How to write and type a letter on a computer (with templates)

Writing a letter on a computer is straightforward once you know what kind of letter you need and how formal it should be. You have several options: desktop programs like Microsoft Word, ONLYOFFICE Desktop Editors, or LibreOffice Writer; browser-based tools like Google Docs or ONLYOFFICE Docs; or ready-made templates that handle the formatting for you.

For quick personal notes, a blank document works fine. But for formal correspondence such as resignation letters, job applications, official requests, templates save time by providing a pre-structured layout so you don’t have to figure out where everything goes.

How to write a letter on a computer: quick steps

Open your document editor, then decide whether to build the layout yourself or let a template handle it. Personal letters don’t need much structure, but formal correspondence typically requires more detail, which is why it helps to determine the letter type before you begin.

Here’s the workflow:

1. Open your document editor.
2. Choose a blank document or pick a letter template.
3. Identify the letter type.
4. Add the date and sender/recipient information where it makes sense.
5. Write your greeting and main message.
6. Finish with a closing and your name or signature.
7. Proofread and check formatting.
8. Save, export as PDF, print, or send by email.

What can you use to write a letter on a computer?

Multiple options exist for typing letters. The choice comes down to two questions: do you prefer an offline desktop app or a cloud-based tool? And do you want to format from scratch or use a template?

1. ONLYOFFICE

ONLYOFFICE offers both desktop and online editors, giving you the flexibility to work locally or collaborate in real time through your browser. The desktop version handles DOCX files without compatibility issues, so your Word documents open and edit just fine.

Ready-made templates speed things up when you’re short on time. PDF export is built in, which means you can share finished letters without worrying about layout changes. For teams, the online version supports comments and co-editing. AI integration is available for tasks like rephrasing or clarity checks, though the output should always be reviewed before sending.

FREE CLOUD       FREE DESKTOP APP

2. Microsoft Word

Microsoft Word remains one of the most widely used word processors, available both as a desktop application and through Word for the web. It offers extensive formatting options that cover everything from basic text styling to advanced layout controls, making it suitable for casual notes and formal business documents alike.

The template library is large, with letter formats for most situations. Since DOCX is Word’s native format, sharing files with other Word users is seamless. If you already use Word for other work, there’s minimal learning curve, you can start typing right away.

3. Google Docs

Google Docs runs in your browser, which makes it convenient if you switch between devices or need to collaborate without managing email attachments. You can share documents with specific people, collect comments, and watch changes happen in real time – particularly useful when someone needs to review your letter before it goes out.

Templates are available for common document types, including letters, and everything integrates smoothly with your other Google tools. Since your work is stored online, you don’t have to worry about manually saving files, though you can download copies in different formats whenever needed.

4. LibreOffice Writer

LibreOffice Writer is a free, open-source word processor that comes bundled with the LibreOffice suite. As a desktop application, it enables offline work without requiring an internet connection or cloud storage.

The program supports a broad range of document formats, including DOCX, so files from Microsoft Word and other word processors open without problems. It’s a practical choice for anyone seeking capable software without subscription fees or online dependencies.

Source: zdnet.com

What type of letter are you writing?

Determining the letter’s purpose helps you establish the right structure and tone. Formal business letters need clear structure and professional tone, while personal letters allow for more relaxed language and layout.

Here are the most common types:

• Formal or business letter: professional communication with clear purpose and structured layout including contact information, date, greeting, body, and closing.
• Personal letter: casual messages to friends or family with relaxed language, typically just a date, greeting, your message, and a sign-off.
• Cover letter: accompanies job applications to introduce yourself and explain why you’re a good fit for the position. Browse cover letter templates
• Complaint letter: presents problems clearly with relevant details and specific requests for resolution. Keeping a factual tone usually works best.
• Thank-you letter: brief and sincere, expressing appreciation and explaining why it mattered.
• Application or request letter: formally requests something by stating your purpose upfront and backing it up with supporting information. Browse request letter templates
• Recommendation letter: supports another person’s application by highlighting their skills and experience. Browse recommendation letter templates
• Resignation letter: notifies your employer that you’re leaving. You can use a resignation letter template to get the basic structure in place before adding your own details.
• Letter of interest: expresses interest in an organization even when there’s no specific job posting.

How to structure a letter

Structure varies depending on what you’re writing. Personal letters may need only a greeting, a few paragraphs, and a sign-off. Formal letters typically include more elements.

Sender’s information, date, and recipient’s information

Place your name and contact details near the top, followed by the date and the recipient’s name and address if relevant. You don’t need every detail for every letter, so include only what suits your situation.

Salutation and introduction

Choose a greeting that matches the recipient and context. “Dear [Name]” works for business letters, while “Hi [Name]” is fine for personal messages. Your opening paragraph should make the purpose clear immediately.

Body and closing

Break your message into separate paragraphs to improve readability, then finish with a closing that matches the tone. Use “Sincerely” for formal letters and “Best wishes” for personal ones. Add your name below the closing, leaving space for a handwritten signature if you plan to print.

How to format a letter on a computer

You don’t need elaborate design to make a letter look professional. A readable font, sensible margins, consistent spacing, and clear hierarchy matter more than decorative elements.

Before finishing, check the page size, margins, font size (11 or 12 pt is standard), line spacing, and alignment. Paper size matters if you’re printing: US Letter is 8.5 × 11 inches, while A4 is standard in many other countries. Use print preview to catch awkward page breaks or text that’s too close to the edges before you print.

How to write a letter using a template

Templates provide the basic layout so you can focus on the content. This is especially helpful for formal letters where you might not be sure where sender information, recipient details, date, or signature should go.

ONLYOFFICE offers a collection of letter templates covering resignation letters, letters of intent, and employment-related correspondence. You can edit them online or download in DOCX or PDF format. Using a template is straightforward: select one, replace the placeholder text with your details, add your message, and proofread before saving.

How to save and send your letter

Save as DOCX to keep an editable version for future changes or if someone else needs to review the document.

Export as PDF to preserve the layout when the letter is complete. Check every page before sending, paying particular attention to page breaks and signature placement.

Print the letter and use print preview first to confirm the correct paper size is selected and the complete letter fits on the page.

Send it by email by attaching a PDF when the recipient only needs to read the final version, or a DOCX file if they need to edit it. Verify the recipient’s email address, subject line, and attachment before sending.

Final check before sending

Read through the entire letter after you’ve finished editing. Don’t rely solely on spell check; review the details manually. Verify the recipient’s name, date, contact information, and the reason you’re writing. Make sure the tone fits the situation, there are no leftover template placeholders, and the formatting is consistent throughout.

If you’re sending a PDF or printing the letter, check the final version rather than only the editable document.

Once everything looks right, save an editable copy and export the final version in the format you need. For a formal letter, PDF is usually the safest option for sharing because it keeps the formatting intact. If you expect to make changes later, keep the original DOCX file as well.

If you use a template, remember to remove all placeholder text before sending. A few minutes spent checking the final document can prevent simple mistakes from making an otherwise well-written letter look unprofessional.