How to Write Any Type of Letter
To write any type of letter effectively, follow a universal structure: choose the format (email or paper), include contact information and date, write a clear salutation, compose the body in standard paragraphs, use a complimentary close, and sign your name. Formal and informal letters require specific adjustments in tone and structure, focusing on clarity and audience alignment for successful communication.
Key Takeaways
All letters require a salutation, a structured body, and a proper complimentary close.
Formal correspondence demands strict adherence to formats like Block Style or AMS Style.
Informal letters permit a conversational tone and the use of personal language or slang.
Always adjust your tone and language specifically for the intended reader and context.
Ensure all necessary information is included, often by pre-writing a brief outline.
What are the quick steps for writing any type of letter?
The fundamental process for writing any letter, regardless of formality, involves six core steps to ensure completeness and readability for the recipient. Start by selecting the appropriate format, whether digital via email or physical using paper. Next, include necessary contact information and the date, often using a Block Style layout where elements are aligned. Follow this with a proper salutation, compose the main message in standard paragraphs, conclude with a complimentary close, and finally, sign your name to finalize the correspondence.
- Choose the format, selecting between email or traditional paper correspondence.
- Add contact information and date, often utilizing the Block Style format.
- Write a clear salutation, for example, addressing the recipient as Dear Ms. Smith.
- Compose the main body of the letter using standard, well-structured paragraphs.
- Write a professional complimentary close, such as the common sign-off "Sincerely."
- Sign your name clearly beneath the complimentary close.
What defines a formal letter and what structures should be used?
Formal letters are essential for professional or official communication, serving purposes like cover letters, letters of intent, resignations, or thank you notes. These letters demand a highly structured approach, typically adhering to formats like Block Style, where all elements are strictly left-aligned, or the AMS Style. The AMS format is distinct as it uses a Subject Line before the salutation and omits the blank line between the address and date. The tone must remain straightforward and direct, strictly avoiding slang, contractions, or jokes to maintain professionalism throughout the entire document.
- Purpose/Use Cases: Used for cover letters, letters of intent, resignation letters, and formal thank you letters.
- Common Formats: Block Style ensures all elements are left-aligned; AMS Style uses a Subject Line.
- Formal Structure Steps:
- Step 1: Contact Info & Date: Include sender's address, date, and recipient's name/address.
- Step 2: Salutation: Starts with 'Dear,' ends with comma; use Job Title or 'To Whom It May Concern' as alternatives.
- Step 3: Body: Maintain a straightforward, direct tone, avoiding slang, contractions, and jokes.
- Step 4: Complimentary Close: Use sentence capitalization (e.g., 'Sincerely,') ending with a comma; leave space for signature.
- Step 5: Mention Enclosures: If applicable, use 'Enclosure:' followed by a list, placed after the printed name.
How does informal letter writing differ in tone and structure?
Informal letters are characterized by a more casual and conversational tone, allowing for greater personal expression and fewer strict rules compared to formal correspondence. This style is suitable for sharing news or keeping in touch with friends and family, and slang or personal language are permitted. While the structure is looser, it still includes a date (which is optional), a casual salutation like "Hi [Name]!", a body where tangents are more permissible, and a sentimental complimentary close such as "Love" or "Warm regards" to conclude the message warmly.
- Tone & Rules: Casual, conversational tone with fewer strict rules; slang and personal language are allowed.
- Structure Steps:
- Step 1: Date: Including the date is optional in informal correspondence.
- Step 2: Salutation: Use 'Dear [Name],' or a casual 'Hi [Name]!' followed by appropriate punctuation.
- Step 3: Body: Focus on sharing news; tangents are more permissible, but focus is still encouraged.
- Step 4: Complimentary Close: Use sentimental sign-offs like 'Love' or 'Warm regards,' capitalized and followed by a comma.
What additional elements and tips enhance letter writing effectiveness?
To maximize the effectiveness of your correspondence, consider incorporating additional elements and following general writing best practices. The Postscript (PS) can be used for minor, last-minute additions, though it is typically avoided in formal letters; subsequent posts are labeled PPS, PPPS, etc. Always write specifically for your reader, adjusting the tone accordingly, and pre-write a mini-outline to ensure all necessary information is included. For physical mail, attention to the envelope is crucial, including weight constraints (like the US First-Class maximum of 3.5 oz) and precise address placement for mailing.
- Postscript (PS): Used for minor, last-minute additions; avoided formally; subsequent additions labeled PPS, PPPS, etc.
- General Writing Tips:
- Offer pleasantries, such as starting with 'I hope you're well.'
- Write for your reader by adjusting the tone to suit the relationship.
- Include all necessary information, often by pre-writing a mini-outline.
- The Envelope (Mailing):
- Be aware of weight/size constraints, like the US First-Class maximum of 3.5 oz.
- Address Placement: Return Address top left, Recipient Address center, and Postage top right.
Frequently Asked Questions
What is the difference between Block Style and AMS Style formats?
Block Style requires all elements to be left-aligned. AMS Style is similar but uses a Subject Line before the salutation and omits the blank line typically found between the address and the date, often using all caps for the subject.
When should I use a Postscript (PS) in a letter?
A Postscript is used for minor, last-minute additions to the letter. While permissible in informal correspondence, it should typically be avoided in formal letters to maintain a professional and structured appearance.
What tone should I maintain when writing a formal letter?
Formal letters require a straightforward and direct tone. You must avoid conversational elements such as slang, contractions, jokes, or overly casual language to ensure the message is professional and respectful of the recipient.
