write the letter with proper use of grammar
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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.
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.
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.
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.
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.
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.
Share anecdotes or news. Generally, a casual letter is meant to share information or details that are mutually interesting to both parties.
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.” There are dozens of closing options when writing a letter, so choose one that works best for you and your recipient. Like formal letters, the same rules apply regarding capitalization and commas for all complimentary closings.