how to write a letter
Answers
Explanation:
Formal letters
Knowing how to write a letter, especially formal letters, is essential in business and throughout your career. Here’s what formal letter-writing involves.
Step 1: Starting a formal letter
Begin with the sender’s name and address. Some companies use special paper, called letterhead, that includes contact information and the company’s brand logo.
Brenda Houser
321 Hyacinth Lane
Culver City, CA 90230
The next line of formal letter-writing is the date. You can format the date in a couple of ways, after your address.
December 1, 2017
12 January 2018
Additionally, formal letters need the name and address of the recipient two spaces after the date. Incorporating all this information ensures that your letter can be used as a reference to contact you after the recipient discards the envelope.
Business Corporation
555 Industry Street
San Francisco, CA 94104
Step 2: Writing a letter, formally
When writing a letter, you’re ready to greet the person (or business) to whom you’re writing. Skip a space from any addresses you’ve included.
Formal letters begin with “Dear” followed by the name of the receiver. If you don’t have a contact at a certain company, search online for a name, a job title, or department.
“Dear Manager,”
“Dear Human Resources Department,”
As a last resort, use the generic salutation “To Whom It May Concern.” A comma follows all greetings.
Step 3: Writing the body of a formal letter
Although the body of every letter looks different and the information in it varies, there are a few key rules to follow.
Keep it focused. Business letters should have a clear objective.
Proofread. Errors can cause misunderstandings.
Avoid contractions. Write out each word fully.
Be tactful. Avoid writing anything you’ll regret being recorded for posterity.
Each thought should be contained in its own paragraph. Keeping paragraphs short also helps keep your message clear; aim for no more than four sentences in a paragraph and keep each sentence concise.
Step 4: Ending a formal letter
Leave a blank space between your closing paragraph and the complimentary closing. A complimentary close is a polite way to send your regards to your receiver. One of the most common closers is “Sincerely,” and it’s generally a safe bet.
Remember, only the first letter of the phrase is capitalized. Leave another couple of spaces for the last step—your signature! Type your full name underneath it, for formal letters.
Sincerely,
Signature
Theresa Grant
With sincere gratitude,
Signature
Dr. Malcolm J. Carl, Jr.
Informal letters
Casual letters have less structure overall, but it has the same basic elements of formal letter-writing. Here’s what you need to know when writing a letter for someone who’s close to you.
Step 1: Starting an informal letter
Unlike formal letters, writing a letter to a friend or close relative doesn’t require the same formalities. No letterhead is needed, although some writers choose to use special stationery.
When writing an informal letter, the first line is the date. It can be left- or right-justified on the page, but is generally at the top of a casual letter. The date is the only precursor needed before writing a casual letter.
Step 2: Writing a letter, informally
Casual letters are easy; you can start with “Hello” or another customary greeting.
Dear Ms. Abercrombie,
Hey, Jeff!