How to Write a Letter | Free Step-by-Step Guide
Whether formal or informal, learning how to write a letter in 2022 and beyond is an undervalued skill. It is crucial to follow the appropriate format and include deliberate information based on the purpose of the letter you are writing.
The major types of formal letters include cover letters, resignation letters, reference letters, letters of intent, and legal letters. Contrarily, informal letters include invitation letters, apology letters, and congratulatory letters,
How to Write a Letter
Keep reading for tips on how to write a letter for personal or professional purposes, including a step-by-step guide on letter writing:
Pick the Ideal Formatting
The formatting type is the first interaction that the recipient has with the letter. The recipient can judge you based on the type of formatting you pick, depending on the type of letter you are writing. It is, therefore, vital to sell yourself in those first two to three seconds of the recipient’s interaction with the letter.
We recommend selecting clean fonts with easy readability over those that are exceedingly stylish. Some professional fonts we recommend for letter writing include Times New Roman, Calibri, Arial, Open Sans, and Georgia. Also, keep the font size between 10 and 12.
Besides the font, a good letter requires a relevant formatting style. Pick between block style or indented style. The block format requires you to align all the letter elements and sections on the left-hand side of the page. Note that the left alignment in block style format also includes the first sentence of every paragraph. The block format is prevalent in formal letter writing.
Contrarily, judging from the name, the indented format requires you to indent the first line of every paragraph by an inch. Additionally, the indented format requires you to put the recipient’s address on the right side of the letter. Writers often use the indented format for informal letters.
Write your Name, Contact Information, Address, and Date
Begin by writing your full address as the sender. It includes your full name, street address, city, state, and zip code. Remember to include any other relevant contact information you find appropriate to share, such as phone number and official email address. Once done, skip one line and write the date you are writing the letter.
Include the Recipient’s Name, Contact Information, and Address
The recipient’s details appear one line below the date. It includes the recipient’s name, designation, company name, and other relevant contact information, such as office address.
Remember to keep the recipient’s address on the left side of the letter page if you use the block-style format and on the right side for indented format.
Write the Salutation
You open the letter with a greeting after writing both addresses. Remember to skip a line after writing the recipient’s address before writing the salutation or greeting. Use Dear Mr/Mrs/Ms ‘recipient’s last name’ when you know the recipient’s name. If not, stick to Dear Sir/Madam.
Please add a comma after the recipient’s name when writing a formal letter and a comma for an informal letter. Here are examples:
Dear Mr. White: (formal)
Dear Mr. White, (informal)
Dear Sir/Madam: (formal)
Dear Sir/Madam, (informal)
Note that we recommend using TO WHOM IT MAY CONCERN as a salutation only in extreme cases where you do not know the name or gender of the recipient.
Contrarily, the salutation to a personal letter could be as informal as it can get. Still, ensure that you already have a related relationship with the recipient to avoid awkward moments. Here are examples of informal salutations:
To my sister from another mister,
To the love of my life,
Greetings from your silly friend,
Add your Subject Line
The subject information is something that not all senders include when writing a letter. However, it is a vital addition since it allows the recipient to tell what the letter is about. Write the subject information in upper caps and keep it at a maximum of six words. Also, skip one line after the salutation before writing it.
Write the Body of the Letter
The body of the letter is the most crucial component of a letter. It includes the details of your reason for writing. We recommend breaking it into paragraphs to separate unique thoughts and ideas and to promote readability.
Include your reason for writing in the first paragraph. The other paragraph can contain any elaborations or other ideas you deem fit for the body.
When writing a formal letter, remain brief, relevant, and straightforward. However, you can be as general and informal as possible when writing an informal letter. That totally depends on your relationship with the recipient and your reason for writing.
Another tip is to pick the ideal words and tone. For instance, it will be inappropriate to use sweet words like ‘darling’ when writing a letter to your boss. You want the recipient to take you seriously and to avoid ruining their perception of you or causing any friction between you two.
The last paragraph of the letter should include any closing remarks. Here are examples:
I am looking forward to hearing from you.
Let me know what you think.
Add a Complimentary Close and Signature Close
Skip a line and include a complimentary close. Examples include Best regards and Yours faithfully for formal letters and ‘Yours sincerely’ and ‘With love’ for informal letters. Remember to add a comma after the complimentary close as below:
Best regards,
Kevin Winters.
Additionally, you could include your signature for personalization purposes. In this case, it would come between ‘Best regards,’ and ‘Kevin Winters’. Attach an email trail if you have one.
Attachments
Some letters require you to send attachments with them. Attachments could come in different formats such as PDF, word documents, or JPG. Attach them, countercheck, and proofread your letter before hitting send.
Conclusion
Writing a letter is a simple yet important skill. The important components of a letter include the sender’s and receiver’s addresses, the salutation, the subject line, the body, the complimentary close, and attachments. We advise you to proofread your letter before printing or sending it.
Also read: How to Learn a New Language Effectively