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What is the correct layout for a letter

when using a computer and

word processor?


For speed, ease and clarity, word processed letters are set out differently, and punctuated less than in the style used for a hand-written letter.

Punctuation is normally omitted completely from the address, telephone number, date and anything else at the head of the letter. The commas are also left out at the end of the salutation (Dear......) and the closing phrase (Yours.......). All items are left-aligned and paragraphs are not indented. Double-linefeeds between paragraphs are also commonly used.

This example and the matching notes should help:


Your address is left-aligned

Telephone number (use international style if sending to outside the UK)

Recipient's address (for business letters only)

Today's date

Salutation (Dear Sue / Dear Mr Wong / Dear Sir / Dear Sir or Madam etc)

Subject of letter (for business letters only) usually centred and in bold

Left-align all paragraphs

Double-linefeeds between paragraphs etc (press the Enter key twice)

Normal punctuation in all paragraphs

Closing phrase (for formal letters match phrase to salutation
either Dear Sir - Yours faithfully
or Dear Mrs Robinson - Yours sincerely)

Leave sufficient space for your signature

Add your name with your title (J Smith could be Mr, Mrs or Ms and getting it wrong when replying could cause offence)

Choosing a suitable font

Your choice of font can have a big effect on the readability of your document and you need to consider your audience.

Times New Roman is a suitable font for business letters and 12 point is an appropriate size. If the recipient is known to have less than good eyesight, 14 point or larger, may be appropriate. Fonts with serifs (the small extensions on the tops and bottoms of some letters) are best suited to fluent readers. Book Antiqua is another font with serifs.


For young children, san serif (without serifs) fonts such as Arial may be more suitable. Also use this style of font for notices and posters. For very young children the 'a' of Arial can be confusing. AvantGarde has a more suitable letter 'a'. Comic Sans is a very clear font face but its casual style is only suitable for informal documents.

N.B. The fonts mentioned in the last two paragraphs are usually installed as part of Windows but similar fonts are available under other operating systems.
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