This is a template that provides a framework for drafting a customized letter. The
template includes a letter head, the date, the subject, the person it is addressed to, the
body, and a signature. This template provides examples about how to address a letter
to an unknown recipient. In addition, it provides different closings that can be tailored to
the level of formality of the letter. This template can be used by individuals or small
businesses that want a framework to customize a proper letter.
Name: ____________________
Position: ____________________
Address: ____________________
____________________
____________________
Telephone Number: ____________________
Email: ____________________
[Note: If your stationery has a letterhead, skip the writing the information above. Otherwise, type
in the necessary information (name, address, etc.) It is also highly recommended to leave your
phone number and email address]
Date: _______________________
[Note: Remember to type the date below your personal information. If there is no letterhead,
type it as shown]
Re Line: _______________________
[Note: If the recipient of this letter specifically requested information, (such as a job reference or
a lease agreement letter to a landlord) type it on one or two lines immediately below the Date.
Make sure that if you’re replying to a letter, to refer to it above.]
Dear Sir/Madam,
[Note: Remember to type the recipient’s name above. Type Mr. or Ms. (Last Name) to show
respect, but do not try to guess the spelling or gender. Some other examples that you may use are
listed below]:
o Dear Sir
o Dear Sir or Madam
o Dear [Full Name]
o Gentlemen
o Ladies
o To Whom it May Concern:
© Copyright 2010 Docstoc Inc. 2
Subject: _____________________________________________________________
[Note: Write a sentence summary in all uppercase characters in the line provide above. It can
either be flush to the left or centered.]
This is the area where you start to write your body content. Please remember to be
concise. Keep it brief and to the point. If your letter is only one page, type the complimentary
close as shown below. Otherwise, type them on the last page of your letter.
You want to cover all of the necessary points in your letter and not leave any vague area
for misinterpretation. Depending on the subject of the letter, you should make sure to introduce
yourself properly and to thank the recipient in the end of the body paragraph.
Sincerely,
[Signature]
[Note: Remember to write a complimentary close, what you write here depends on who the
receipt is and it depends on the tone and degree of formality. Some other examples that you may
use are listed below]:
o Very truly yours - Neutral
o Cordially tours - Informal
o Sincerely – Less formal
o Respectfully - Formal
o Yours faithfully - Formal
[Name]
[Title]
[Note: Remember to also leave three blank lines after the complimentary close to sign your
name. Please type your name exactly as you type it below your signature. Some people also copy
and paste their electronic signature below the complimentary close, this is optional.]
*Remember to remove the tips written in this template once you begin drafting your letter.
© Copyright 2010 Docstoc Inc. 3
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guidance and should be modified by you or your attorney to meet your specific needs and the laws of your state or jurisdiction. Use at
your own risk. Docstoc® is NOT providing legal or any other kind of advice and is not creating or entering into an Attorney-Client
relationship. The information, reports, and forms are not a substitute for the advice of your own attorney. The law is a personal matter
and no general information or forms or like the kind Docstoc provides can always correctly fit every circumstance.
Note: Carefully read and follow the Instructions and Comments contained in this document for your customization to suit your specific
circumstances and requirements. You will want to delete the Instructions and Comments from open bracket (“[“) to close bracket (“]”)
after reading and