theletterpilotlogo Logo

How to Write a Certified Letter in 2025 (With Template)

How to Write a Certified Letter

Writing a certified letter doesn’t have to be complicated. Whether you’re sending a legal notice, complaint, contract, or business message — this guide shows how to structure it clearly and correctly.

Basic Format of a Certified Letter

  • Return address in the top left
  • Recipient's full name and mailing address
  • Subject line (optional but helpful)
  • Opening greeting (e.g., “Dear Mr. Smith,”)
  • Body: State your reason, supporting info, and any expectations
  • Closing and signature

Sample Certified Letter

Jane Doe
123 Main Street
Springfield, IL 62704

July 26, 2025

Mr. John Smith
456 Elm Avenue
Chicago, IL 60601

RE: Notice of Lease Termination

Dear Mr. Smith,

This letter serves as formal notice of termination for the lease agreement at 456 Elm Avenue. Per the terms of our lease, this letter fulfills the 30-day written notice requirement.

Please ensure the property is vacated by August 25, 2025. If you have any questions, feel free to contact me.

Sincerely,

Jane Doe

Tips for Writing an Effective Certified Letter

  • Be clear, factual, and professional
  • Use specific dates and details
  • Keep a copy of your letter
  • Proofread before sending

How to Send It

Once written, you can either print and take it to the post office for Certified Mail, or upload it directly to our site. We’ll print, label, and send it same-day with tracking and optional return receipt.

Send This Letter Online

Updated July 2025 • Template is general and not legal advice

📚 Related Guides