Microsoft Office · Beginner level

Beginner level · Module 2: Creating Documents in Word · Lesson 3 of 3

Writing a Formal Letter

Set up page margins and layout and produce a correctly structured formal letter.

In this lesson you will

  • Apply standard formal-letter structure
  • Set margins, alignment and line spacing

Key concepts

block letter formatmarginsalignmentline spacing

The lesson

Formal letters follow a standard structure: sender's address, date, recipient's name and address, a subject line, the salutation, the body and a closing with your name and signature.

Keep the body short and clear: the first paragraph says why you are writing, the middle gives the details or evidence, and the last says what you are asking for and how to contact you.

Use a professional font (such as Calibri or Times New Roman at 11–12 pt), consistent spacing and no decorative colours. Export to PDF before emailing, so the layout stays exactly as you designed it.

Step by step

  1. Set up the sender and recipient address blocks and the date.
  2. Write a subject line that states the purpose.
  3. Write the three-part body.
  4. Add the closing, check spelling and export to PDF.

Practice activity

Write a formal job application letter to a fictional NGO using the standard structure, and export it to PDF.

Expected result: A one-page letter in correct structure, exported to PDF.

Check your understanding

  1. Name four parts of a formal letter.

    Show answer

    Any four of: sender address, date, recipient address, subject line, salutation, body, closing, signature.

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