How to Write a Letter (Examples Included)?

How to Write a Letter?

Writing a letter is straightforward when you have the letter-writing format in mind. All you need to do is make decisions about content and writing style. Follow the next steps and give equal attention to each of them. You’ll see that letters with a well-defined greeting and ending have more chances to deliver the message than those only focusing on the content. Furthermore, letters with missing information will get lost along the way, resulting in frustration and stress.

Here are some quick steps for how to write a letter:

1 Decide the medium and type of your letter

2 Write your contact data

3 Write the recipient's contact data

4 Start with a greeting

5 Focus on the body of the letter

6 Find an appropriate way to end your letter

7 Sign your letter

8 Review, proofread, and spellcheck

9 Print and address the envelope

In the next sections we will expand with details per each step.

Step 1: Decide the medium and type of your letter

Writing on paper differs from writing an email or filling out a form. Also, decide how long your letter will be, the writing style, and the overall tone. It should be clear from the beginning if you catch up with a friend, ask for time off, request a refund, or interrogate the bank about your account.

When to write a formal letter?

When writing to someone you know in professional capacity, or a specific business or department where the recipient is unknown, it is appropriate to use a formal letter.

To create letters, you must type them first and then print them. You can use various text editing software such as Microsoft Word, Google Docs, OpenOffice, or Apple Pages to accomplish this task.

In case the letter is time-sensitive or the recipient prefers email, you can opt for sending an email instead. When communicating with the current manager or a coworker, email is appropriate, and the formal address is unnecessary.

Examples of formal letter

There are four common formats for formal letters: indented, full block, modified block, and semi-block. Formal letters can include:

• Invitation for an event
• Job application
• Resignation letter
• Recommendation letters.

When to write an informal letter?

Depending on your relationship with the recipient, write an informal letter. When you're writing to someone who is far away or someone you're not very close with, it's best to write a semi-formal letter. If the person has previously sent you emails, you can also email them. However, if you have never received an email from them, it's better to opt for a handwritten letter as a safer option.

If you are writing to a friend or close family member, an email or a handwritten letter is appropriate. Moreover, you might transmit the same information within their favorite messaging platform, such as Whatsapp, Messenger, or Linkedin.

Examples of informal letters

Informal letters can be written in various formats and styles.

• Congratulations letter
• Welcome letters
• Thank you letter
• Appreciation letter.

Step 2: Write your contact data

If you use a predefined format (e.g., email, form, etc.), fill in the appropriate fields with your name, address, email, phone number, account number, or whatever information they need. If you write on paper, use the top-left or top-right corner to create a contact data block for your information. Ensure you add a small title letting the recipient know those are the sender’s contact data.

For example the contact information or senders info should include:

• Sender Name and Title
• Company or organization details
• Address
• Phone number
• Email address.

Step 3: Write the recipient’s contact data

Following the same indications as the sender’s contact data. Fill in the given fields or write the recipient contact data on the opposite top corner of the sender’s contact data, adding a small title (e.g., Recipient Contact Data).

For example the recipients senders info should include:

• Full name
• Job title
• Company
• Address
• City, state, ZIP Code.

Step 4: Start with a greeting

The greeting should suit your recipient’s status and communication style. If you don’t know the recipient’s name, use the salutation “To Whom It May Concern.”

Greetings examples for formal letters:

1. Dear Mr. Smith
2. Dear Ms. Johnson
3. Dear Dr. Brown
4. Dear Professor Green
5. To whom it may concern

Step 5: Focus on the body of the letter

The body should structure your information in paragraphs and mention all relevant details. If this is a formal or official letter, keep it short. Long letters are allowed only between friends and close family members. If you have a communication, keep the content concise and on point. You can include references to additional documents that support your letter, such as your leave balance for a leave request letter, a contract for a business letter, the map of the wedding venue when you’re inviting people to join you on your special day, and others.

Example of Key elements for the body of the letter:

When writing the body of a formal letter, here are the essential elements the writer should consider:

• Introduction: Begin with a clear and concise opening that introduces the letter's purpose. State why you are writing and establish a context for the recipient.
• Main Content: This is the heart of the letter and should include the details or message you want to convey. Use clear and organized paragraphs to present your information logically.
• Action Steps: Clearly state what you expect from the recipient or what steps must be taken next.
• Closing Remarks: Summarize the key points and reiterate the letter's purpose in the closing section.

Key tips when writing the letter's body:

The body of any formal letter is the most important part, so here are the essential tips the writer should consider:

• Professional Tone: Maintain a formal and professional tone throughout the letter. Avoid casual language or slang.
• Relevance: Keep the content relevant to the purpose of the letter. Stay on topic and avoid unnecessary information.
• Clarity and Conciseness: Ensure that the content is well-structured and to the point. It's important to use language that is easy to understand and avoid using technical terms or jargon that might confuse the person you're communicating with. Also, make sure to check for any spelling, grammar, and punctuation errors.
• Supporting Information: If necessary, include data, evidence, or references to support your message.
• Politeness and Respect: Use polite language and show respect towards the recipient, even if you are addressing a complaint or issue.
• Contact Information: Include your contact information or any details the recipient may need to reach you.

Step 6: Find an appropriate way to end your letter

If you need a fast reaction from the recipient, include a call to action. Nevertheless, a complimentary close will be to your advantage. Again, leave one or two empty lines between the body of the letter and the closing.

Here are 3 examples of ways to close a letter professionally:

• Sincerely,
• Yours faithfully,
• Kind regards,

Step 7: Sign your letter

These sign-offs maintain a professional and respectful tone, and they can be adapted to the specific context and formality of the letter.You can use any type of signature, from electronic to friendly nicknames. The signature is your last chance to make the recipient remember your message.

Examples of ways to sign a letter in a business context include:

• [Your Full Name]
  [Your Title]
  [Your Company]
  
  
• [Your First Name] [Your Last Name]
  [Your Title]
  [Your Company]
  
  
• [Your Full Name]

Step 8: Review, proofread, and spellcheck

After writing your letter, to ensure that your letter is effective, it's important to keep it brief and error-free. After completing your letter, ask someone to review it and provide feedback, as they may identify mistakes you missed. Additionally, make sure that any attachments are included and that hard copies are signed.

It would be best if you proofread it and carefully check for any spelling or grammatical errors on the screen. Once you have done that, please print it out and read it aloud at least once more, checking for any typos or mistakes. It is easier to spot errors on a hard copy, so this step is crucial to ensure that your letter is error-free and professional.

Remember that you will not become an expert in business writing quickly. Writing effectively takes a lot of work and practice to master. However, once you're familiar with it, you'll have a very valuable job skill.

Step 9. Print and address the envelope (Optional)

If you are sending by postal mail, print the letter and fold it in thirds to fit into the envelope.

To ensure proper delivery of your letter, it is important to include the delivery address, your return address and the postal stamp on the envelope.

The recipient details should be placed at the center of the envelope (lengthwise and widthwise) to ensure that it is easily visible and adequately processed by the postal service.

Your return address on the envelope is important because if the US Postal Service is unable to deliver your letter for any reason, it will be sent back to the return address at no extra cost. Your return address should be written in the same format as the recipient's address (listed above). Double-check your spelling, grammar, and punctuation before mailing the letter.

The postal stamp. For shipping your letter you will need to pay a stamp. By adding it on the right corner of the envelope it means that the postal costs are paid.

If you don't need to send the letter by postal email, you can save it as a PDF, and attach it to an email, or print, sign-it and scan it, then attach it to an email, or bring it in person, if you have to bring to a colleague, or an HR manager.

Tip: We do provide several examples of business letters you can use in your daily communications at work.

Letter Writing Format

Generally, the letter-writing format doesn’t change from one letter to another. Thus, it’s a good guideline to have in mind when writing your letters. Make a habit of going through the following format:

1. Sender contact data:

Start your letter by writing your contact data in the left or right top corner. Include full name and title, address, email, and telephone number, depending on the letter’s purpose.

2. Date:

Especially in the case of formal and business letters, it’s important to write the date of your writing. But even for personal letters, date is a good indicator.

3. Recipient contact data:

For example, sender contact data, and recipient contact data include full name and title, address, email, and/or telephone number. If you are filling a form, like those used for requesting leave, you probably have designated fields for each of these.

4. Greetings:

Don’t start your letter bluntly. Use a professional salutation and opening line. Take the time to include a greeting that shows the recipient you are polite, open to dialog, and thoughtful. Leave a line or two between contact data and other information and the salutation. Also, adapt the greeting to the receiver’s status and your relationship with them.

5. Content:

Write the content of the letter one or two empty lines below the greeting. Divide it into easy-to-read paragraphs and structure the information wisely. Create a narrative line: beginning, middle, and end if possible. Give the reader the chance to follow your thoughts, find relevant information, and understand your point of view. If necessary, include a call to action near the end.

6. Ending:

Like the greeting, an ending shows you are thoughtful, respectful, and engaged in dialog. Use a predefined ending message, such as “Sincerely,” “Best regards,” “All the best,” and others.

7. Signature:

Signature depends on the letter’s style and your relationship with the receiver. In informal letters, the signature includes your title and full name. But in personal letters, you can use only your first name or even a pseudonym.

Enclosures (optional)

If you are including additional documents, such as a resume or proposal, list them under "Enclosures".

How does a formal letter looks like?

Formal letter format.
For this infographic we used an example letter format from Purdue University.

Guidelines for Proper Letter Formatting

When formatting professional letters, simplicity, brevity, and adherence to business standards are paramount. Follow these key guidelines for a polished and effective presentation:

1. Length of the Letter:

Most formal letters should be concise, typically fitting on a single typed page. Be succinct and focused on the main message.

2. Font Style and Size:

Opt for a clear and legible font such as Times New Roman, Arial, or Calibri. The font size should be 10 to 12 points, ensuring readability and a professional appearance.

3. Margins:

Maintain one-inch margins around the entire page. This standard margin provides a balanced and neat look to your letter.

4. Spacing:

Single-space your letter throughout—separate paragraphs with a blank line to enhance readability and clarity. Be sure to align text to the left for a clean and organized presentation. In a printed letter, put an extra space after the salutation, before the closing, and before and after your handwritten signature. This spacing enhances the overall aesthetics of your communication.

5. Printing the Letter:

Use plain white paper for printing business letters. This choice conveys professionalism and ensures that your content is easily legible.

By adhering to these formatting tips, you'll present your professional correspondence in a manner that is both visually appealing and conducive to effective communication.

Expert guide: Learn more about the formal letter format.