How to Write a Certified Letter in 2025 (With Template)
A certified letter is just a standard business letter—what makes it “certified” is the USPS service that adds tracking and proof of delivery. Use the formatting below, keep your message clear and factual, and save a copy for your records.
Certified Letter Format (Simple)
- Return address (top left), then date
- Recipient’s full name, title, company, and mailing address
- Optional: Subject line (e.g.,
RE: Lease Termination Notice) - Greeting (e.g., “Dear Mr. Smith,”)
- Body: purpose in first sentence, key facts/dates, what you want done by when
- Closing (e.g., “Sincerely,”), signature, printed name, contact info
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 (555) 555-5555 jane@example.com
Tips & Common Mistakes
- Be specific: cite dates, amounts, clauses, deadlines.
- Right address: verify recipient name and mailing address.
- Keep copies: save the letter and attachments.
- Know the rules: notice periods may be set by your contract or state law—verify them.
- Return Receipt? Use it if you need a signature as proof of receipt; otherwise tracking may be enough.
How to Send the Letter
You can bring a printed letter to the post office and ask for Certified Mail (with optional Return Receipt), or upload a PDF and let us print and mail it for you with tracking.
Related Guides
Updated September 13, 2025 • This template and guide are for general information only and not legal advice.