Your Simple Guide to Writing Any Kind of Letter
Whether you’re applying for a job, sending a heartfelt thank you, or drafting a formal complaint, knowing how to write a good letter is a superpower. This guide will walk you through the essentials for formal and informal letters, so you can communicate clearly and make a good impression.
Let’s start with the basics.
No matter what you’re writing, each letter usually follows the same simple structure:
- Choose your format: Are you sending an email, typed letter, or handwritten note?
- Add your information and date: Start with your contact details and date above.
- Write a greeting: Use a greeting like “Dear Dr. Smith” or “Hello Sarah.”
- Prepare: This is the body of your message. Keep your paragraphs clear and to the point.
- Select one off: Conclude with a signoff like “sincerely” or “best” after your signature.
Formal vs. Informal: Choosing the Right Tone
The biggest choice you will make is whether your letter should be formal or informal.
- Unofficial lines Are for friends and family. Think thank-you notes, holiday cards, or catch-alls. The tone is casual and conversational—like how you would talk to them in person. You can use slang, contractions, and even jokes!
- Official lines are for professional situations, such as job applications, official inquiries, or communicating with someone you don’t know well. They require a more formal appearance and a polite, respectful tone.
How to Write a Formal Letter (Step by Step)
For formal letters, “block style” is the most common and convenient format.
Step 1: Contact Information and History
Put your full name and address in the top left corner. Below that, add the date. Then, skip a line and add the recipient’s name, title, and address.
Step 2: Hello
Greet the recipient politely. “Dear Mr. Jones,” or “Dear Hiring Manager,” are excellent choices. If you don’t know their name, “to whom it may concern,” is a safer, though less personal, option.
Step 3: The body of your letter
This is where you get to the point. Be clear, direct, and professional. State your purpose in the first paragraph. Use the following paragraphs to provide details, and end with a brief summary or call to action. Remember to leave a line between paragraphs.
Step 4: The End
Conclude with a polite ending such as “Sincerely” or “Sincerely” followed by your signature (if it’s a physical letter) and your typed full name.
How to write an informal letter
Informal letters are much more flexible! You can leave your address at the top if you want, and start with a simple “Hi Alex”. The body of your letter can be as long or as short as you like, filled with personal tidbits and a warm tone. Sign off with something friendly like “Talk soon!” Or “love”.
A quick tip to make your work shine
The best fonts are clear, error-free and easy to read. It’s always a good idea to give it a final proofread before you send it to the mailbox or drop it off. such as tools In terms of grammar can help you catch spelling or grammar mistakes and even suggest ways to improve your tone, making sure your letter is perfectly polished.
We hope this guide helps you write your next letter with confidence.
