How to write a professional letter (with formats and templates)

In an age where most workplace communication happens over instant messages or email, do professional letters still matter? The short answer is yes. Whether you’re applying for a new role, requesting a reference, resigning from a job, or filing a formal complaint, knowing how to write a professional letter can help you make a strong impression.

Professional letters are polished, structured, and designed to help you communicate clearly and respectfully. A well-written letter signals that you’re serious, respectful, and capable of handling workplace matters with professionalism.

In this guide, we’ll walk you through everything you need to know about how to write a professional letter, from the standard format to how to start and end your letter confidently. We’ll also include sample professional letters for different scenarios, such as job applications, letters of recommendation, and business enquiries.

What is a professional letter?

A professional letter is a formal written communication used in the workplace or for career-related matters. Unlike casual emails or texts, professional letters have a clear structure, a polite and formal tone, and a specific purpose.

What makes it different from informal communication?

Here are some common scenarios where you need to write a professional letter:

• Job application: Introduces you to employers and showcases your qualifications.

• Recommendation request: Supports someone’s academic or career pursuits.

• Resignation letter: Communicates your formal resignation from a position.

• Complaint letter: Expresses workplace concerns or service issues in a respectful, constructive manner.

• Business enquiry: Requests information or clarification from another company or service provider.

What’s the format of a professional letter?

Nailing your professional letter format is key to making your message clear and credible. Here’s a standard professional letter format in Australia:

How to start a professional letter

The way you start your letter sets the tone. A good opening is clear and respectful, and directly states your purpose.

As much as you can, avoid using “To whom it may concern” to start off your professional letter. A little research can help you find your recipient’s name and tailor your message.

To strengthen your opening line, say exactly why you’re writing from the start. Be direct and clearly state the purpose of your letter. If applicable, mention mutual connections to create rapport and build trust. Let your interest shine through and warmly express your enthusiasm and professionalism. 

Here are some examples of strong opening statements:

• Recommendation letter: I’m pleased to recommend Rachel Jones for the role of Senior Analyst.

• Business enquiry: I’m writing to enquire about your consulting services in logistics optimisation.

• Resignation letter: Please accept this letter as formal notice of my resignation from GreenTech Solutions.

How to end a professional letter

Your closing line is a chance to reinforce your message. It also gives your recipient a clear next step and leaves a positive impression after reading your letter. 

For an impactful closing line, remember to reiterate the key message of your letter. Include a polite call to action so your recipient understands the next steps expected of them. Lastly, thank the recipient for taking the time to read your letter.  

Here are some sample closing lines to cap off your letter:

• Job application: Thank you for considering my application. I look forward to hearing from you soon.

• Recommendation letter: Please don’t hesitate to contact me for further information.

• Complaint letter: I appreciate your attention to this matter and look forward to your response.

How to write different types of professional letters (with examples)

Throughout your career, you’ll find yourself writing a range of professional letters, including job applications, letters of recommendation, resignation letters, complaint letters, and business enquiries. Here’s how to write each one of them based on real-world tips and tailored examples.

Job application letter

A job application letter, also known as a cover letter, is a formal document introducing you to a potential employer. It complements your resumé, expressing interest in the company and highlighting why you’re the right person for a specific role. Tailor your cover letter to the job description, showcasing your most relevant skills and experience.

Here’s how you can accomplish this:

• Research the company and role. Mention why the company piqued your interest and how your goals align with its mission.

• Use keywords from the job ad. If the employer seeks someone with “strong project management skills”, mention your success in managing similar projects.

• Use specific examples. Rather than saying “I’m a great team player”, say, “At XYZ Company, I collaborated with cross-functional teams to launch a product within a tight six-week timeline”.

• Keep it brief and targeted. Aim for one page, and don’t repeat your entire resumé, just the highlights that match the role.

Imagine you’re applying for a Marketing Executive role at a digital agency. Here’s how your job application letter could look like:

Letter of recommendation

A professional letter of recommendation supports someone’s job application, scholarship application, or academic opportunity. A colleague may ask you to write this if you know them well and can vouch for their abilities. 

Here’s how you can write a great letter of recommendation:

• Start with your relationship. Mention how long you’ve known the person and in what capacity. For example, I’ve worked closely with Daniel as his direct supervisor over the past three years.

• Be specific and detailed. Instead of saying “She’s a great leader”, describe how she led a team through a challenging project and delivered results.

• Match the letter to the role or opportunity. If the person is applying for a teaching role, focus on their communication skills and ability to explain concepts clearly.

• Be honest and positive. Only write the letter if you feel comfortable recommending the person.

Here’s a sample letter of recommendation. In this scenario, you’re recommending a former colleague for a new position.

Resignation letter

A resignation letter formally informs your employer that you’re leaving your role. It’s essential to exit a company respectfully and professionally. 

Here’s how you can write a resignation letter that leaves a good impression:

• State your intent early. In the opening line, mention that you’re resigning and provide the effective date.

• Keep the tone polite and professional. Even if you’re leaving on difficult terms, maintain a positive tone.

• Express gratitude. Mention something specific you’ve appreciated about the company or your role, as this leaves a good final impression.

• Offer to help during the transition. This shows professionalism and makes it easier for your employer to manage the handover.

Here’s a sample resignation letter if you leave your role after accepting a new job elsewhere.

Complaint letter

A complaint letter formally raises an issue or expresses dissatisfaction with a product, service, or workplace situation. It isn’t just about complaining – a well-written complaint can help resolve problems constructively and showcase your professionalism. 

Here’s how you can accomplish this:

• Be factual and concise. Stick to the key details: what happened, when, where, and who was involved. Avoid exaggeration or emotional language.

• Include documentation, if applicable. Attach receipts, screenshots, or correspondence to support your case.

• Be respectful. Use calm, neutral language, even if you’re frustrated. This helps the recipient focus on solving the issue instead of reacting defensively.

• State your desired outcome. Whether you want a refund, apology, policy change, or further investigation, be clear about what resolution you’re seeking.

Here’s an example of a letter you can send when a recent purchase or service didn’t meet your expectations.

Business enquiry letter

A business enquiry letter formally requests information, proposals, or clarification from a company or organisation. You send this letter when you want to learn more about a company’s offerings, request a quote, or explore potential collaborations. 

Here are some essential tips to keep in mind when writing your business enquiry letter:

• Start with a short introduction. Let the recipient know who you are and why you’re writing.

• Clearly state your questions or requests. Use bullet points or short paragraphs to make it easy to respond.

• Provide context. If you’re following up on an earlier conversation or enquiry, mention that upfront.

• Invite a timely response. Let your recipient know how they can reach you and when you hope to hear back.

Let’s say you’re enquiring about partnership opportunities with another company. Your letter might look like this: 

Best practices when writing a professional letter

No matter what type of professional letter you’re writing, these best practices can help your message come across clearly and professionally. We’ll cover common mistakes to avoid, formatting tips to make your letter stand out, and a checklist of final steps before sending your letter.

Common mistakes to avoid when writing a professional letter

Even minor missteps can affect how your letter is received. Here are some pitfalls to watch out for, and what to do instead:

Design and layout tips

A professional letter should look as polished as it reads. A clean design helps ensure your letter is taken seriously and received positively.

Here’s how you can get it right:

• Font: Use a standard, readable font like Arial, Calibri, or Times New Roman in 11- or 12-point size.

• Margins and spacing: Use standard one-inch margins on all sides. Leave a line between paragraphs and after headings.

• Alignment: Align text to the left. Avoid centering your entire letter.

• Professional letterhead: If you’re writing on behalf of a company, include a letterhead with the business name and logo.

Formal letter writing tips

Writing a formal letter might feel intimidating, but it doesn’t have to be. Whether contacting a potential employer, responding to a client, or raising a concern, using the right tone and structure helps ensure your recipients take your message seriously. Here are some formal letter writing tips to help you write confidently and professionally every time.

Use active voice

Using the active voice makes your writing more precise and engaging. The trick is to make the subject of your sentence ‘do’ the action. Here are some examples:

Avoid contractions

Formal writing often omits contractions like “can’t” or “won’t” in favour of “cannot” or “will not”. Avoiding contractions creates a more polished and professional tone. Replace common contractions as you write or during editing. Read your letter aloud and listen for words like “don’t”, “isn’t”, or “I’ve” and revise them accordingly.

Be specific and provide context

Specific details help your reader understand your message quickly and clearly. Instead of saying “I have experience”, for example, say, “I have five years of experience managing customer support teams in the tech industry”. Provide numbers, project names, or outcomes where possible.

Avoid overly emotional language

Maintain a calm and objective tone, especially when you’re writing a resignation or complaint letter. Emotional language can come across as unprofessional and may not improve the situation. 

Instead of feelings, focus on facts and required actions. For example, instead of writing, “I am extremely frustrated with the poor service”, try: “I am concerned about the delay in service delivery and would like to request a prompt resolution”.

Use appropriate titles and honorifics

Make sure you address people by their correct titles. Using the correct title shows respect and attention to detail. Look at the recipient’s email signature, online profile, or company website for their preferred title. If you’re unsure about gender-specific titles, use their full name (e.g., Dear Alex Lee) to avoid assumptions.

Maintain a professional tone throughout

Even if you’re upset or frustrated, write respectfully and constructively. Professionalism helps you preserve your reputation and increases the chances of a positive response. Reread your letter with fresh eyes, or ask a trusted colleague to review your tone before sending. 

Final checks before sending your professional letter

Before sending your professional letter, whether by email or post, take a moment to go through this checklist:

By following these best practices, you’ll make sure your professional letter is both impactful and well-received.

Craft professional letters with ease

Writing a professional letter doesn’t have to be complicated. With the correct format, tone, and structure, you can write formal letters that open doors, build relationships, and get results.

Use the templates and tips above as a starting point, but always tailor your letter to suit your purpose and audience. And don’t forget to share this guide with a colleague who might find it helpful, too!

FAQs

What’s the best way to address a professional letter if I don’t know the recipient’s name?

While “To whom it may concern” is acceptable in some cases, it’s best to make the effort to find the recipient’s name. Check the job listing or company website. If you can’t find a specific name, opt for a role-based greeting like “Dear Hiring Manager” or “Dear Customer Service Team”, as it feels more targeted and professional.

How long should a professional letter be?

Keep it to one A4 page. A concise letter respects the reader’s time and helps ensure they don’t lose your main points in unnecessary detail. Focus on essential information and keep your paragraphs short, ideally two to four sentences each.

Should I use bullet points in a professional letter?

Yes, especially if you’re listing skills, achievements, or questions. Bullet points break up dense text and make your letter easier to read. Don’t overdo it; one to two bulleted lists per letter is usually enough.

Is it acceptable to send a professional letter by email?

Yes. Most professionals send their formal letters this way. Just format your email like a professional letter, including greetings, paragraphs, and a sign-off. Save attachments as PDFs for a more polished look. Avoid overly casual email language even if the tone is slightly less formal than printed correspondence.

How do I make my professional letter stand out?

Tailor the content to your audience. Mention the company’s values or recent achievements to show you’ve done your research. Use specific examples to back up your points, and make sure your formatting is clean and consistent. Finally, always proofread before sending out your letter, as typos and grammar errors can undermine your message.