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Understanding how to write a letter is a crucial skill that you’ll use in business, academics, and personal relationships. Whether it’s for sharing information, expressing goodwill, or simply conveying emotions, this guide will walk you through the basics of crafting a properly structured letter.
Steps
Determine the level of formality required for the letter. The way you write a letter depends on your relationship with the recipient. Consider the following guidelines:
- If you’re writing to government officials, potential employers, high-ranking professionals, teachers, or anyone with whom you want to maintain a professional relationship, the tone should be formal.
- If you’re addressing your current employer, a distant colleague, an acquaintance, or an older relative—essentially someone you know but aren’t close to—the tone should be somewhat formal.
Decide whether to send a handwritten letter or an email. The method of delivery also reflects the level of formality.
- Most formal letters are typed and sent via postal mail. Exceptions are made only when time is critical or the recipient specifically requests an email.
- For informal letters, either method is acceptable.
- For semi-formal letters, it’s best to call and ask for their preference beforehand. If they request an email, follow their instructions. If you’re unsure, sending a handwritten letter is the safest option.
Use a letterhead or write your address at the top (only for formal letters). If you’re writing a business letter and have a pre-printed letterhead with your company’s name, use it. Alternatively, if you want to add a professional touch, you can design a letterhead using word processing software. Otherwise, simply write your full address, aligned to the left. Include your street address on the first line, and the city, state, and postal code on the second line.
Include the date (for all types of letters). After writing your address, skip a line and add the date. Alternatively, you can write the date first, also aligned to the left, before the address.
- Write the full date, such as “September 19, 2014” or “19/9/2014.”
- For semi-formal or informal emails, the date isn’t necessary since the email timestamp is automatically included.
Write the recipient’s name, title, and address (only for formal letters). Skip a line after the date, then write the recipient’s name and title. On the next line, include their company or organization name (if applicable), followed by their address on the third line and the postal code on the fourth.
- This step isn’t required for emails.
- For semi-formal or informal letters, this information is only needed on the envelope.
- If you’re writing to a company without a specific recipient, simply write the company’s name and address.
Begin the letter with a salutation. The greeting depends on the level of formality and your relationship with the recipient. Some examples include:
- For formal letters without a specific recipient, use “To Whom It May Concern:” with a colon after “Concern.”
- If you know the recipient’s gender but not their name, you can use “Dear Sir/Madam” or “Dear Mr./Ms.” Be cautious, as using the wrong title might offend the reader before they even read your letter.
- For formal letters where you know the recipient’s name, the safest option is “Dear Mr./Ms. [Last Name].” If that feels too formal, you can use their full name followed by a comma (e.g., “Dear Jane Doe,”).
- For semi-formal letters, “Dear” or “Hello” is appropriate.
- For informal letters, casual greetings like “Hi” or “Hello” are fine.
Address the recipient after the salutation.
- In formal letters, use titles like “Dr.,” “Professor,” “Mr.,” or “Ms.,” followed by the recipient’s last name.
- For semi-formal letters, carefully consider whether it’s appropriate to use their first name. When in doubt, stick to titles for safety.
- In informal letters, you can usually address them by their first name without any titles. Exceptions include addressing older family members as “Uncle” or “Aunt” followed by their name.
Start writing the letter. Skip a line if typing, or simply move to the next line if writing by hand.
- For personal letters, begin by asking about the recipient’s well-being. Common phrases include “How have you been?” or “I hope you’re doing well.”
- For business or formal letters, get straight to the point. Time is valuable, and you don’t want to waste the recipient’s time.
Decide what to communicate in the letter. The main purpose of a letter is to exchange information. Before writing, think about what the recipient should know. Consider whether you need to share product prices, express how much you miss them, or thank them for a birthday gift. Whatever the information, stay focused on it.
- Also, know what “not” to write. A letter written in anger, filled with harsh words, should never be sent. If you’ve written such a letter and are unsure whether to send it, wait a few days—you might change your mind!
Begin writing the letter. Each paragraph should focus on one main idea. Ensure proper punctuation, spelling, and grammar are used.
Review your letter. Before sending, read it several times to ensure it conveys your intended message and is free of spelling or grammatical errors. Use spell-check tools in word processors or ask a friend to proofread it, making any necessary changes.
Use a closing phrase. This helps establish a connection with the recipient. After finishing the final paragraph, skip a line and write your closing.
- For formal letters, use phrases like “Sincerely,” “Best regards,” or “Have a great day.”
- For semi-formal letters, shorter closings like “Best wishes” or “Kind regards” work well.
- For informal letters, tailor the closing to reflect your relationship. For loved ones or close friends, use “Love,” “With love,” or “Take care.”
- If you want to elevate the tone, use a classic closing similar to formal letters. For example, end the last paragraph with “As always, I hope…” then skip a line and write “Sincerely.” This creates a cohesive conclusion. Be creative and experiment with unique closing styles.
Sign the letter. How you sign depends on the nature of the letter.
- For typed letters, leave four blank lines between the closing phrase and your typed full name. Sign in blue or black ink between these lines.
- For formal emails, type your full name directly after the closing phrase.
- If desired, include your title after your name. For example, if Mr. A wants to emphasize his role as a professor, he can sign as “Professor A.”
- For semi-formal letters, you can choose to sign with your full name or just your signature, similar to formal letters.
- For informal letters, there’s no need to include your name after signing. Simply sign handwritten letters or type your name at the end of emails.
If you need to add something after signing, use “P.S.” followed by your additional message.
- If there’s still more to add, use “P.P.S.” This is only for second additions to the letter.
Fold the letter (optional). If sending via postal mail, fold the letter into thirds. First, fold the bottom third of the page upward and smooth the crease. Then, fold the top third down to align with the bottom edge. This ensures the letter fits neatly inside the envelope.
Address the envelope (optional). Write the recipient’s address in the center of the envelope, both horizontally and vertically. Format it as follows:
- Mr. Nguyen Van A
- 123 Vo Thi Sau Street
- Hanoi, Vietnam
Include a return address on the envelope (optional). If the postal service cannot deliver your letter for any reason, they will return it to the return address without additional charges. Write it in the same format as the recipient’s address (as explained above).
Tips
- Letters can be used to express gratitude, empathy, love, humor, concern, and other emotions.
- Always focus on the purpose of your letter to the recipient.
- Always follow the salutation with a comma.
- Avoid including unnecessary or irrelevant information, especially in business letters.
- Be reasonable and polite when writing complaint letters—this increases the likelihood of a positive response.
- When printing letters, use thicker paper than standard copy paper.
- For formal or semi-formal emails, ensure the content is highly respectful. A letter to a colleague will be less formal than one to a board chairman.
- Write letters using blue or black ink.
- Each paragraph should address one main point.
- Be clear and avoid ambiguity in your message.
- Write letters that effectively communicate information.
- Your viewpoint in the letter should be clear and precise. Add brief explanations if needed, but avoid being overly verbose. Stick to essential information, especially in formal letters.
Warnings
- Writing or drawing on the envelope may cause the letter to be returned. If you want to decorate the letter or add stickers, do so on the back.
