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Writing Your Own Letter
1. 1
Decide how formal your letter needs to be. How you write the letter will depend on
your relationship with the recipient. Consider these guidelines:
o If you're writing to a government official, prospective employer, dignitary,
academic official or anyone else with whom you hope to have a professional
relationship, the letter should be formal.
o If you're writing to your current employer, a co-worker you don't see socially,
a distant or elderly relative, or someone you don't know very well, the letter
should probably be semiformal.
2. 2
Decide whether you'll send a handwritten letter or an email. The way you choose
to send your letter also indicates a degree of formality.
o Most formal letters should be typed and sent through the post. The exception is
if your letter is extremely time-sensitive, or if you know the recipient prefers
email.
o For informal letters, an email or handwritten letter is acceptable.
o For a semiformal letter, you'll have to make the call. If the other person has
chosen to communicate with you primarily through email, then email is
probably a safe bet. If you're not sure, go with the handwritten letter.
3. 3
Use letterhead, or write your address at the top of the letter (formal only) . If
you're writing a business letter and company letterhead is available, make use of it. Or,if you simply want your letter to look more professional, you can design a letterhead
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on a word processing program. Otherwise, simply write or type your full home address
at the top of the letter, justified to the left. Write your street address on the first line,
and your city, state and ZIP code on the second line.
4. 4
Write the date (all letters). If you've written your address first, make a two hard
returns or leave a few spaces, then write the date. Otherwise, start with the date first,justified to the left.
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o Write out the full date. "9 September 2012" (British) or "September 9, 2012"
(American) are both preferable to "Sept. 9, 2012" or "9/9/12."
o If you're sending a semiformal or informal letter via email, there's no need to
add the date the email will be timestamped.
5. 5
Write the name, title and address of the person you're writing to (formal only).
Make two hard returns after the date, or leave a few spaces, and write out the full
name and title of the person you're writing to. On the second line, write the name of
the company or organization (if applicable). Write the street address on the third line,
and the city, state and ZIP code on the fourth line.
o There's no need to do this on emails.
o This also isn't necessary on semi-formal or informal handwritten letters.
Writing the name and address on the envelope is sufficient.
o If you're writing the letter as an inquiry and you have no contact person,
simply name the company or organization and give its address.
6. 6
Start with a salutation. The salutation you use will depend on your relationship with
the recipient of the letter, as well as the formality of the letter. Here are some
possibilities:
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o For formal letters that you aren't writing to a specific contact person, you can
start with "To Whom It May Concern," with a colon (:) after "concern."
o If you don't have a specific contact person, but you do know the genders (male
female) of the group of recipients, you have a few more options. You can write
"Dear Sirs," "Dear Madams," or "Dear Sirs and Madams." Be careful with this
one, though you don't want to offend someone before (He/She) even reads
or opens your letter.
o If you're writing a formal letter and you do know a contact person, the safestsalutation to use is "Dear. or my i have your attion" If you think that seems a
bit touchy-feely and you'd rather not use it, you can simply write the recipient's
name with a courtesy title, and end with a comma (Such as "Mrs. Jones, ... ").
o If you're writing a semiformal letter, you might use "Dear" or "Hello" as a
salutation.
o If you're writing an informal letter, you can use "Dear" or "Hello," as well as
more informal greetings such as "Hi" or "Hey."
7. 7
Write the recipient's name after the salutation.
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o If the letter is formal, use courtesy titles such as Mr., Mrs., Dr., or any military
or government titles, and then use the recipient's last name.
o If the letter is semiformal, you'll have to decide whether you can call the
recipient by his or her first-name or not. The safer bet is going with a courtesy
title if you're unsure.
o For an informal letter, you can generally assume that you're allowed to call the
other person by his or her first name. One notable exception might be elderly
family members, who should be addressed with titles like Aunt or Grandpa,followed by the first name.
8. 8
Start the letter. Do two hard returns after the salutation if your'e typing the letter, or
simply move to the next line if you're writing it by hand.
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o If you're writing a personal letter, start by asking after the recipient's well-
being. This can be as formal as "I hope you are well" or as informal as "How's
it going?".
o If you're writing a business or other formal letter, get straight to the point.
Time is money, and you don't want to waste the recipient's time.
9. 9
Ask yourself what needs to be communicated. The primary purpose of a letter iscommunication. As you write, ask yourself what information the recipient should
have, and put that into the letter. Do you need to talk about the new rates on your
product, how much you miss the other person, or thank him or her for the birthday
gift? Whatever it is, sharing information should be the focus of the letter.
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o Know what notto write. A letter written in anger or to solicit pity is probably
not a letter you should send. If you've already written such a letter and you're
unsure about sending it, let it sit for a few days before you pop it into the
mailbox you might change your mind.
10. 10
Proofread your letter. Before you send the letter, read over it a few times to make
sure it conveys what you wanted to say, and that it's free of spelling or grammaticalerrors. Use the spellcheck feature on your word processor or email client, or have a
friend read it over for you. Make any necessary changes.
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11. 11
Use a complimentary close. A complimentary close ends your letter on a good note
and establishes a connection with the recipient. Make two hard returns after the last
paragraph of the letter, then write the complimentary close.
o For formal letters, stick to "Sincerely yours," "Kindest regards," or "Best
wishes."o For a semiformal letter, you can shorten the above closes to "Sincerely,"
"Regards," or "Best." You could also use "Very sincerely," "Very best," or
"Cordially."
o For informal letters, your close should reflect your relationship with the
recipient. If you're writing to a spouse, dear friend, or close family member,
you could use "Affectionately," "Fondly," or "Love."
o If you're feeling ambitious, you can use an old-fashioned complimentary close
on a formal letter (or if you're writing a close friend who will appreciate the
effort). Fit the close into a sentence. For instance, the last paragraph of your
letter could read "I remain, as ever, ..." Make two hard returns, then write
"Sincerely yours." In this way, the last line of the letter and the complimentary
close read like a sentence. You can get creative with this and find other ways
to weave in the complimentary close.
12. 12
Sign your name. How you sign your name will depend on the nature of your letter.
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o For formal letters that have been typed, leave about four spaces between the
complimentary close and your typed full name. Then sign your name in blue or
black ink in the space between the two.
o If you're sending a formal email, type your full name after the complimentary
close.
o If you wish, you can use a courtesy title for yourself when you put your name
at the end of a formal letter. For instance, a married woman might sign as
"Mrs. John Smith," if that's how she wants to be known.o For semiformal letters, it's your decision as to whether you use your first name
or your full name. You can also type andsign your name, as you would for a
formal letter, or simply sign it.
o For an informal letter, there's no need to type your full name at the bottom.
Type your first name at the bottom of an informal email, or simply sign your
first name at the end of a handwritten letter.
13. 13
Fold the letter (optional). If you're sending a letter through the post, fold it into
thirds. Bring the bottom of the sheet up so that it's two-thirds of the way up the page,
and crease. Then fold down the top portion so that the crease matches up with the
bottom of the paper. Folding the letter this way ensures that it will fit into most
envelopes.
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14. 14
Address the envelope (optional). Find the center of the envelope, both lengthwise
and widthwise. This is where you'll write the full address of the recipient, like so:
o Mr. John Smith
o 123 ABC St.
o New York City, NY 99999
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Write your return address on the envelope (optional). If the US Postal Service
cannot deliver your letter for any reason, it will send the letter back to the return
address at no extra charge. Write it as you would the address of the recipient (listed
above); the only change is that you might wish to simply list your last name instead of
your full name.
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Formal Letter WritingHow to Write Formal Letters
Help with formal and business letter writing. A summary of writing rules including outlines
for cover letters and letters of enquiry, and abbreviations used in letters.
Layout of a Formal LetterThe example letter below shows you a general layout for a formal letter. Pass your mouseover the different areas of it to find out more information (JavaScript needs to be turned on in
your browser).
Rules for Writing Formal Letters in EnglishIn English there are a number of conventions that should be used when writing a formal or
business letter. Furthermore, you try to write as simply and as clearly as possible, and not to
make the letter longer than necessary. Remember not to use informal language like
contractions.
Addresses:1) Your Address
The return address should be written in the top right-hand corner of the letter.
2) The Address of the person you are writing to
The inside address should be written on the left, starting below your address.
Date:Different people put the date on different sides of the page. You can write this on the right orthe left on the line after the address you are writing to. Write the month as a word.
Salutation or greeting:1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable
to try to find out a name.
2) Dear Mr Jenkins,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If
you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which
is for married and single women.
Ending a letter:
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1) Yours faithfully
If you do not know the name of the person, end the letter this way.
2) Yours sincerely
If you know the name of the person, end the letter this way.
3) Your signature
Sign your name, then print it underneath the signature. If you think the person you are writingto might not know whether you are male of female, put you title in brackets after your name.
Content of a Formal LetterFirst paragraph
The first paragraph should be short and state the purpose of the letter- to make an enquiry,
complain, request something, etc.
The paragraph or paragraphs in the middle of the letter should contain the relevant
information behind the writing of the letter. Most letters in English are not very long, so keep
the information to the essentials and concentrate on organising it in a clear and logical manner
rather than expanding too much.
Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient to take-to refund, send you information, etc.
Abbreviations Used in Letter WritingThe following abbreviations are widely used in letters:
asap = as soon as possible
cc = carbon copy (when you send a copy of a letter to more than one person, you use
this abbreviation to let them know)
enc. = enclosure (when you include other papers with your letter)
pp = per procurationem (A Latin phrase meaning that you are signing the letter on
somebody else's behalf; if they are not there to sign it themselves, etc)
ps = postscript (when you want to add something after you've finished and signed it) pto (informal) = please turn over (to make sure that the other person knows the letter
continues on the other side of the page)
RSVP = please reply
Outline: A Covering LetterA covering letter is the one that accompanies your CV when you are applying for a job. Here
is a fairly conventional plan for the layout of the paragraphs.
Opening Paragraph
Briefly identify yourself and the position you are applying for. Add how you found out about
the vacancy.
Paragraph 2
Give the reasons why you are interested in working for the company and why you wish to beconsidered for that particular post. State your relevant qualifications and experience, as well
as your personal qualities that make you a suitable candidate.
Paragraph 3
Inform them that you have enclosed your current CV and add any further information that you
think could help your case.
Closing Paragraph
Give your availability for interview, thank them for their consideration, restate your interest
and close the letter.
Outline: A Letter of Enquiry
A letter of enquiry is when you are approaching a company speculatively, that is you aremaking an approach without their having advertised or announced a vacancy.
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Opening Paragraph
Introduce yourself briefly and give your reason for writing. Let them know of the kind of
position you are seeking, why you are interested and how you heard about them.
Paragraph 2
Show why their company in particular interests you, mention your qualifications and
experience along with any further details that might make them interested in seeing you.Paragraph 3
Refer to your enclosed CV and draw their attention to any particularly important points you
would like them to focus on in it.
Closing Paragraph
Thank them, explain your availability for interview and restate your enthusiasm for their
company and desire to be considered for posts that might as yet be unavailable.
How to Write an Informal LetterInformal and semi-formal letter writing might not exactly be rocket-science, but it still
requires knowing some basic knowledge of the principles and rules that cover general letter
writing approaches. Whether you are writing to a friend to share your experience of a recent
trip, or writing to thank your high school tennis coach for the useful practice that you are now
polishing up at college, or inviting an international student from Europe that you made friends
with while on vacation to come visit you, there are some general guidelines concerning the
structure and style of an informal letter with which you need to get acquainted.
There are several basic situations when an informal or semi-formal letter is written.
Congratulating on a wedding, birthday, birth of a child, graduation, etc.
Thanking for a favor, invitation, advice, etc.
Inviting someone to a wedding, retirement party, housewarming party, baby shower or
any other celebration
Accepting or refusing an invitation
Requesting information or replying to such a request
Apologizing or expressing regret/sympathy
Asking for or giving advice, recommendations, sharing experience and the like
Transactional letters in reply to a magazine prospect, brochure, advertisement, etc.
Steps for Writing an Informal Letter
1. Start with an appropriate greeting depending on whether you are comfortable with
addressing your recipient by the first name, last name, or sir/madam.
2. Compose an introductory sentence, where you state the reason of your writing (it can
be anything from a complaint to accepting or refusing an invitation, or simply replying
to an e-mail you received).
3. Write the main body of your letter, in which you develop the subject into one or two
paragraphs.
4. Create a concluding paragraph consisting of one or two sentences in which you sum
up the letter and express your willingness to continue the correspondence. You alsocan thank your recipient for the favor, prompt reply, etc.
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5. Have a suitable ending (could be anything from Love/Yours, Best
wishes/regards, to Sincerely/Faithfully yours).
6. Put a date and a signature (both optional).
7. Proofread your letter.
Key Points to Consider
Informal letter writing allows one to choose from a variety of expressions, both formal
and informal, depending on the particular situation. You can even use slang, a
conversational style, contractions and abbreviations. However, try to keep it balanced
and to not overuse simplifications, so that your letter does not sound too lax or plain
impolite. Some language might sound okay when you say it in person, but the same
expression might not be appropriate to use in a letter, even an informal one. Overall,
the general rule is to use common sense and write in a natural way.
You have the freedom of using idioms and colloquialisms to enrich your writing a
practice that would be completely unacceptable when writing a formal letter. You can
also omit pronouns and articles where possible, but make sure that your writing is
understandable and you dont have run-on sentences with thoughts that are jumbled.
Stay organized, use a simple sentence structure and logically develop your thoughts.
If you are writing an e-mail, the general rule is to leave a blank line between
paragraphs for the sake of mere visual convenience. For the same reason, when
writing an informal letter, it is advisable to start every paragraph with a little indent at
the beginning of the first line.
Use present continuous when talking about your expectations (e.g. I will be looking
forward to hearing from you) or stating the purpose of your letter (e.g. I am
writing to you on behalf of/with regard to). Use present perfect or past simple
when giving news or describing recent events. Try to split the main body of your letter into at least two or three paragraphs instead of
cramming your content into one big paragraph. The information is much better
perceived when divided into logical sections, each starting with a general topic
sentence.
You can end your informal letter with a question or two to your recipient with regard
to the letter to which you are replying, or just to continue the correspondence you have
started. It will show your interest in the life of your pen-friend or relative, as well as
being a logical way to end your letter by showing enthusiasm and encouraging your
recipient to reply.
Practical Tips for Writing Specific Types of Letters
1. Letters of Invitation
- Can be informal, semi-formal or formal.
- Must contain additional information about the event (place, date, dress code) with clear
directions how to get to the place, if necessary.
- Opening remarks: We would be honored if you/ Your presence would be appreciated
at/ Id love if you could come to/ We are organizing a/ I cordially invite you to
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- Closing remarks: We would be grateful if you could/ please indicate whether you would
be able to attend/ I hope you can make it/ Hope you can come/ Looking forward to
seeing you at/ Please let me know if you can come.
2. Letters Accepting an Invitation
- Can be informal, semi-formal or formal.
- Must contain a clear response regarding your attendance at the event.
- Opening remarks: I am writing to thank you for the (kind) invitation/ Thank you for
the invitation which I would be honored to accept/ Your invitation sounds lovely/ I am very
much willing to go.
- Closing remarks: We await the event with great anticipation/ I will be looking forward
to the party/ See you then/ Were really looking forward to your party.
3. Letters Declining an Invitation
- Can be informal, semi-formal or formal.
- Opening remarks: Thank you for the recent invitation, but unfortunately / I am afraid
I will not be able to make it/to accept your invitation/to come to your event/party.
- Closing remarks: I am sorry to miss the opportunity of greeting you in person/ Thank
you again for the invitation/ I hope we will have another opportunity to meet/celebrate/ I
am really sorry I will have to miss it/ Im sure we can get together some other time.
4. Letters of Apology
- Can be formal or informal.
- Should include reasons for the inconveniences caused or an explanation of why the
duty/promise cannot be fulfilled.
- Opening remarks: I am writing to apologize for/ Please accept my sincerest apologies
for/ How can I apologize enough for/ I must apologize profusely for/ I owe you an
apology/ I cant describe how sorry I am and how guilty I feel.
- Closing remarks: Once again, my sincerest apologies for/ I hope for your
understanding/ Hope my apologies will be accepted/ I know there is no excuse good
enough for and I just hope you can forgive/understand me.
5. Letters of Complaint
- Are usually formal.
- Can use mild or strong language, depending on the seriousness of the complaint, butshould not contain abusive language.
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- Should clearly present the reason for the complaint in the opening paragraph and
provide valid argumentation in the main body.
- Should not get too emotional when justifying the complaint.
- Opening remarks: (Mild) I am writing to complain about/ I would like to complainwith regard to/on account of/ I would like to express a complaint on the subject of/ I am
writing to draw your attention to/ I am writing to you in connection with (Strong) I was
appalled at/ I would like to express my strong dissatisfaction with/ I feel I must
protest/bring to your attention the way
Closing remarks: (Mild) I hope/assume you will replace/take appropriate action to resolve the
matter/ I trust the situation will improve/ I hope the matter can be amicably sorted out.
(Strong) I insist you replace the item at once/ I demand a full refund for/ I hope I will not
be forced to take further action
6. Transactional Letters
- Are written in response to writing input (ads, notes, brochures, prospects, website
information, advertising e-mails, etc.)
- Can be both formal and semi-formal.
- Normally ask for additional information about the subject presented, or call for an
explanation/clarification of the information given earlier.
- Opening remarks: In response to your advertisement in/ I am writing to inquireabout/in connection with/ I would be grateful if you send me additional information on/ I
would appreciate some information about/ Another matter I need information on
- Closing remarks: I look forward to receiving/ I would appreciate your prompt reply/
Please inform me as soon as possible whether my request can be fulfilled.
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Dos and Donts
Dos
Do remain polite no matter how
informal your letter is even a friendor a relative will enjoy a nice greeting
and a warm wish at the end.
Do state the aim or purpose of your
letter right from the start do not let
your recipient wonder about it for half
of the letter.
Do use simple linkers to make your
writing flow more logically: then, later,
but, at the same time,finally, etc.
Do start a new paragraph for each new
aspect of the topic instead of writingone solid-core never-ending paragraph.
Do remain mildly emotional, especially
in semi-formal letters (like a letter of
complaint, greeting, invitation, etc.).
Donts
Dont overuse exclamation marks, even
when writing to a friend or close
relative. Dont refrain from using opening and
closing remarks to format and frame
your letter properly.
Dont jump from one thought to the
other without a logical general pattern
try to organize your thoughts and
follow some sort of structure as you
write.
Dont use long complicated sentences
with compound clauses and complex
structure. Letter writing in general and
informal letter writing in particular, are
about making it easy for the recipient
to understand the idea, without having
to re-read the sentence to get the sense
of it.