what are steps to write a letter????
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Everything You Need to Know about How to Write a Letter
Everything You Need to Know about How to Write a Letter
Jennifer Calonia
Jennifer Calonia
Updated on September 8, 2020 · Writing Tips
Everyone should be familiar with how to write a letter—from what type of letter you should write to the letter-writing format you should choose. These are the basic concepts of letter writing you need to know, along with some helpful examples.
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What type of letter should you write?
There are no hard-and-fast rules. What letter-writing format you choose depends on your audience. For a friend or close relative, a casual message is usually the best way to go. 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
However, for business contacts or people you don’t know well, a typed formal letter is almost always the most appropriate choice. 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
These are just a few types of letters that you might need to write in a casual or formal environment. 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. 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.