How-to
How to write a formal letter in a Word document, with a free template
The short answer
Start a letter in Wrdio from File, New, Letter, then replace the sample text. Put your details and the date at the top, the recipient below, a clear first line that says why you are writing, and a polite close. Save a PDF to send and keep the DOCX.
Most letters are not hard to write. What stops people is not knowing what goes where. The layout of a formal letter is a convention, and once you see it, it is easy to repeat.
Start from the template
- Open the Wrdio home page and press New document.
- On a computer choose File, New, Letter. On a phone tap File, New document, Letter.
- Replace each placeholder with your own text.
The parts of a formal letter
- Your details. Name and address, at the top. Add a phone number or email if the reader may reply that way.
- The date. Write the month in words so nothing is ambiguous: 18 October 2026.
- The recipient. Name, job title, organisation and address.
- The greeting. "Dear Ms Rahman," if you know the name. "Dear Sir or Madam," if you do not.
- A subject line (optional). One short line saying what the letter is about.
- The body. Usually two to four short paragraphs.
- The close. "Yours sincerely" if you used a name, "Yours faithfully" if you used "Sir or Madam".
- Your signature and printed name. Leave space above the name for a signature.
Writing the body
- Say why you are writing in the first sentence. "I am writing to ask about..." works.
- One idea per paragraph. Short paragraphs are easier to read.
- Be specific. Dates, amounts and reference numbers save a reply.
- End with what you want next. A date, an answer or an action.
- Keep the tone polite and plain. No jargon.
Layout that looks professional
- One font at 11 or 12 points, left-aligned.
- A blank line between paragraphs, set with paragraph spacing, not extra returns. See formatting basics.
- Everything on one page if you can.
Signing and sending
If the letter goes by email, add a picture of your signature above your printed name. Our guide on how to sign a Word document shows how. Then export a PDF with File, Export, PDF (on a phone, Share as PDF) and look at it before sending. See saving as PDF without breaking it.
Applying for a job as well? The resume template works the same way.
Questions people ask
How do I format a formal letter?
Put your address and the date at the top, the recipient's details below, a greeting, a short body, a closing and your name.
Is there a free letter template online?
Yes. Wrdio's editor has a letter template under File, New, which you can edit and download without an account.
Should I send a letter as PDF or DOCX?
Send a PDF unless the recipient asks for an editable file. A PDF keeps the layout.
How do I sign a letter I send by email?
Insert a picture of your signature at the signature line. See our guide on signing a document.