You’re staring at a blank screen or a crisp sheet of paper, and you're stuck. It feels weirdly high-stakes for something we’ve done since elementary school. Most people think they know what should a letter look like, but then they start typing and realize they have no clue if the date goes on the left or the right, or if "Sincerely" is too formal for a thank-you note to an aunt. Honestly, the rules have shifted. While the digital age has made us lazy with "Hey" and "Best," the actual structure of a physical or formal letter remains a structural anchor that says, "I care enough to do this right."
It isn't just about aesthetics. It's about navigation. When a reader opens your envelope, their eyes should know exactly where to land to find out who sent it, when it was written, and why they should bother reading past the first paragraph.
The Visual Anatomy of a Standard Letter
If you look at a classic block-style letter—the kind used in 90% of professional settings—it's all about the "left-flush" look. No indentations. Just clean lines. This is the gold standard for anyone asking what should a letter look like in a business context. You start with your information at the top. Name. Address. Phone number. Email.
Then comes the date. Use the full word for the month. "January 17, 2026" looks a lot more professional than "1/17/26." It feels deliberate.
Below that, you’ve got the recipient’s info. This is where people get sloppy. If you know the person's name, use it. If you don't, "Hiring Manager" or "To Whom It May Concern" is okay, but it’s a bit cold. Finding a specific name shows you actually did your homework.
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Spacing and Margins Matter More Than You Think
White space is your friend. Nobody wants to read a "wall of text." It’s intimidating. Generally, you want one-inch margins all the way around. It frames the text like a piece of art. If your letter is short, don’t shove it all at the top of the page; center it vertically to make it look balanced. It’s a small trick, but it makes the whole thing feel more expensive and thought-out.
Personal Letters: Breaking the Rules
Now, if you’re writing to a friend or a family member, forget the block style. It’s too stiff. Personal letters are often "modified block." This means your return address and the date might sit over on the right-hand side. It feels a bit more "old world" and intimate.
Indenting your paragraphs is also totally fine here. It creates a rhythm. You might write three sentences about your new dog, then a long, rambling paragraph about your trip to the coast, followed by a quick "Miss you!" Short, long, short. That's how people actually talk. Why should your letter be any different?
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The Salutation Game
"Dear" is the universal winner. It’s hard to mess up. But what comes after?
- Formal: Dear Mr. Henderson, (Use a colon if it's super formal).
- Casual: Hi Sarah, or just Sarah—
- Professional but friendly: Dear Sarah, (A comma is the standard choice here).
Avoid "To Whom It May Concern" if you can avoid it. It’s basically the "Standard No-Reply" of the paper world. It’s better to address a specific department, like "Dear Marketing Team."
Choosing Your Paper and Ink
If we're talking about a physical letter, the "look" involves the tactile experience. Standard 20lb printer paper is fine for a complaint to your internet provider. It’s utilitarian. But if you’re writing a cover letter or a letter of condolence, 24lb or 32lb paper feels different in the hand. It has "heft."
Ink color? Black or blue. That’s it. Blue is actually great for signatures because it proves the document is an original and not a photocopy. Never use red unless you’re grading a paper or trying to look aggressive.
The Signature: The Final Impression
The "valediction"—that’s the fancy word for the sign-off—should match the tone of the start. If you started with "Dear Mr. President," don’t end with "Cheers."
- Sincerely: The safest bet in history. Use it for jobs, legal stuff, or people you don't know well.
- Regards: A bit shorter, more modern. Good for colleagues.
- Best: The "I’m busy but polite" sign-off.
- Warmly: Great for someone you’ve met once or twice and actually liked.
Leave about four lines of space between the sign-off and your typed name. This is where your actual, physical signature goes. Even if you’re sending a digital PDF, using a tool to drop in a scan of your real signature looks a thousand times better than a typed cursive font.
Addressing the Envelope
Don't let the inside look perfect only to mess up the outside. Your return address goes in the top left. The recipient’s address is centered. Use all caps for the recipient’s address if you want to be ultra-compliant with postal service optical character readers (OCR). It helps the mail get sorted faster.
- NAME
- STREET ADDRESS
- CITY STATE ZIP
No punctuation is actually preferred by the USPS for the envelope address. It feels weird to leave out the comma between the city and state, but it’s how the machines like it.
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Why This Still Matters in 2026
You might think, "Why am I worrying about what should a letter look like when I can just send a Slack message?" Because a letter has staying power. It sits on a desk. It gets filed. It’s a physical manifestation of your intent. Whether it’s a formal resignation or a thank-you note after an interview, the structure provides a sense of stability and professionalism that digital text lacks.
Common Mistakes to Avoid
- Mixing Styles: Don’t start with a left-flush header and then suddenly indent your third paragraph. Pick a lane and stay in it.
- Crowding the Bottom: If you’re running out of room, don't try to squeeze your signature into a half-inch of space. Move to a second page.
- Typos in the Header: Nothing kills your credibility faster than misspelling the recipient's name or your own phone number.
Practical Steps for Your Next Letter
If you're ready to start, follow this sequence to ensure the layout is perfect:
- Set your margins to 1 inch on all sides of your document.
- Choose a readable font like Georgia or Arial at 11 or 12 points. Avoid Times New Roman if you want to look a bit more modern; it’s a bit overused.
- Place your contact info at the top left, followed by the date, then the recipient's info.
- Double-space between paragraphs but keep the text within the paragraphs single-spaced.
- Proofread specifically for "The Big Three": The spelling of names, the date, and your own contact details.
- Print a test copy to see how the white space looks before you use the "expensive" paper.
The structure of your letter tells the reader how to feel about you before they even read a single word. By sticking to these established layouts—whether it’s the strict block style or a more relaxed personal format—you ensure your message isn't lost in a mess of poor formatting. Use the weight of the paper and the clarity of the layout to do the heavy lifting for you.