How to write letters
Answers
ter is complete. Typically, you don’t add postscripts to formal letters; if you need to add something, you’ll have to revise the whole document to include the new information.
P.S. Rob got the position at Great Company! Thanks for all the support during his unemployment.
There are different types of letters that are appropriate for a friend or close relative. Some include:
- Handwritten letters
- Emailed letters
- Typed social media messages
When used for professional purposes, writing a formal letter is effective for:
- Cover letters
- Letters of intent
- Value proposition letters
- Business memorandum letters
- Promotion letters
- Reference letters
- Resignation letters
- Thank-you letters
Before writing a letter, consider the formality level of your letter: casual or formal. Each has a distinct format you’ll want to follow.
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.
“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
- 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.
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,
Theresa Grant
With sincere gratitude,
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!
For informal letters, using other punctuation after your greeting to emote enthusiasm (e.g. an exclamation point) might be appropriate, based on your relationship with the recipient.
- Step 3: Writing the body of an informal letter
The main content of your informal letter—the body—is up to you. The content of a casual letter will vary, so focus on some general suggestions.
Don’t ramble. Even personal letters should have a clear focus.
Be mindful of your audience. Keep the tone and content of your letter appropriate and relevant to the recipient. Writing a letter to your grandmother, for example, might sound different and contain different details than writing a letter to your college friend.
- Step 4: Ending an informal letter
If you have a warmer relationship with the recipient, you can sign off with “Warm regards” or “Cordially.” 0.