How to Write a Formal Letter in the UK (With Template)

A formal letter follows a specific layout that has been standard in UK business and official correspondence for decades. Getting the format right signals professionalism and ensures your letter is taken seriously. This guide explains every element with a complete template you can copy.

The UK formal letter format

A standard UK formal letter has the following elements, in this order from top to bottom:

1. Your address (top-right, no name)
2. The date (below your address, right-aligned)
3. The recipient's name and address (left-aligned)
4. Subject line (optional but recommended for official letters)
5. Opening salutation
6. Body paragraphs
7. Closing salutation
8. Your signature and printed name

Each element explained

Your address (sender's address)

Place your full postal address in the top-right corner of the letter. Do not include your name here. Include your house number and street name, town or city, county (if applicable) and postcode on separate lines. For business letters, use your company address.

The date

Write the date directly below your address on the right side. Use the British date format: day, month, year. Write the month in full rather than using numbers to avoid confusion. Examples of correct formats:

• 15 July 2026
• 15th July 2026

Do not use formats like 07/15/2026 (American) or 15.07.26 in formal letters.

The recipient's address

On the left side of the letter, below the date, write the recipient's full name and title (Mr, Ms, Dr, etc.), their job title if relevant, the organisation name if applicable, and their postal address. Leave a blank line between this and the opening salutation.

Subject line

After the opening salutation, you may include a bold subject line that summarises the purpose of the letter (for example, Re: Account Number 12345678). This is expected in official correspondence and helps the recipient file and route your letter correctly.

Opening salutation

The opening salutation follows strict rules in UK formal letters:

• Dear Mr Smith or Dear Ms Jones if you know their name and gender
• Dear Dr Khan for doctors, academics and other titled professionals
• Dear Sir or Madam if you do not know their name

Do not use first names (Dear John) in a formal letter unless you have an established professional relationship. Never use "To Whom It May Concern" in UK formal correspondence. "Dear Sir or Madam" is the correct alternative.

Body paragraphs

The body of a formal letter should be clear, concise and professional. Use short paragraphs (3 to 5 sentences each). A typical formal letter has three sections:

• Opening paragraph: state your purpose immediately. "I am writing to enquire about..." or "I am writing to formally request..."
• Middle paragraphs: provide the detail, evidence or context. Use one paragraph per point. Include dates, reference numbers and any relevant facts.
• Closing paragraph: state what action you expect or what you will do next. "I would be grateful if you could respond by 31 July 2026." or "Please do not hesitate to contact me if you require further information."

Closing salutation

The closing depends on how you opened:

• If you used a named salutation (Dear Mr Smith): close with Yours sincerely
• If you used "Dear Sir or Madam": close with Yours faithfully

This distinction is a fixed rule in UK formal letter writing. Mixing them up (for example, "Yours faithfully" after "Dear Mr Smith") is considered a mistake in professional correspondence.

Leave four lines below the closing for a handwritten signature, then type your full name and, if relevant, your job title.

Formal letter template (UK)

Common mistakes to avoid

• Using "Yours faithfully" after "Dear Mr Smith" (or vice versa)
• Writing your name above your address on the sender's block
• Using American date formats (MM/DD/YYYY)
• Writing "To Whom It May Concern" (use "Dear Sir or Madam")
• Using contractions (it's, can't) in the body text
• Forgetting to include a subject line for official or financial correspondence
• Not specifying what action you want the recipient to take, or by when

Sending your formal letter

Once you have written your letter, you can send it by printing and posting it yourself, or by using an online letter posting service. For important or legal correspondence, always use a tracked service so you have proof the letter was sent and received.

Send Letters Online lets you type your formal letter directly in the browser and have it printed on 100gsm paper, sealed in an envelope and posted via Royal Mail on the same day.