Writing letters is becoming something of a lost art in this age of digital communication. Emails and text messages can be sent immediately and at a fraction of the cost of traditional snail mail. While electronic ‘letters' are often more flexible in terms of formatting and language than physical letters, the rules of letter-writing can also be applied to electronic media. Physical letters, on the other hand, have their own set of advantages.
Letters are divided into two categories: formal and informal.
When communicating with businesses, government officials, or people you don't know well, formal letters have specific formats and protocols that you should follow.
Informal letters are used when writing to close family and friends and have fewer rules. Let's start with formal letters because they have more structure and protocol rules.
Formal Letters:
Typed Letters Should Be Used For Formal Letters
Handwritten letters are too personal and possibly messy for formal situations, despite the fact that nothing looks more handsome than a letter written with spectacular penmanship. You want to make sure your writing is legible and professional because formal letters are used when business is discussed.
Select Your Form: Indented or block
Formal letters are written in a specific format. The purpose of this format is to make the letter easier to read and to point the reader in the right direction for important information. All of your text is typed flush left in block form, with one-inch margins all around.
The first line of a paragraph is indented one inch in indented form. You also put your address and date in the right-hand corner. In a moment, we'll show you what that means. Prior to the widespread use of computers, most people write business letters in indented form.
The block format is the simplest to format and read. The indented format adds visual interest and an old-school vibe. For formal letters, either is acceptable.
Fill in your address and the current date
Your name and address are the first things you write on a formal letter. Then, after skipping a line, type the date you're writing the letter. This will be typed at the top, left justified, if you're using block form. You don't need to type out your name and address if you're typing your letter on a letterhead with your name and address. It'll suffice with just the date.
Fill in the Address of the Recipient
Skip a line after the date and type the recipient's name and address, left justified in both block and indented form. If the letter is addressed to the recipient's place of employment, the recipient's name comes first, followed by the company's name.
Body
Enter the recipient's address. After the date, type the recipient's name and address in both block and indented form, skipping a line after the date. If the letter is addressed to the recipient's workplace, the recipient's name is listed first, followed by the company's name.
Single space and indent the first line of each paragraph one inch for indented forms. Each paragraph should be separated by a blank line. When writing formal letters, keep it short and sweet. Unless absolutely necessary, a formal letter should not exceed one page.
Use the first paragraph for a brief greeting. By providing background information and supporting details, use the rest of the letter to justify the importance of your main point. Make use of strong, concise language. When at all possible, avoid using the passive voice.
The final paragraph should restate the letter's purpose and, in some cases, make a request for action or follow-up. If you have a question or a request, make it as specific and straightforward as possible when answering or fulfilling it. Don't be ambiguous! Ask a question that the recipient can answer yes or no to, or that allows them to quickly direct you to the appropriate resource.
Finish with a pleasantry like "I hope to speak with you soon" or "Please don't hesitate to call me if you'd like to discuss further." “Thank you for your time and consideration,” is often appropriate and polite to add.
Enclosure
If you're enclosing additional items with your letter, type "Enclosures" one line below your signature block. You can also put a number in parentheses to indicate the number of additional documents. If you have two enclosures, type "Enclosures."
Informal letters:
Informal letters are written to close friends, family members, or other associates, and unlike formal letters, they don't have a set format or protocol.
You are free to write your informal letters by hand. In fact, we recommend it because it gives your letter more personality and character. Your handwriting is one-of-a-kind. Reading someone's handwriting conveys their personality and presence to the recipient, making it feel as if a piece of them is present, even if they are hundreds or thousands of miles away.
You are free to use any type of paper you want, including notebook paper, copy paper, and so on. I've discovered that writing on nice stationery enhances the writing experience.
There's no need to start with your or your recipient's address. In the upper right hand corner, there is only a date. “Dear recipient's first name,” is acceptable as a salutation. You can also leave out the "Dear" and write their first name instead. You can even give yourself a cute nickname.
There are no guidelines for formatting body paragraphs. You may use either block or indented. Also, be as clear or concise as you want in your writing. You should share what's been going on in your life, ask what's been going on in the recipient's, and respond to any questions they asked you in their previous letter in a general letter of correspondence.
Close with anything you want: "Best wishes," "All the best," "Cordially," "Love," "Gratefully", and so on.
How to Write a Good Letter
How to Write a Good Letter
Writing letters is not that easy and there are different forms, here is everything you need to know on how to write a good letter.
Writing letters is becoming something of a lost art in this age of digital communication. Emails and text messages can be sent immediately and at a fraction of the cost of traditional snail mail. While electronic ‘letters' are often more flexible in terms of formatting and language than physical letters, the rules of letter-writing can also be applied to electronic media. Physical letters, on the other hand, have their own set of advantages.Letters are divided into two categories: formal and informal.When communicating with businesses, government officials, or people you don't know well, formal letters have specific formats and protocols that you should follow.Informal letters are used when writing to close family and friends and have fewer rules. Let's start with formal letters because they have more structure and protocol rules.Formal Letters:Typed Letters Should Be Used For Formal LettersHandwritten letters are too personal and possibly messy for formal situations, despite the fact that nothing looks more handsome than a letter written with spectacular penmanship. You want to make sure your writing is legible and professional because formal letters are used when business is discussed.Select Your Form: Indented or blockFormal letters are written in a specific format. The purpose of this format is to make the letter easier to read and to point the reader in the right direction for important information. All of your text is typed flush left in block form, with one-inch margins all around.The first line of a paragraph is indented one inch in indented form. You also put your address and date in the right-hand corner. In a moment, we'll show you what that means. Prior to the widespread use of computers, most people write business letters in indented form.The block format is the simplest to format and read. The indented format adds visual interest and an old-school vibe. For formal letters, either is acceptable.Fill in your address and the current dateYour name and address are the first things you write on a formal letter. Then, after skipping a line, type the date you're writing the letter. This will be typed at the top, left justified, if you're using block form. You don't need to type out your name and address if you're typing your letter on a letterhead with your name and address. It'll suffice with just the date.Fill in the Address of the RecipientSkip a line after the date and type the recipient's name and address, left justified in both block and indented form. If the letter is addressed to the recipient's place of employment, the recipient's name comes first, followed by the company's name.Body Enter the recipient's address. After the date, type the recipient's name and address in both block and indented form, skipping a line after the date. If the letter is addressed to the recipient's workplace, the recipient's name is listed first, followed by the company's name. Single space and indent the first line of each paragraph one inch for indented forms. Each paragraph should be separated by a blank line. When writing formal letters, keep it short and sweet. Unless absolutely necessary, a formal letter should not exceed one page.Use the first paragraph for a brief greeting. By providing background information and supporting details, use the rest of the letter to justify the importance of your main point. Make use of strong, concise language. When at all possible, avoid using the passive voice.The final paragraph should restate the letter's purpose and, in some cases, make a request for action or follow-up. If you have a question or a request, make it as specific and straightforward as possible when answering or fulfilling it. Don't be ambiguous! Ask a question that the recipient can answer yes or no to, or that allows them to quickly direct you to the appropriate resource.Finish with a pleasantry like I hope to speak with you soon or Please don't hesitate to call me if you'd like to discuss further. “Thank you for your time and consideration,” is often appropriate and polite to add.Enclosure If you're enclosing additional items with your letter, type Enclosures one line below your signature block. You can also put a number in parentheses to indicate the number of additional documents. If you have two enclosures, type Enclosures.Informal letters:Informal letters are written to close friends, family members, or other associates, and unlike formal letters, they don't have a set format or protocol.You are free to write your informal letters by hand. In fact, we recommend it because it gives your letter more personality and character. Your handwriting is one-of-a-kind. Reading someone's handwriting conveys their personality and presence to the recipient, making it feel as if a piece of them is present, even if they are hundreds or thousands of miles away.You are free to use any type of paper you want, including notebook paper, copy paper, and so on. I've discovered that writing on nice stationery enhances the writing experience.There's no need to start with your or your recipient's address. In the upper right hand corner, there is only a date. “Dear recipient's first name,” is acceptable as a salutation. You can also leave out the Dear and write their first name instead. You can even give yourself a cute nickname.There are no guidelines for formatting body paragraphs. You may use either block or indented. Also, be as clear or concise as you want in your writing. You should share what's been going on in your life, ask what's been going on in the recipient's, and respond to any questions they asked you in their previous letter in a general letter of correspondence. Close with anything you want: Best wishes, All the best, Cordially, Love, Gratefully, and so on.
