Letter writing may be seen as an outdated communication method in our fast-paced digital world, but it remains a beautiful and significant method of communication. Whether you’re a successful letter writer or just starting, this article will walk you through the whole process, from selecting the perfect paper to properly addressing your letter. Beyond conveying a message, letter writing is also about making relationships, conveying feelings, and leaving a lasting impression. We’ll train you to express gratitude, reveal your deepest sentiments, or connect professionally. So, let us take a breather and rediscover the thrill of writing meaningful messages that connect.
What is Letter Writing?
Letter writing is one of the most valuable forms learned and used by people for professional and personal communication. It can be sent via mail or post in an envelope to the receiver. Letters are used in almost every professional activity. Hence, knowing what makes these letters attractive and impactful is desirable. The value of a good letter is excellent, both in business and personal correspondence. A good letter never fails to impress. On the other hand, a poorly written letter may lead to misunderstanding. That is why the letter writing skill is still essential in our day-to-day life.
How To Write a Letter?
Writing a letter involves several essential steps to ensure clarity and effectiveness. Here is a step-by-step guide to the letter-writing process:
Choose the Right Type of Paper
When writing a letter, the choice of paper can contribute to your message’s overall presentation and impact. It’s recommended to use high-quality, plain white paper for formal letters. The paper should be standard letter size (8.5″ x 11″) to fit easily into envelopes or be folded if necessary. Avoid using colored or textured paper, as they can detract from the professionalism of the letter.
Use the proper formatting.
Formatting your letter correctly ensures that it looks friendly and professional. To begin, align your content to the left margin for a clean and professional appearance. Use standard fonts such as Arial or New Times Roman, with 10 to 12 points font size. Keep the spacing consistent throughout the letter, with single spacing between paragraphs and double spacing between sections.
Choose Between Block or Indented Form
In letter writing, you can use either block form or indented form. All paragraphs and sections are left-aligned in the block form with no indentation. This gives the letter a more modern and streamlined appearance. In indented form, the first line of each paragraph is indented by about half an inch. The indented form provides a more traditional and formal look. Choose the form that aligns with the purpose and tone of your letter.
Include the Address and Date
The sender and recipient’s addresses and the date are the first pieces of information you’ll mention in the letter. At the top, provide your address and contact information, skip a line, state the date, skip another line, and finally list the recipient’s address. If you’ve chosen the indented format, put your address and date in the upper right-hand corner, then the recipient’s address is left-justified. If you’ve chosen a block format, all addresses will be left-justified.
Include a Salutation
If you know who you’re writing to, the simplest and frequently most suitable greeting is “Dear [name of recipient].” If you don’t know the individual well or have a formal connection with them, utilize their title and last name. If you’re sending a letter to someone within an organization but don’t know their name, research to find out. You can usually discover their name on LinkedIn if you know their title.
Write the Body of your Letter
The body of your letter contains the main message you want to convey. Start with an introduction that clearly states the purpose of your letter. Use clear and concise language to express your thoughts and provide the necessary details or information. Organize your content into paragraphs, each focusing on a specific point or topic. Use transitional phrases or sentences to ensure a smooth flow between paragraphs and ideas.
Include a Complimentary Close
The complimentary close is a polite phrase that signals the end of your letter. Common examples include “Sincerely,” “Best regards,” or “Yours faithfully.” Choose a closing that matches the tone and formality of your letter. Follow the closing with a comma and leave several lines of space for your signature.
List Additional Information
After the complimentary close, you may include additional information relevant to the letter. For instance, if you are enclosing documents or attachments, mention them here. If there are any instructions or requests for the recipient, include them in this section. This ensures that all necessary information is provided and avoids confusion or miscommunication.
Types of Letter
The letter types are mainly divided into these two categories:
Formal letters are used for official or professional correspondence. These letters follow a specific structure and tone, adhering to established conventions. They are typically addressed to individuals, organizations, or institutions and require a professional approach. Formal letters are commonly used for job applications, business proposals, inquiries, complaints, or official communication. They must contain normal HR letters businesses use to manage their employees’ workplace activities. Here are the letters that are included in the formal letters:
- Business letter
- Cover Letter
- Resignation Letter
- Recommendation Letter
- Order Letter
2. Informal Letters
Informal letters, also known as personal letters, are more relaxed and casual. They are used for personal communication with friends or family. Informal letters allow for a more expressive and conversational style. These letters can be used to share personal news, express emotions, offer congratulations, or stay in touch. Here are the letters that are included in informal letters:
- Thankyou Letter
- Personal Invitation Letter
- Friendship Letter
- Love Letter
- Congratulations Letter
Letter writing is essential in a society dominated by instant texting and digital communication. Knowing how to write a letter successfully may leave a lasting impact, whether you’re communicating an emotional message, making a professional request, or expressing appreciation. You can improve your letter-writing abilities by following the step-by-step tutorial, examining different letter kinds, and comprehending the many styles of letter writing. So, grab a pen, paper, or keyboard and write meaningful messages that will leave an impression on the receiver.