Billions of letters are sent around the country each day, but when was the last time you had to write and send an official letter? Can you remember how to format it correctly?

From how to address the recipient to signing your name at the end, there are several key elements to include in an official letter format. This article will delve into the rules and standards of official letter writing for UK audiences and give tips on how to format official letters so that they look professional and polished.

Discover hundreds of letter templates on Adobe Express and learn how to format your own official letter in minutes.

What is an official letter?

An official letter is also known as a formal letter. It’s a professionally-written document, which informs the recipient of any official information from a business or organisation.

Some examples of an official letter include:

• A formal letter of communication from a business, such as correspondence with clients or partners
• A professional cover letter for a job application
• A letter of recommendation or job reference
• A letter of resignation
• Project proposals
• Formal written warnings or complaints
• Official updates on regulatory issues.

Achieving an official letter format is relatively easy, as official letters follow a common standard that is simple to emulate. Here are the key elements to include as part of an official letter format:

1. Your name, address and contact information

Your name and address are the first thing on the page. This could be your own or your company name and address, depending on who you’re writing on behalf of.

The address should be at the top of the page and aligned on the right side. Write your name first and then underneath put your address. Each line of the address should have its own line, following the standard address format. Next leave a line space beneath your address, then beneath this you should put your contact details, including your phone number and email address.

Make sure all information is up to date if you plan on creating a business letter template to reuse.

2. Date

Beneath the address, add the date in full and in a UK date format, e.g., “20th January 2025”. The date should be right-aligned. Leave a line space beneath the date.

3. Recipient’s address

Next, you need to add the recipient’s full name with the correct title and full address. The address can be their place of work, if more appropriate. You can include the recipient’s telephone number and email address if you want, but this isn’t essential.

Leave a line space beneath this address – it should be one line down from your contact information but aligned to the left.

4. Reference

If you are responding to matter that has a reference, you can include this near the top. Add “REF” followed by the number. You should include the reference before the salutation.

5. Salutation

The salutation is how you greet the recipient. It sets the tone and mood for your letter, and how you write your salutation depends on how well you know them.

Typically, you would use a formal greeting of “Dear Mr/Mrs [Surname]”. If you know their first and last name but are unsure about their pronouns, you can write their full name without the title – for example: “Dear Ashley Smith”. However, if you are unsure of the recipient’s surname, you can simply write “To Whom It May Concern” or “Dear Sir or Madam”.

The salutation sits on its own line aligned to the left of the page.

6. State your reason for writing

Beneath the salutation you can begin your letter. Keeping within British business etiquette, ensure that your tone remains formal, polite, and professional. Use paragraphs to organise your messages and use proper grammatical rules to ensure your letter is written in a polished and comprehensible manner.

If you haven’t met them before, you can introduce yourself. “My name is [Name], and I am writing to you today because…”. Starting your letter with who you are and what the letter is about will help give the reader some insight into the official matter, and ensure they understand your intent.

7. Body of the letter

The next paragraph should then expand on the introduction. If you’ve said you’re writing to express interest in a job position they’re hiring for, this is where you can explain what experience you have. For example, you can say “In my 10 years’ experience in the sales industry, I have developed valuable skills such as…”

Keep expanding on each statement you make and provide evidence until your feel like you’ve made your point.

For more help with structuring the body of your letter, check out these top 20 business letter examples.

8. Closing

Conclude your letter with a polite and formal statement. You should wrap up the letter and repeat your main points to add emphasis and remind the reader of the letter’s purpose.

Once you’ve finished the letter you can then add a closing signature. Use “Yours Faithfully” if you don’t know the recipient and “Yours Sincerely” if you’ve addressed the recipient by name. Other options include:

• Sincerely yours
• Best regards
• Thank you
• Respectfully yours.

When you’re done, leave a space between your closing statement and the previous paragraph and after your closing statement, before your signature.

9. Your signature

Your letter should always include a handwritten or electronic signature after your closing statement. Beneath your signature, ensure that your full name is clearly typed out. You can import a digital signature or print you letter and sign it by hand. Under your signature you should print your name too.

10. Enclosed documents

If your letter includes additional documents or information, such as a supporting portfolio or evidence, make sure that you list these attachments at the end of your letter. You can for example attach to your letter an invoice, a job offer, a letter of intent or a resume.

Learn more about all the different elements and create a formal UK letter with letter templates from Adobe Express.

Editable official letter template ideas to inspire your formatting.

How to use these official letter tips to create engaging designs.

What is the official letter format in the UK?

Along with the elements discussed above, official letters in the United Kingdom have a particular format and style that is quintessentially British. Here are five tips for formatting an official letter for UK audiences:

• Use a polite, direct tone. A letter addressing a British audience will always carry a certain tone, one which is polite and to the point. Stick to the topic and try not to come across as over-friendly or too casual.
• Consider the audience. Once you’ve understood exactly who you’re writing to, it should help you to hone the tone and overall level of formality in your letter.
• Remember the letter’s intention. Next, pin down the purpose of your letter. A letter for a job application will be quite different from a letter used in general business correspondence or as a complaint letter to a company. Browse these letter templates for examples of formal letter styles.
• Get your message across. Try to make your points as quickly and succinctly as possible. Use additional documentation for further details. This will help the recipient handle large amounts of information with ease.
• Proofread. Before you send anything, ask someone else to read it. Get them to check for errors and clarify if your message is clear. Use their feedback to improve the tone, clarity, and structure of your formal letter.

Make the most of free official letter examples from Adobe Express.

What not to include in your official letters.

We’ve touched on all of the elements you need to include in your official letter, but now we need to mention what should be avoided.

• Casual greetings in the salutation. You should avoid calling anyone "Miss" instead opt for “Ms”. You should also avoid “Hi”, “Hello” or “Hey” as a greeting.
• Not finishing sentences. Make sure everything is wrapped up. You should make a point, provide evidence and expand.
• Being overly formal. Being too formal can cause confusion and lead to the recipient misunderstanding.
• Complicated font. Opt for an easy to read, simple font that is clear and concise.
• Long sentences and paragraphs. Short sentences and paragraphs that get straight to the point will make your letter easier to read and understand.
• Adding colour. Keep the font black on a white page. This will make the letter easy to read.

Key points to consider in your official letter layout.

When it comes to planning your official letter format, you should always make sure the font, layout, and images suit the style of your formal letter.

• Font. Typically, most letters will be written in Times New Roman or Arial font sizes 10 to 12. Make sure you choose a font that is legible and keep the font size the same throughout. Use a bold or italic effect for emphasis. Learn more about the importance of pairing fonts for maximum impact.
• Layout. Follow the standard layout of a formal letter to clearly communicate with your recipient and encourage a quick response. If you want to create a unique letterhead in line with formal letter layouts, you can do so with the help of Adobe Express.
• Imagery. If you use imagery, for example a logo of your company, make sure you format it correctly. This includes adjusting the size of the image so that it doesn’t dominate the letter or upset the structure.

Write your letters in the official UK format.

Adobe Express offers many templates that follow the official format in the United Kingdom. Choose a professionally created template for your official letter, add your own text, and your letter is ready to send!

Master your letter writing with templates and tips from Adobe Express. Craft powerful letters and learn when to use different Types of Formal Letters to communicate professionally with different recipients. Leverage Expert Tips on How to Start a Letter so that you always capture and engage your audience. Explore your email ending options and leave a lasting impression with our guide on How to End Your Email. Use professionally-designed email templates to create compelling emails with polished designs. Explore which charts and graphs are best to use with these Examples of Graphs. Create professional letters, emails, and data visualisations with Adobe Express’ useful guides.

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