Letter writing is a fundamental communication skill that remains relevant in our digital age. Whether you’re crafting a formal business inquiry, a heartfelt personal message, or even a well-structured social media post, knowing How To Write A Letter effectively is crucial. It’s not just about conveying information; it’s about making a positive and lasting impression, especially when introducing yourself or your business for the first time.
This guide will walk you through the essential steps of how to write a letter, covering both formal and informal letter formats. We’ll explore the correct structure for different types of letters, from professional cover letters and letters of intent to casual notes to friends and family. Understanding these nuances will empower you to communicate clearly and confidently in any situation.
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Steps to Writing a Letter
Let’s start with a quick overview of the basic steps to write a letter, regardless of its formality:
- Choose Your Medium: Decide whether you’ll be writing an email, a physical letter to mail, or a digital letter (like a document).
- Format Contact Information and Date (Block Style): If using block style for a formal letter, place your contact information and the date at the top left.
- Salutation: Begin with a salutation. Use “Dear Ms. Smith,” for formal letters or “Hi [Name]” for informal ones. “To Whom It May Concern” is suitable when the recipient’s name is unknown in formal contexts.
- Body Paragraphs: Write the main content of your letter in clear, well-organized paragraphs.
- Complimentary Closing: End with a closing phrase. Formal options include “Sincerely,” or “Respectfully,” while informal options can be “Best,” or “Warmly,”.
- Signature: Sign your name below the complimentary close. For mailed letters, leave space for a handwritten signature above your typed name.
Choosing the Right Type of Letter: Formal vs. Informal
The type of letter you should write largely depends on your audience and purpose. While there are no strict rules, considering the relationship with the recipient is key.
For friends and family, an informal letter is generally appropriate. These can include:
- Handwritten Letters: Ideal for personal touches and special occasions.
- Emailed Letters: Convenient and quick for staying in touch.
- Social Media Messages (Letter Format): Suitable for very casual communication.
For business contacts, people you don’t know well, or professional situations, a formal letter is almost always the better choice. Formal letters are particularly effective for:
- Cover Letters: Accompanying job applications.
- Letters of Intent: Expressing interest in opportunities.
- Value Proposition Letters: Outlining the benefits of your services or products.
- Business Memorandum Letters: Internal business communications.
- Promotion Letters: Announcing promotions or advancements.
- Reference Letters: Recommending someone for a job or opportunity.
- Resignation Letters: Formally leaving a position.
- Thank You Letters: Expressing gratitude in professional or formal settings.
Before you begin writing, always determine whether a formal or informal approach is best suited for your situation. Each style has specific formatting guidelines that you’ll need to follow.
Formal Letter Writing: Block Style and AMS Style
Formal letters are essential for professional communication, serving as official records in many cases. Therefore, they adhere to a precise structure and format. There are a couple of recognized “correct formats,” with block style and AMS style being the most prevalent.
Block style, especially full block style, is widely favored for its straightforward and professional appearance. The defining characteristic of block style is the left alignment of all elements. This means every part of the letter, from your address to the beginning of paragraphs, starts at the left margin, without any indentation.
AMS (American Mathematical Society) style shares many similarities with block style. While we’ll primarily focus on block style due to its popularity, we will also touch upon the key differences of AMS style later.
How to Write a Formal Letter in Block Style: A Step-by-Step Guide
Let’s break down how to write a formal letter using the widely accepted block style format.
Step 1: Include Contact Information and Date
The first element of any formal letter is the contact information and date. In full block style, this section is placed in the upper left-hand corner of the page.
Begin by typing your full name and address, aligning everything to the left margin, just as you would when addressing an envelope. This is not merely a formality; it ensures the recipient can easily reply to you.
If you are writing on company letterhead that already includes your company’s address and contact details, you do not need to rewrite this information.
After your address, skip one line and type the date you are writing the letter. Use a consistent date format (e.g., July 1, 2024).
Finally, skip another line and add the recipient’s name and full address. Include their job title below their name if it is relevant to the context of the letter. Leave a blank line after the recipient’s address before moving to the salutation.
Example of contact information and date formatting in a formal letter using block style, demonstrating left alignment and spacing.
Step 2: Write the Salutation
The salutation is the greeting that starts the main content of your letter. It’s a polite opening that signals the beginning of your message.
Most formal salutations start with “Dear” followed by the recipient’s name. Always use title capitalization in salutations and end with a comma.
For example:
- Dear Mr. Holmes,
- Dear Ms. Smith,
- Dear Dr. Johnson,
If you don’t know the recipient’s name, you can use their job title or department name, such as “Dear Hiring Manager” or “Dear Customer Service Department.” As a last resort, “To Whom It May Concern” is a generic salutation suitable for any situation where the recipient is unknown. However, avoid using “Dear Sir or Madam,” as it is considered somewhat outdated.
Example of a formal letter salutation, “Dear Mr. Holmes,”, illustrating proper capitalization and comma usage.
Step 3: Compose the Body of the Letter
This section contains the main message you want to convey. The body of a formal letter should adhere to standard rules of grammar. Write as you would for any other formal document. In full block style, remember to not indent the first line of paragraphs.
Unlike personal letters, formal letters should be direct and to the point. Don’t hesitate to get straight to your purpose. Some formal letters might be only a sentence or two long, while others may extend to several paragraphs if you have a lot of information to communicate. The key is to remain focused and avoid unnecessary tangents.
While communication norms can differ between company cultures, it’s generally best to avoid casual language and jokes. Some even advise against using contractions in very formal contexts. It should be obvious, but never use slang, profanity, or other inappropriate language.
If your letter is complex or covers multiple points, consider including a closing paragraph to summarize the key information and desired actions. Always remember to edit and proofread the body of your letter before sending it.
Example of a body paragraph in a formal letter, demonstrating block style formatting with no indentation and a professional tone.
Step 4: Write the Complimentary Close
Formal letters require a standard complimentary closing, or sign-off, similar to the salutation, before your signature.
“Sincerely” is one of the most common and versatile closings. Variations include “Sincerely yours,” or “With sincere gratitude.” Other accepted formal closings are “Respectfully,” and “Best regards,”. Unlike salutations, closers use sentence capitalization. Always capitalize only the first word of your complimentary close, and end it with a comma.
Examples:
- Sincerely,
- Respectfully,
- Best regards,
If sending a physical letter, skip a few lines after your complimentary close—this is where you will sign your name. Always type your full name below your signature, and include your job title if relevant to the letter. For emails or digital letters, you don’t need to leave blank lines before typing your name.
Example of a formal letter complimentary close, “Sincerely,”, showing correct capitalization and comma placement.
Step 5: List Enclosed Materials (If Applicable)
This final step is necessary only if you are including additional documents with your letter, such as a resume, CV, application forms, or supporting documents. If you are only sending the letter itself, you can skip this step.
One line below your typed name and job title (if included), write “Enclosure:” followed by a list of the enclosed materials. For instance, if you are including a resume, write “Enclosure: Resume.” This is a helpful practice to ensure the recipient knows to expect additional items and can verify if anything is missing.
Example of an enclosure notation in a formal letter, listing “Enclosure: Visitor pass” to indicate additional documents.
Formal Letter Example (Block Style)
Here’s an example of a complete formal letter in block style:
Detective Inspector G. Lestrade
35 Victoria Embankment
London, England SW1A 2JL, UK
July 1, 1888
Mr. Sherlock Holmes
221B Baker St.
London, England NW1 6XE, UK
Dear Mr. Holmes,
On behalf of the London police force, we request your presence at New Scotland Yard at your earliest convenience. We have a case that requires your special expertise, and we’d prefer to discuss the details in person, considering the sensitivity of the information. Any time before the end of the month is acceptable.
Sincerely,
G. Lestrade
Detective Inspector
Enclosure: Visitor pass
How to Write a Formal Letter in AMS Style
AMS style, or American Mathematical Society style, largely follows the same rules as block style, including guidelines for enclosures. You can generally follow the steps outlined above for block style when writing in AMS style. However, there are two key differences to note:
- Date Placement: In AMS style, do not leave a blank line between the sender’s address and the date. The date is placed directly underneath the address.
- Subject Line: AMS style incorporates a subject line, either in place of or before the salutation. The subject line should be in all capital letters and summarize the letter’s content in one line or less, such as “REQUEST FOR MEETING.” Leave a blank line both before and after the subject line.
Formal Letter Example (AMS Style)
Detective Inspector G. Lestrade
35 Victoria Embankment
London, England SW1A 2JL, UK
July 1, 1888
REQUEST FOR MEETING
Dear Mr. Holmes,
[. . .]
How to Write an Informal Letter
Informal letters, as the name suggests, are much more relaxed than formal letters. There are fewer strict rules, and minor formatting variations are generally acceptable. However, a basic structure is still helpful for clarity.
Step 1: Add the Date (Optional)
Including the date at the top of an informal letter is a tradition from a time when letter writing was the primary means of communication. Today, it’s no longer essential in informal contexts, but some people include it out of habit or for record-keeping. In informal letters, adding the date is completely optional. If you choose to include it, place it at the top right or left.
Step 2: Write the Salutation
Informal letters, like formal ones, start with a greeting to the recipient. The traditional format is “Dear” followed by the person’s name, like “Dear Lestrade,” using title capitalization if appropriate (though often just the first name is used in informal letters).
However, informal letters offer more flexibility in greetings. Casual greetings like “Hi [Name],” “Hello [Name],” or even just “[Name],” are perfectly acceptable.
Examples:
- Hi Sherlock,
- Hello Lestrade,
- Dear Mrs. Hudson, (if you’re on informal but respectful terms)
- Lestrade,
Typically, you end your salutation with a comma and skip a line before starting the letter’s body. Sometimes, an exclamation point is used instead of a comma, depending on your relationship with the recipient and the tone you want to convey.
Step 3: Compose the Body of the Letter
The body is where you write your message. Informal letters are often used to share news, catch up, or maintain personal connections. They generally have a conversational tone, so you can use slang, colloquialisms, and the language you would naturally use in speech.
While tangents are more acceptable in informal letters, try to stay reasonably focused so your message remains clear. The goal is to be personal and engaging without losing the reader.
Step 4: Write the Complimentary Close
Informal letters also use a complimentary closing before your signature, following a similar format to formal letters: sentence capitalization (capitalize only the first word), a comma at the end, and space for a signature if sending a physical letter.
However, you have much more freedom in choosing informal sign-offs. Instead of “Sincerely,” you can use more personal and affectionate closings, depending on your relationship with the recipient.
Examples:
- Best,
- Warmly,
- Love,
- Cheers,
- Talk soon,
- See you later,
Informal Letter Example
July 2, 1888
What’s up, Lestrade!?
It’s Sherlock! So stoked to receive your letter. Of course I’ll come to Scotland Yard ASAP, no worries.
XOXO,
Sherlock “Best Detective Ever” Holmes
Understanding Postscripts (PS)
PS stands for postscript. It’s an afterthought, something added at the very end of a letter after you’ve finished writing the main content. It’s typically used for minor updates, quick thoughts, or something you forgot to include in the body. Postscripts are generally not used in formal letters; if you need to add information to a formal letter, you should revise the body of the letter to include it seamlessly.
To write a postscript, simply write “PS” and then your message. Both “PS” and “P.S.” are acceptable, but both letters should always be capitalized.
If you have multiple postscripts, add another “P” at the beginning for each subsequent PS. For example, the second postscript would be “PPS.” and the third “PPPS.”
PS. Just heard back about the project – it’s approved! Excited to get started.
PPS. Don’t forget to bring your umbrella tomorrow; the forecast is for rain.
The Envelope: Size, Weight, and Addressing
In the United States, standard first-class letters have a maximum weight of 3.5 ounces. If your letter is more than a few pages or written on heavy paper, weigh it to ensure it meets postal requirements. Envelope size and shape also matter. It must be rectangular and no larger than approximately 6 by 11 inches to avoid being returned by the post office.
Sending Your Letter: Mailing and Hand Delivery
Once you’ve confirmed your envelope is suitable, it’s time to send your letter.
For mailed letters:
- Return Address: In the top left corner, write your name and address or use a return address label.
- Recipient Address: In the center of the envelope, carefully write the recipient’s name and address. For international letters, include the country for both the destination and return addresses, along with the state abbreviation and zip code.
- Postage: Affix postage in the top right corner. Postage rates vary, so check the USPS website for current prices or use a Forever Stamp for domestic mail.
For personal letters, you can always hand-deliver them. In this case, you only need to write the recipient’s name on the envelope, and you can use any envelope size or shape you like!
Before sealing the envelope, double-check that everything is correct, and that you’ve included all pages of your letter.
Essential Letter Writing Tips for Effective Communication
Still unsure about writing a perfect letter? Keep these letter-writing tips in mind to enhance your communication:
Use Pleasantries
While informal letters naturally have a friendly tone, incorporating pleasantries into formal letters can also be beneficial. A simple phrase like “I hope this letter finds you well” or “I trust you are having a productive week” can help build rapport, even in business contexts.
Similarly, expressing sympathy, offering support, or showing gratitude can add a personal touch to both formal and informal letters. These small gestures help your letters stand out and feel more human.
Write with Your Reader in Mind
Adapt your language and tone to suit your specific reader. For a formal letter to a business associate, maintain a professional and courteous tone. For a personal letter to a close friend, feel free to be casual and use familiar language.
The line between formal and informal can sometimes blur. A “formal letter” to a work colleague you know well might be less rigid than a “personal letter” to a distant relative. Always consider your relationship with the recipient to strike the right tone. If you are writing to someone you’ve never met, err on the side of formality and politeness.
Include All Necessary Information
If your letter needs to convey a lot of information, especially for invitations or event scheduling, make a quick checklist beforehand to ensure you cover everything important. Treat this like a mini-outline to prevent omissions.
Clearly state essential details like what, where, when, and why. Include any other necessary information, such as directions, required materials, or specific instructions.
Conclusion: The Power of a Well-Written Letter
There’s a sense of satisfaction in sending a carefully crafted letter. A well-written letter greatly increases the chances of achieving its intended purpose, whether that’s securing a job interview, strengthening a business relationship, or simply connecting with someone personally.
To ensure your letters truly shine, focus on clarity, accuracy, and tone. Tools like Grammarly can assist in catching errors in grammar and spelling, and Grammarly Premium offers advanced suggestions for style and clarity, helping you write polished, engaging letters that effectively capture your recipient’s attention. With the right approach and tools, you can write letters with confidence, no matter the occasion.
This article was originally written by Jennifer Calonia in 2020. It’s been updated to include new information.
