.

Respectfully yours or
Yours sincerely or
Cordially or
Respectfully
Your handwritten signature
Typed full name
Your Job Title
Your Company


Business letter format Example : 

Damaris,
Supermax Jewelers,
Block 7, La Salette,
40F Manhattan,
New York 91230,
America

20th August 2035

Ryan Paul,
General Manager,
SQL technology industry
18 Red Boulevard,
New Jersey 66898
America 

Dear Mr. Paul,

We are pleased to inform you that during the Board of Directors meeting held on 16th September, your proposal was selected to provide internet services to this company in the coming financial year. Everyone was satisfied with the details mentioned in the proposal. We would like to provide you with this contract for one year.

As soon as you receive the amount of money you have taken to start, we will send you a representative from our company to finish the paperwork. As you mentioned, we have decided that the price will be fixed. The full amount is being paid in three installments. The first installment is to be paid on the date of the contract, and therefore the remaining two will be paid within two months at different times.

As your company is known for its quality services, we will trust your services. We look forward to maintaining friendly relations with your organization.

Yours faithfully,
Damaris


Tips for Professional & Friendly letter formatting : 

  • The language of the letter should be simple, straightforward and clear. 
  • Write the letter as concisely as possible in keeping with the content.
  • There should be a sense of emotion and excitement in the subject matter.
  • Left justify your letter.
  • Special attention should be paid to the spelling of the letter.
  • Single space your letter and leave a space between each paragraph.
  • Use simple fonts when writing letters. Such as: Arial, Times New Roman, Courier New, etc.
  • Try to keep the font size of the letter between 10 - 12.


Resources :

Sample Templates

My Perfect CV

Templatelab

doc formats

The Balance Careers

Prothom Alo


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