letter essay

12+ Essay Letter Writing – Format, Examples, Writing Tips

• Letter Writing
• March 4, 2024
• School Letters

Essay Letter Writing: Essay letter writing is a form of written communication that combines the structure and format of an essay with the personal tone and conversational style of a letter. This type of school letter writing can be used to express personal thoughts and opinions on a variety of topics, from social issues to academic assignments.

In essay letter writing, the writer has the freedom to share their ideas and experiences in a unique and creative way, while also adhering to the basic principles of essay writing, such as structure, coherence, and logical argumentation. This Essay Letter Writing is an effective way to communicate complex ideas in a clear and engaging manner.

Also Check: Formal Letter Format Class 8

Essay Letter Writing – Structure of Essay Letter Writing Tips

Content in this article

Essay letter writing follows a basic structure that combines the elements of an essay with the conversational tone of a Essay Letter Writing. Here is a general outline of the structure:

• Introduction : The first paragraph introduces the topic and purpose of the Essay Letter Writing. It should be engaging and clearly state the writer’s thesis or main point.
• Body Paragraphs : The body of the Essay Letter Writing should consist of two or three paragraphs that support the thesis with relevant evidence and examples. The paragraphs should be well-organized and flow logically from one point to the next.
• Conclusion : The final paragraph summarizes the writer’s main points and restates the thesis in a clear and concise manner. Essay Letter Writing should leave the reader with a lasting impression and a call to action.

Essay Letter Writing – Sample Format

Below is a sample format for essay letter writing. This format can be adapted based on the specific purpose and audience of your essay letter:

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date]

[Recipient’s Name] [Recipient’s Title or Relationship] [Company, School, or Institution Name] [Address] [City, State, ZIP Code]

Dear [Recipient’s Name],

Subject: [Briefly Mention the Topic of the Essay]

I trust this letter finds you in good health and high spirits. I am writing to share my thoughts on [mention the main topic or purpose of the essay]. As someone deeply passionate about this subject, I believe it is crucial to explore and articulate my perspectives on [provide a brief overview of the essay’s focus].

Introduction: In the introduction, I aim to captivate your attention by [mention how you plan to engage the reader, e.g., sharing a personal anecdote, posing a question, or presenting a relevant quote]. This introductory section sets the stage for a comprehensive exploration of [the main theme or idea].

Body Paragraphs: The body of the essay will delve into [three to four key points or ideas related to the main theme]. Each paragraph will explore a distinct aspect, supported by [examples, evidence, personal experiences, or relevant information]. This structured approach ensures a coherent and compelling presentation.

Conclusion: The concluding section will summarize the key findings and insights discussed throughout the essay. I aim to leave the reader with [a thought-provoking statement, a call to action, or a reflection on the broader implications of the topic].

I appreciate your time and consideration in reading my essay. I believe that [mention the potential impact or relevance of the essay] and look forward to any insights or feedback you may have.

Thank you for your attention.

[Your Full Name] [Your Title or Affiliation, if applicable] [Your Signature – if sending a physical letter]

Feel free to customize this template based on the specific topic, purpose, and recipient of your essay letter. Adjust the language, tone, and content to suit the nature of the essay and the preferences of your audience.

Essay-Letter Writing – Example

Here’s an example of Essay Letter Writing:

Dear [Recipient],

I am writing to share my recent experience with essay writing. As you may know, essay writing is a crucial skill that is required in many academic settings, including college and university courses.

Recently, I had to write an essay on the topic of climate change and its impact on the environment. At first, I found it challenging to organize my thoughts and ideas in a logical and coherent manner. However, with the help of some research and a lot of hard work, I was able to create a well-written essay that received a high grade.

Through this experience, I have learned that essay writing is not just about putting words on paper; it is about expressing ideas and arguments in a clear and persuasive manner. Additionally, I have realized that careful planning and organization are essential for producing a successful essay.

Overall, I am grateful for the opportunity to improve my essay writing skills and I hope to continue honing them in the future.

Sincerely, [Your Name]

Essay – Letter Writing – Example

Essay Letter Writing About Social Media

Here’s an Essay Letter Writing About Social Media

I am writing to share my thoughts on the topic of social media and its impact on our lives. In today’s world, social media has become an integral part of our daily routines, and it is hard to imagine life without it.

While social media has its advantages, such as staying connected with friends and family and accessing a wealth of information, it also has its drawbacks. One of the biggest issues with social media is the spread of misinformation and fake news. Many people tend to believe whatever they read online, without fact-checking or verifying the sources.

Furthermore, social media can also have negative effects on mental health. It is easy to fall into the trap of comparing ourselves to others and feeling inadequate, which can lead to anxiety and depression.

In my opinion, it is important to strike a balance when it comes to social media usage. We should be mindful of the information we consume and make sure it is accurate and reliable. Additionally, we should limit our time on social media and use it in moderation, so as not to let it consume our lives.

Thank you for taking the time to read my thoughts on this important topic.

Essay Letter Writing About Social Media 

Essay Letter Writing for Students

Below is an Essay Letter Writing suitable for students:

[Recipient’s Name] [Recipient’s Title or Position] [School or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Importance of Extracurricular Activities for Student Development

I hope this letter finds you in good health and high spirits. As a student at [Your School/College Name], I am writing to share my thoughts on the significance of participating in extracurricular activities for overall student development.

Introduction: In today’s dynamic educational landscape, the role of extracurricular activities goes beyond the traditional classroom setting. These activities encompass a wide range of opportunities for students to explore their interests, develop essential skills, and foster a well-rounded personality.

Body: Paragraph 1: Broadening Horizons Engaging in extracurricular activities exposes students to diverse fields beyond their academic curriculum. It provides a platform to discover and explore various interests, allowing students to broaden their horizons and gain a more comprehensive understanding of the world.

Paragraph 2: Skill Development Participating in clubs, sports, or cultural activities enhances the development of crucial life skills. Teamwork, leadership, time management, and communication are just a few examples of skills that students can acquire through active involvement in extracurricular pursuits. These skills are not only valuable during the school years but also play a pivotal role in shaping a successful future.

Paragraph 3: Building Character Extracurricular activities contribute significantly to character building. Students learn to overcome challenges, face competition, and cope with both success and failure. These experiences foster resilience, perseverance, and a strong sense of responsibility, qualities that are integral to personal growth.

Paragraph 4: Holistic Development The combination of academic excellence and active participation in extracurricular activities leads to holistic development. Students who strike a balance between their studies and interests tend to perform well academically while also developing a more well-rounded and adaptable personality.

Conclusion: In conclusion, I firmly believe that encouraging students to engage in extracurricular activities is crucial for their holistic development. These activities not only complement academic learning but also nurture qualities that are essential for success in the ever-evolving global landscape.

I look forward to discussing this topic further and exploring ways to promote and support extracurricular involvement among students at [Your School/College Name]. Thank you for your time and consideration.

[Your Full Name] [Your Grade/Class] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific thoughts, experiences, and the requirements of your essay assignment.

Writing an Essay in Letter Form

Writing an essay in letter form involves combining the structure of a formal or informal letter with the content and structure of an essay. Here is a sample essay in letter form:

[Recipient’s Name] [Recipient’s Title or Position] [Organization or Institution Name] [Address] [City, State, ZIP Code]

Subject: Exploring the Impact of Technology on Education

I trust this letter finds you well. As a concerned student passionate about the role of technology in education, I am writing to share my insights on how technological advancements are shaping the learning landscape.

Introduction: Technology has become an integral part of our lives, and its influence on education is undeniable. In this letter, I aim to examine the positive and negative impacts of technology on the educational experience, shedding light on its transformative effects.

Paragraph 1: Positive Impacts One of the notable positive impacts of technology on education is the accessibility of information. The internet has opened up vast repositories of knowledge, making learning resources readily available to students worldwide. This accessibility has democratized education, breaking down barriers to information.

Paragraph 2: Interactive Learning Furthermore, technology has revolutionized the way we learn. Interactive tools, simulations, and virtual classrooms create an engaging and dynamic learning environment. These tools not only cater to diverse learning styles but also foster critical thinking and problem-solving skills.

Paragraph 3: Global Connectivity The interconnected world facilitated by technology allows students to connect with peers and experts globally. Collaborative projects, online forums, and virtual exchange programs contribute to a richer and more diverse educational experience.

Paragraph 4: Challenges and Concerns However, with the benefits come challenges. The digital divide, unequal access to technology, and concerns about privacy and online security are critical issues that need addressing. Balancing the integration of technology while ensuring equitable opportunities for all students is a pressing concern.

Conclusion: In conclusion, the impact of technology on education is profound and multifaceted. While it presents exciting opportunities for enhanced learning, we must address the challenges to create an inclusive educational landscape that benefits all.

I welcome the opportunity to discuss these ideas further and explore strategies for leveraging technology responsibly in education. Thank you for considering my perspective.

Feel free to customize this template based on your specific topic and the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Essay Letter Writing Template

Below is a template that you can use for essay letter writing. This template is a general structure; you can customize it based on the specific topic or purpose of your essay.

[Your Name] [Your Address] [City, State, ZIP Code] [Email Address] [Date]

Introduction: Begin your letter with a brief introduction. Clearly state the purpose of your letter and provide a hook to engage the reader’s interest.

Body Paragraphs: Divide the body of your letter into paragraphs, each addressing a specific point or idea related to your essay topic.

• Introduce the topic of your essay.
• Provide background information to set the context.
• Clearly state your thesis or the main point you will be discussing.
• Introduce and discuss the first supporting point.
• Provide evidence, examples, or facts to strengthen your argument.
• Explain the relevance of this point to your overall argument.
• Introduce and discuss the second supporting point.
• Provide evidence, examples, or facts to support this point.
• Explain how this point connects to your thesis.
• Acknowledge potential counterarguments.
• Refute or address counterarguments, demonstrating the strength of your position.
• Summarize the key points discussed in your essay.
• Reinforce the importance of your thesis.
• Provide a smooth transition to the conclusion.

Conclusion: Conclude your letter by summarizing the main points and restating the significance of your topic or argument. End with a call to action, a thought-provoking statement, or a question to leave a lasting impression.

Closing: End your letter with a formal closing. Choose a closing phrase that matches the tone and purpose of your essay.

[Your Full Name] [Your Signature – if sending a physical letter]

Feel free to adapt this template of Essay Letter Writing based on the specific requirements of your essay or the guidelines provided for your assignment. Adjust the tone, style, and content to suit the nature of your essay and your audience.

Formal Essay Letter Writing

When writing an Essay Letter Writing in Formal tone, you want to maintain a professional tone while effectively conveying your thoughts. Below is a formal Essay Letter Writing:

Subject: An Examination of Environmental Sustainability Practices in [Organization/Institution Name]

I trust this letter finds you in good health. As a dedicated student of [Your School/College Name], I am writing to bring attention to the importance of adopting sustainable practices within our institution, specifically in the context of environmental conservation.

Introduction: Environmental sustainability is an issue of global concern, and its implications resonate across various sectors, including education. In this letter, I aim to shed light on the benefits of implementing eco-friendly initiatives within [Organization/Institution Name] and the positive impact it can have on our community and beyond.

Paragraph 1: The Need for Environmental Sustainability The pressing need for environmental sustainability arises from the escalating challenges posed by climate change. By incorporating sustainable practices within our institution, we contribute to the global effort to mitigate the adverse effects of environmental degradation.

Paragraph 2: Implementing Green Initiatives I propose the implementation of green initiatives, such as waste reduction, energy conservation, and the incorporation of renewable energy sources. These initiatives not only align with global sustainability goals but also instill a sense of environmental responsibility among students, faculty, and staff.

Paragraph 3: Educational Opportunities Furthermore, embracing environmental sustainability provides unique educational opportunities. By incorporating sustainable practices into our curriculum, we equip students with the knowledge and skills needed to address complex environmental issues in their future endeavors.

Conclusion: In conclusion, the integration of environmental sustainability practices within [Organization/Institution Name] is not only a responsibility we owe to the planet but also an opportunity to foster a culture of environmental stewardship among the members of our institution.

I welcome the opportunity to discuss these proposals further and explore feasible ways to initiate and support sustainable practices within our institution. Thank you for considering these recommendations.

Feel free to adapt this formal Essay Letter Writing based on the specific topic and guidelines provided for your assignment. Ensure that the tone remains formal and that the content aligns with the expectations of a formal letter.

Job Application Essay Letter Writing

Below is a job application Essay Letter Writing that you can use as a reference:

[Employer’s Name] [Company Name] [Company Address] [City, State, ZIP Code]

Dear [Employer’s Name],

Subject: Application for [Job Position] – [Your Full Name]

I am writing to express my sincere interest in the [Job Position] advertised on your company’s website. With a strong background in [Relevant Skills or Experience], I am confident in my ability to contribute effectively to your team and the success of [Company Name].

Introduction: In my current role at [Your Current Company], I have successfully [highlight a significant accomplishment or responsibility related to the job]. This experience has equipped me with [mention specific skills or qualities] that align with the requirements of the [Job Position] at [Company Name].

Body: Paragraph 1: Why I am a Strong Candidate I am particularly drawn to [Company Name] due to its commitment to [mention any specific values, projects, or achievements of the company]. My [mention number of years] years of experience in [Your Industry or Field] have honed my ability to [mention key responsibilities or skills relevant to the job].

Paragraph 2: Key Skills and Achievements I possess a proven track record in [mention relevant skills or achievements], as evidenced by [provide specific examples or metrics]. These experiences have sharpened my [mention soft skills] and my ability to [mention any other relevant strengths].

Paragraph 3: Why I Want to Join [Company Name] I am attracted to [Company Name] because of its reputation for [mention any specific aspects of the company culture, projects, or values that resonate with you]. I am eager to contribute my skills and learn from the talented team at [Company Name].

Conclusion: In conclusion, I am excited about the opportunity to contribute to [Company Name] and am confident in my ability to excel in the [Job Position]. I look forward to the possibility of discussing how my skills and experiences align with your company’s needs in further detail.

Thank you for considering my application. I am eager to further discuss how my qualifications make me a strong fit for this position.

Feel free to customize this Essay Letter Writing for job application based on your specific experiences, skills, and the requirements of the job you are applying for.

Essay Letter Writing for Different Audiences

Essay Letter Writing for different audiences involves tailoring your content, tone, and approach based on the specific group you are addressing. Below are examples of Essay Letter Writing for different audiences:

1. Essay Letter Writing to Parents – Topic: Importance of Extracurricular Activities for Student Development

[Your Name] [Your Grade/Class] [Date]

[Parents’ Names] [Parents’ Address]

Dear Mom and Dad,

I hope this letter finds you both well. As your son/daughter and a student at [Your School], I wanted to share my thoughts on the significance of participating in extracurricular activities for overall student development.

[Continue with the body of the essay, discussing benefits, personal experiences, and the impact on academic and personal growth.]

2. Essay Letter Writing to Teachers – Topic: The Role of Technology in Enhancing Classroom Learning

[Teacher’s Name] [School Name]

Dear [Teacher’s Name],

I trust this letter finds you well. As a student in your [Subject] class, I would like to explore the impact of technology on classroom learning and how it can enhance the educational experience for both students and teachers.

[Continue with the body of the essay, discussing positive impacts, examples, and potential challenges.]

3. Essay Letter Writing to Friends – Topic: The Benefits of Reading for Personal Growth

[Your Name] [Date]

[Friends’ Names]

Dear Friends,

I hope you’re doing great. Recently, I’ve been reflecting on the many benefits of reading and how it contributes to personal growth. I thought I’d share my thoughts with you.

[Continue with the body of the essay, discussing the joys of reading, cognitive benefits, and the impact on personal development.]

[Your Full Name]

4. Essay Letter Writing to the Editor – Topic: Addressing Environmental Concerns in Our Community

[Your Name] [Your Address] [City, State, ZIP Code] [Date]

[Editor’s Name] [Newspaper/Magazine Name] [Address]

Dear Editor,

I am writing to bring attention to the environmental concerns in our community, specifically focusing on [specific issue]. It is imperative that we address these issues to ensure a sustainable future.

[Continue with the body of the essay, providing information, possible solutions, and urging community involvement.]

[Your Full Name] [Your Contact Information]

Feel free to customize these letters of Essay Letter Writing for different audiences based on the specific audience and topic you are addressing. Adjust the language, tone, and content to suit the relationship and communication style appropriate for each audience.

Essay Letter Writing About Pollution – Email Format

Here’s an Email Format of Essay Letter Writing about Pollution:

I am writing to you today to express my deep concern about the issue of pollution. In recent years, pollution has become a major problem that is affecting our environment, our health, and our future. It is a global issue that needs to be addressed urgently.

Pollution is caused by various factors, including industrial activities, transportation, and waste disposal. The consequences of pollution are dire, including climate change, respiratory problems, and biodiversity loss. It is important that we take action to reduce our carbon footprint, recycle waste materials, and limit the use of harmful chemicals.

As citizens of this planet, we all have a responsibility to protect our environment and reduce pollution. I urge you to join me in taking action to reduce pollution in our daily lives. We can start by using public transportation, conserving energy, and practicing responsible waste disposal.

Let’s work together to create a healthier and more sustainable future for ourselves and generations to come.

Essay Letter Writing for Various Occasions

Essay Letter Writing for various occasions involves tailoring your content to the specific event or celebration. Below are examples of Essay Letter Writing for different occasions:

1. Essay Letter Writing for Graduation – Reflecting on the Journey

[Your Name] [Graduation Date]

[Principal’s Name] [School Name]

Dear Principal [Principal’s Last Name],

As I stand on the threshold of a new chapter in my life, I find myself reflecting on the incredible journey that has led me to this moment. Graduation is not just a culmination of academic achievements, but a celebration of growth, resilience, and the bonds formed in these hallowed halls.

[Continue with the body of the essay, reflecting on memorable experiences, friendships, and the lessons learned during the academic journey.]

[Your Full Name] [Your Graduation Class]

2. Essay Letter Writing for Thanksgiving – Gratitude for Family and Friends

[Recipient’s Name] [Recipient’s Address]

As Thanksgiving approaches, I find myself overwhelmed with gratitude for the blessings in my life, particularly the cherished relationships with family and friends. In the spirit of thankfulness, I wanted to take a moment to express my heartfelt appreciation for the impact you have had on my life.

[Continue with the body of the essay, expressing specific reasons for gratitude, fond memories, and the significance of the relationship.]

Warm regards,

3. Essay Letter Writing for a Birthday Celebration – Reflecting on Another Year

[Your Name] [Birthday Date]

[Recipient’s Name]

As I celebrate another year of life, I am prompted to reflect on the experiences, growth, and joys that this journey has brought. Birthdays are not just a marker of passing time; they are a celebration of the lessons learned, the relationships cherished, and the memories created.

[Continue with the body of the essay, reflecting on the past year, expressing gratitude, and sharing hopes for the future.]

Cheers to another year,

4. Essay Letter Writing for New Year’s Resolutions – Setting Intentions for the Year Ahead

As the New Year approaches, it offers a fresh canvas on which to paint the aspirations, goals, and intentions for the coming months. In the spirit of new beginnings, I wanted to share my reflections on the year gone by and outline the resolutions that will guide my path in the year ahead.

[Continue with the body of the essay, reflecting on achievements and challenges of the past year, and outlining specific resolutions.]

Wishing you a wonderful New Year,

Feel free to customize these letters of Essay Letter Writing in different occasions based on the specific occasion and your personal sentiments. Adjust the language, tone, and content to suit the nature of the event or celebration.

College Admission Essay Letter Writing

Writing a college admission Essay Letter Writing is an important step in the application process. Below is a sample college admission essay letter:

[College Admissions Office] [College/University Name] [College/University Address] [City, State, ZIP Code]

Dear Admissions Committee,

I am writing to express my sincere interest in joining the [College/University Name] community as a [Your Intended Major] major. As a passionate and dedicated student, I am eager to contribute to and benefit from the academic environment and unique opportunities offered by your esteemed institution.

Introduction: Ever since I attended [Your High School Name], I have been inspired by the pursuit of knowledge and a desire to make a positive impact on the world. [Provide a brief introduction to your academic background and interests.]

Why [College/University Name]? [College/University Name] stands out to me as the ideal place to further my academic journey due to [mention specific reasons such as renowned faculty, exceptional programs, unique resources, or a particular campus culture]. The [Your Intended Major] program, in particular, aligns perfectly with my academic and career aspirations.

Unique Qualities and Achievements: Throughout high school, I have consistently demonstrated my commitment to excellence in [mention specific academic or extracurricular achievements]. These experiences have not only shaped my character but have also prepared me for the challenges and opportunities that a rigorous academic environment like [College/University Name] provides.

Contributions to Campus Life: I am excited about the prospect of contributing to the vibrant campus life at [College/University Name]. My experiences in [mention relevant extracurricular activities or community service] have instilled in me a sense of leadership, teamwork, and social responsibility.

Personal Growth and Goals: Beyond academics, I see [College/University Name] as a platform for personal growth and exploration. I am eager to immerse myself in the diverse learning experiences, engage with a community of like-minded individuals, and broaden my perspectives.

Conclusion: In conclusion, I believe that my passion for [Your Intended Major], commitment to academic excellence, and dedication to contributing positively to campus life make me a strong candidate for admission to [College/University Name]. I am excited about the prospect of becoming a valuable member of your community and contributing to the rich tapestry of experiences at [College/University Name].

Thank you for considering my application. I look forward to the opportunity to contribute to and benefit from the vibrant academic environment at [College/University Name].

[Your Full Name] [Your High School Graduation Year] [Your Signature – if sending a physical letter]

Feel free to customize this letter based on your specific experiences, aspirations, and the requirements of the college or university you are applying to. It’s important to convey your unique qualities, achievements, and reasons for choosing the institution.

FAQS for Essay Letter Writing – Format, Examples, Writing Tips

What is the basic format for an essay letter writing.

The basic format of Essay Letter Writing includes a salutation, introduction, body paragraphs, and a conclusion. Include your contact information, date, and a closing signature. The structure may vary depending on the type of letter and audience.

How do I start an essay letter?

Start with a salutation addressing the recipient. In the introduction, engage the reader with a compelling hook, such as a question, quote, or personal anecdote, to draw them into your essay.

What should I include in the body paragraphs of an essay letter?

Each body paragraph should focus on a specific point or idea related to your topic. Include supporting evidence, examples, or personal experiences to strengthen your arguments or convey your message effectively.

How do I end an essay letter?

Conclude your essay letter by summarizing key points, reiterating the main message, or providing a call to action. End with a closing statement that leaves a lasting impression on the reader.

Can you provide examples of Essay Letter Writing for different purposes?

Certainly! Essay Letter Writing Examples include job application essay letters, college admission essay letters, letters to friends on specific topics, and letters addressing various occasions. Tailor the content based on the purpose and audience.

Essay Letter Writing is an important skill that has been around for centuries. It serves as a means of communication and expression of ideas and emotions. With the advancement of technology, letter writing has evolved, but its importance has not diminished. Whether it is a formal business letter or a personal letter to a friend, the art of letter writing requires attention to detail, clear communication, and an understanding of the audience.

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How to Write Any Type of Letter

Everyone should know how to write a letter, whether a business inquiry, email, personal letter, or letter-format social media post. Letter writing is a useful skill, not only for communicating clearly, but also for making a good impression—especially a first impression. 

Below we explain how to write a proper letter, no matter the type you need. We’ll cover the correct format for a formal letter, such as a cover letter or job inquiry, as well as tips for writing a personal letter, with some helpful examples of each. 

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How to write a letter

Here are some quick steps for how to write a letter:

• Choose your format (email, paper and mail, etc.)
• Write your contact information and date at the top if you’re using block style (see below). 
• On a new line write a salutation, such as “Dear Ms. Smith,” or “To Whom It May Concern.” 
• Write the body of your letter in a standard paragraph format. 
• On a new line write a complimentary close, such as “Sincerely,” or “Best,” 
• Sign your name under the complimentary close.

What type of letter should you write?

There are no hard-and-fast rules. The most suitable letter format depends on your audience. For a friend or close relative, a casual message or informal letter is usually the best way to go. There are different types of letters that are appropriate for this format. Some include:

• Handwritten letters
• Emailed letters
• Typed social media messages

However, for business contacts or people you don’t know well, a typed formal letter is almost always the most appropriate choice. When used for professional purposes, writing a formal letter is effective for the following:

• Cover letters
• Letters of intent
• Value proposition letters
• Business memorandum letters
• Promotion letters
• Reference letters
• Resignation letters
• Thank you letters

These are just some of the types of letters that you might need to write in a casual or professional environment. Before writing a letter, consider the type of letter you need: formal or informal. Each has a distinct format you’ll want to follow.

Formal letter writing: block style vs. AMS style

Formal letters—like cover letters, business inquiries, and urgent notifications— are some of the most important letters you’ll ever have to write. Because they’re sometimes used as official documents, formal letters have a very precise structure and particular format. In fact, there are a few different “correct formats” to choose from.

The most common formats for formal letter writing are block style and American Mathematical Society, or AMS, style. In the example below, we use block style, specifically full block style, because it’s the most popular. Block style is characterized by all elements being aligned on the left margin of the page. This includes the first lines of paragraphs, which don’t use indentation. 

AMS is fairly similar, following many of the same rules as block style. There are a few differences, however, which we briefly cover after the next section. 

How to write a formal letter in block style

Step 1: write the contact information and date .

All formal letters start with the contact information and date . In the full block style, this goes in the upper left-hand corner. 

First, as the sender, type your full name and address aligned to the left side, just as you would when addressing an envelope. This isn’t just a formality, but a useful inclusion so the recipient can easily find your contact information when they want to respond. 

If you’re writing on official company letterhead that already includes this information, you do not need to rewrite the contact information. 

After your address, skip a line and then add the date you’re writing the letter. 

Last, skip a line again and add the recipient’s name and full address. Feel free to include their job title below their name if it’s relevant. Leave a blank line after the contact information before writing the salutation. 

Step 2: Write the salutation

Formal letters always have a greeting at the beginning of the written content as a cue that your message is about to begin. This is known as the salutation. 

Most salutations begin with “Dear” and then the name of the recipient. All salutations use title capitalization and end in a comma . 

If you don’t know the name of the receiver, you can also use a job title or even the department name, for example, “Dear HR Representative.” As a last resort, you can use the generic salutation “To Whom It May Concern” in any circumstance. Try to avoid “Dear Sir or Madam,” as it’s a little outdated . 

Step 3: Write the body of the letter

This is where you write your message. The body of the letter follows the normal rules of grammar , so write it as you would any other formal document. The one exception for full block style is that you do not indent the first lines of paragraphs . 

Unlike personal letters, formal letters are straightforward and direct , so don’t be afraid to get straight to the point . Some formal letters are only a sentence or two long, although others can go on for paragraphs if there’s a lot of information to convey. The important thing is that you stay focused and avoid tangential topics. 

Although different company cultures have different communication standards, it’s a safe bet to avoid casual phrasing and jokes; some even advise against using contractions . It should go without saying, but don’t use slang, profanity, or other inappropriate language. 

If your letter covers a lot, it’s best to include a closing paragraph at the end to summarize everything the recipient needs to know. As always, don’t forget to edit and proofread the body of the letter before sending. 

Step 4: Write the complimentary close

Formal letters also use a standard complimentary close or sign-off, similar to the salutation, before ending with an authentic signature. 

One of the most common closers is “Sincerely,” including some variations like, “With sincere gratitude,” or “ Sincerely yours .” Other common sign-offs include “Best,” and “Yours.” Unlike salutations, closers use sentence capitalization. Always capitalize the first letter of your complimentary close, but only the first letter. And just like the salutation, always end with a comma . 

If you’re sending a paper letter, skip a few lines after your complimentary close—this is where you sign your name. Additionally, always type your name below the signature , along with your job title if relevant. When sending an email or other digital letter, you don’t have to leave a blank line before you type your full name. 

Step 5: Mention enclosed materials

This last step is necessary only if you’re sending additional materials with the letter, such as a résumé or CV, application, voucher, etc. If you’re sending only the letter, disregard this step. 

After your printed name and optional job title (under your signature), skip a line and then write “Enclosure:” followed by a list of the materials you’ve included. For example, if you were including a résumé, you would write “Enclosure: Résumé.” This is simply a precaution so the recipient doesn’t miss anything or, if they need to, can verify that something was lost in shipping. 

Formal letter example (block style)

Detective Inspector G. Lestrade

35 Victoria Embankment

London, England SW1A 2JL, UK

July 1, 1888

Mr. Sherlock Holmes

221B Baker St.

London, England NW1 6XE, UK

Dear Mr. Holmes,

On behalf of the London police force, we request your presence at New Scotland Yard at your earliest convenience. We have a case that requires your special expertise, and we’d prefer to discuss the details in person, considering the sensitivity of the information. Any time before the end of the month is acceptable. 

G. Lestrade

Detective Inspector

Enclosure: Visitor pass

How to write a formal letter in AMS style

For the most part, AMS style uses the same rules and guidelines as block style, including enclosures, so you can follow the steps above regardless of the style you use. However, there are two major differences in AMS style that you need to be aware of: 

• Don’t leave a blank line between the sender’s full address and the date. The date comes directly underneath the address. 
• AMS style always uses a subject line in place of or before the salutation. The subject line should be written in all caps and summarize the content of the letter in no more than a single line, such as “YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD.” As with salutations, leave a blank line before and after the subject line. 

Formal letter example (AMS style)

London, England SW1A 2JL, UK 

YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD

Dear Mr. Holmes, 

How to write an informal letter

True to their name, informal letters are a lot more casual than formal letters. That means there aren’t nearly as many rules and guidelines, and no one will mind if you don’t leave a blank space in the right spot. 

Still, there is a correct format that people are familiar with, so follow the steps below as a bare minimum. 

Step 1: Put the date at the top (optional)

Putting the date at the top of a letter is a custom stemming from a time when letter writing was the primary means of communication. Nowadays, including the date is no longer a necessity, but some people still do it because of tradition. In informal letters, it’s completely optional. 

Just like formal letters, informal letters start with a polite greeting to the recipient. The standard format is the same: the word “Dear” followed by the person’s name, as in “Dear Mr. Lestrade,” using title capitalization. 

However, informal letters provide more freedom when it comes to what you say in your greeting, and it’s not uncommon to see casual greetings like, “Hi [Name],” or “Hello [Name].” 

As with salutations in formal letters, you normally end your greeting with a comma and then skip a line before beginning the body of the letter. Occasionally you see people end the salutation with an exclamation point, depending on their relationship with the recipient. 

The body of the letter is where you write your message, and informal letters are often meant to share news or keep in touch. They tend to have a conversational tone, which means you’re free to include slang and whatever language you use when speaking in person. 

While tangents are more permissible in informal letters, going off topic excessively can still bother the reader. Try to stay focused as best you can without sounding restrained—informal letters are supposed to be personal, after all. 

Informal letters also use a complimentary close before the signature, following the same format as formal letters. That includes using sentence capitalization (capitalizing only the first letter), adding a comma at the end, and leaving enough space to sign your name if you’re sending a paper letter. 

However, you don’t need to stick with the conventional sign-offs like “Sincerely.” If you’re writing a personal letter, you can use something more sentimental depending on the relationship with the recipient, such as “Love,” “Warm regards,” or “See you soon.”

Informal letter example

July 2, 1888

What’s up, Lestrade!?

It’s Sherlock! So stoked to receive your letter. Of course I’ll come to Scotland Yard ASAP, no worries. 

Sherlock “Best Detective Ever” Holmes 

PS stands for postscript . It’s something you add at the last minute after the letter is complete, usually either minor news or something small you forgot when writing the body of the letter. Typically, you don’t use postscripts in formal letters; if you need to add something, you’ll have to revise the whole document to include the new information.

When writing a postscript, simply write the letters “PS” and then your message. It doesn’t matter if you use periods or not (“PS” and “P.S.” are both acceptable), but both letters should always be capitalized. 

If you have more than one postscript, simply add another P to the beginning of each new PS. For example, your second postscript should be labeled “PPS.” and your third postscript should be “PPPS.”

PS. Rob got the position at Great Company! Thanks for all the support during his unemployment.

PPS. I have to cancel my birthday party, but we’re still getting together for drinks that night if you want to come. 

The envelope

In the United States, the maximum weight for a first-class letter is 3.5 ounces. If your letter is more than three pages or you’ve written it on heavy paper, you’ll have to weigh it to make sure it meets the requirements. The size and shape of the envelope matter too. It has to be rectangular and smaller than roughly 6 by 11 inches, or you run the risk of the post office returning it.

Sending a letter

After you’ve determined that the envelope is the right kind, now you just have to mail it. (If it’s a personal letter, you can always deliver it yourself. In that case, just write the intended recipient’s name on the outside of the envelope. A bonus of hand delivery? You can use any size or shape envelope you want!)

In the top left-hand corner, write your name and address or attach a mailing label. In the center of the envelope, carefully write the name and address of the recipient. Besides the state abbreviation and zip code, international letters should include the country for both the destination and return addresses. 

Postage rates vary. Check the US Postal Service website for current prices or use a Forever Stamp for US destinations. Postage goes on the top right-hand corner of the envelope. 

Double-check that everything is correct on the outside of the envelope. If it is, fold your letter and insert it neatly. Don’t seal it until you’re sure that you’ve included every page you intend to send.

Letter-writing tips 

Still not sure how to write a proper letter? Keep these letter-writing tips in mind to help you communicate with confidence. 

Offer pleasantries

While personal letters naturally tend to use a friendly tone, formal letters, too, can benefit from pleasantries and polite etiquette. A simple phrase like “How are you?” or “I hope you’re well” at the beginning of a letter can help connect the sender and recipient, even if the subject matter is strictly business. 

Likewise, you can also express sympathy, regret, support, or gratitude in both formal and informal letters. Aside from mere etiquette, these pleasantries establish a personal connection that separates your letters from those written by machines. 

Write for your reader

As with all writing, modify your language to accommodate your specific reader. If you’re writing a formal letter to a business associate, be professional and courteous. If you’re writing a personal letter to an old friend, feel free to crack jokes and use slang. 

Sometimes the lines blur—a “formal letter” to a work friend might be more casual than a “personal letter” to a distant relative. Keep in mind the specific reader as you write to strike the right tone. If you’ve never met the recipient before, stick to courteous formality. 

Include all necessary information

If you have a lot of information to convey, make a small list beforehand to make sure you cover everything. Treat this like a mini-outline to make sure nothing slips through the cracks. 

This is especially important for invitations or letters about scheduling events. Make sure you clearly state the essential facts—particularly where and when —as well as other need-to-know information, like directions or special requirements. 

Doesn’t it feel good sending a letter you’ve carefully prepared? Certainly, a well-written letter has the best chance of accomplishing its purpose. To make sure your letter really shines, it’s critical that it be mistake-free and set the right tone. Grammarly’s writing assistance catches things like spelling and grammatical mistakes, and Grammarly Premium includes formatting suggestions and guidance that can help you write clear, easy-to-follow letters that hold your recipient’s attention. By using Grammarly, you can write your letter with confidence, wherever you type!

This article was originally written by Jennifer Calonia in 2020. It’s been updated to include new information.

How to write a letter in English

Writing letters may seem like an old-fashioned practice, but it is still an essential skill to master. Whether you’re composing a formal letter for professional purposes or a friendly note to a loved one, understanding how to write a letter in English can help you communicate effectively and leave a good impression.

What is a letter?

A letter is a written or printed form of communication exchanged between two or more people. Letters are used for various purposes, including formal correspondence, invitations, or personal messages. While traditional letters are often sent through the mail, modern communication includes electronic formats like emails that follow similar structures.

Types of Letters

Letters can be broadly divided into two main types:

1. Formal Letters

These letters are used for professional or official communication. Examples include business letters, job applications, complaint letters, or invitations for corporate events. They are written in a formal tone and follow a specific format.

2. Informal Letters

These letters are written to friends, family members, or close acquaintances. Informal letters have a casual tone and are used to share personal updates, greetings, or invitations.

How to Write a Letter

Here’s a step-by-step guide to help you write a letter in English: Let’s start to know how to write a letter in English.

1. Choose the Type of Letter

Decide whether your letter is formal or informal based on its purpose and recipient. 2. Follow the Proper Format

• For formal letters: o Start with the sender’s address, followed by the date. o Include the recipient’s name and address. o Use a polite salutation such as “Dear Mr./Ms. [Last Name].” o Write the main content in a clear and professional tone. o End with a formal closing like “Yours sincerely” or “Yours faithfully.”

• For informal letters: o Start with the date (optional). o Use a friendly greeting such as “Dear [First Name].” o Write the main content in a conversational style. o End with a casual closing like “Take care” or “Best wishes.” 3. Maintain an Appropriate Tone Use formal language for official purposes and casual language for personal communication. 4. Proofread Your Letter Review your letter to ensure it is free from grammar, spelling, and punctuation errors. 5. Deliver Your Letter Choose the appropriate delivery method, whether it is traditional mail, email, or other channels.

Examples of Formal and Informal Letters

Formal letter example.

Formal Letter Example [Your Address] [Street Name] [City, State, ZIP Code] [Date]

[Recipient’s Name] [Job Title/Organization Name] [Recipient’s Address] [City, State, ZIP Code] Dear [Recipient’s Name]

Subject: Application for the Position of [Job Title]

I am writing to express my interest in the [job title] position that was advertised on [platform/website]. With a strong background in [your field/relevant skills], coupled with [specific expertise or achievements], I believe I am well-suited to contribute effectively to your team. In my previous role at [Your Previous Company/Organization], I successfully [mentioned a key achievement or responsibility that aligns with the role]. I am confident that my experience, combined with my dedication to [relevant quality/skill], would allow me to bring significant value to [recipient’s organization]. Thank you for considering my application. I would welcome the opportunity to discuss my qualifications further during an interview. Please feel free to contact me at [Your Contact Information]. Yours sincerely, [Your Full Name]

Informal Letter Example

[Date] Dear [Friend’s Name], I hope this letter finds you in good health and high spirits! It’s been far too long since we last caught up, and I thought it was time to drop you a note and share some exciting updates. Recently, I started [a new hobby/job/trip], and it has been such an incredible experience. For instance, [share a specific story or experience related to the update]. I think you’d love it too, and I’d be thrilled to hear your thoughts if you’ve ever tried something similar. How have you been lately? What’s new in your world? I’d love to hear all about your latest adventures or projects. Let’s try to plan a time to catch up properly—it’s been way overdue! Take care and write back when you can. Looking forward to hearing from you soon! Best wishes, [Your Name]

FAQs on How to Write a Letter in English

1. how do i start writing my letter.

Begin by identifying the purpose of your letter and its recipient. Use an appropriate salutation like “Dear [Name]” for both formal and informal letters.

2. How to format a letter in the UK?

In the UK, letters typically include the sender’s address in the top right corner, followed by the date. The recipient’s address is placed on the left below the date. A formal salutation is then used to start the letter.

3. How do I formally write a letter?

To write a formal letter : • Use a professional tone. • Follow the structure of including the sender’s and recipient’s details, a formal salutation, a clear body, and a polite closing.

4. What is the format of an English formal letter?

The typical format includes: 1. Sender’s address 2. Date 3. Recipient’s address 4. Salutation 5. Subject line (optional) 6. Main body 7. Closing phrase 8. Signature

5. How do I read a US address?

US addresses are formatted as follows: • [Recipient’s Name] • [Street Address] • [City, State ZIP Code] For example: John Doe 123 Main Street New York, NY 10001

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Welcome to our comprehensive guide on how to write a letter in English! Writing a letter may seem outdated in the digital era, but it can leave a lasting impression on the recipient. Whether you’re a student, a professional, or want better communication skills, mastering the art of writing a clear and effective letter is essential. We’ll cover both formal and informal letters with easy-to-follow instructions and practical tips. So, let’s get started and learn how to write a letter in English!

How to Write A Letter in English

A letter is a written message that you send to someone to communicate your thoughts, feelings, or information. It’s an important skill for communicating with others, whether it’s for personal or professional reasons. To write a letter in English, start with a greeting like “Dear [Name],” then introduce yourself and explain why you’re writing. Share your thoughts or information in the main part of the letter, and end with a closing like “Sincerely” or “Best regards,” followed by your name. Letters can be informal, like the ones we write to friends and family, or formal, like the ones we use in business or school. Knowing how to write these types of letters with the right tone, words, and structure, is essential for making your letters effective and meaningful.

Parts of the Letter

There are 6 basic parts of a letter:

Heading: The top part of the letter that includes the address and the date.

Salutation (Greeting): How you start the letter, like “Dear [Name],“

Introduction: The beginning of the letter where you introduce yourself and the reason for writing.

Body: The main part of the letter where you share your thoughts, information, or message.

Closing: How you end the letter, like “Sincerely,” or “Best regards,”

Your Signature: Your handwritten name at the end of the letter.

To write a letter follow these 12 steps of writing a letter

12 Basic Steps of Writing a Letter

• Identify the Purpose Decide why you want to write the letter – whether it’s to inquire about something, express appreciation, share news, or request information.
• Choose the Format Select the appropriate letter format – it could be a formal letter for business or official purposes or an informal letter for personal communication.

• Date and Address Write the date on the top right corner of the letter. On the top left corner, include your address and contact details.

• Address the Recipient (Greetings) Address the person you are writing to with a proper salutation. If possible, use the recipient’s name, like “Dear Mr. Smith” or “Dear Sir/Madam.”

• Opening Paragraph Begin the letter with a friendly greeting and briefly state the reason for writing.

• Body of the Letter [main part] In the following paragraphs, expand on the purpose of the letter. Provide details, explanations, or anecdotes to support your message. Use separate paragraphs for different topics.
• Be Clear and Concise Write clearly and directly. Avoid using overly complex language or jargon that the recipient may not understand.
• Include Relevant Information Make sure to include any relevant information, such as order numbers, account details, or dates, if applicable.
• Use Proper Grammar and Spelling Check for grammar and spelling mistakes. Poor language can distract the reader from your message.
• Show Appreciation or Request Action Conclude the letter by expressing gratitude if necessary or requesting the recipient to take specific action (if applicable).
• Closing Choose an appropriate closing, such as “Sincerely,” “Best regards,” “faithfully,” or “Thank you,”.

• Sign the Letter Sign the letter by hand above your printed name, especially for formal letters.
• Review and Send Review the entire letter for clarity, correctness, and completeness. Make any necessary changes before sending it.

By following these steps, you can write a well-structured letter that effectively conveys your message to the recipient.

Types of letters

There are two basic types of letters and each type has its own specific format and purpose.

• Formal letter
• Informal letter

Formal letter 

A formal letter is a type of letter that you write to someone you don’t know well, or to someone you want to show respect and politeness. It is used for official or professional purposes.

Characteristics of Formal Letters:

• Language: Use polite and respectful language. Avoid slang and casual expressions.
• Greetings: Begin with a formal greeting like “Dear Mr./Mrs. [Last Name],” or “To Whom It May Concern.”
• Tone: Maintain a professional tone throughout the letter. Stick to the main purpose and avoid personal stories or jokes.
• Structure: Follow a standard letter format with clear headings and proper paragraphs.
• Closing: End the letter formally with phrases like “Yours faithfully,” or “Sincerely.”

Examples of formal letters:

• Complaint to a company
• Resignation from a job
• Cover letter for a job application
• Government agency
• Job or school application
• Acceptance letter
• Rejection letter
• Resignation letter
• Recommendation or referral
• Offer or proposal
• Cover letter
• Interview follow-up or thank you
• Business proposal letter

Informal Letter:

An informal letter is a type of letter you write to friends, family, or people you know well. It is used for personal communication and allows a more casual and friendly tone.

Characteristics of Informal Letters:

• Language: Use relaxed and friendly language. You can use familiar words and expressions.
• Greetings: Start with a casual greeting like “Dear [Name],” or “Hi [Name],”
• Tone: Feel free to share personal stories, emotions, and jokes in an informal letter.
• Structure: While you can still have paragraphs, the structure is more flexible and relaxed compared to formal letters.
• Closing: End the letter informally with phrases like “Take care,” “Best wishes,” or “Lots of love,”

Examples of informal letters;

• Letter to a friend or family member
• Thank-you letter to someone for a gift or help
• Congratulatory letter to celebrate someone’s achievement
• Sympathy or condolence
• Friendship/thinking of you
• Appreciation
• Announcements, such as a name or an address change
• Letter to the editor

Difference between Formal and Informal Letter 

Basic Rules for Writing a Letter 

Be Clear : Use simple and easy-to-understand language so that the reader can easily understand your message.

Use Proper Structure : Follow the standard letter format with a heading, greeting, introduction, body, closing, and signature.

Address the Reader Politely : Begin the letter with a respectful greeting, such as “Dear [Name],”

Introduce Yourself : In the introduction, briefly tell the reader who you are and why you are writing the letter.

Stay on Topic : Keep your letter focused on one main subject or purpose to avoid confusion.

Organize Your Thoughts : Arrange your ideas in a logical order, using paragraphs to separate different points.

Use Examples : If possible, provide examples or anecdotes to clarify your message and make it more relatable.

Be Courteous : Use polite and friendly language throughout the letter.

Avoid Slang : Refrain from using informal language or technical terms that the reader might not understand.

Check Grammar and Spelling : Proofread your letter to correct any grammar or spelling mistakes.

Keep It Concise: Be brief and to the point, avoiding unnecessary details or long explanations.

Use Punctuation Correctly : Properly use punctuation marks like commas and periods to make your writing clear.

Stay Positive : Maintain a positive tone and avoid negative language.

Thank the Reader : In closing, express gratitude to the reader for their time and consideration.

Here’s a simple guide for kids to write a letter to a friend: [Your Name] [Your Address] [Date] Dear [Friend’s Name], Hi! How are you? I hope you’re doing great! I just wanted to share something fun with you. Last [day/weekend], I [describe an activity, like went to the park, played a game, etc.]. It was so much fun! What have you been up to lately? I miss you and hope we can play together soon. Let me know how you’ve been. Take care and write back soon! Your friend, [Your Name]

Children can start writing simple letters at 5 to 7 years old . By 8 to 9 years , they can write more structured letters, and by 10 to 12 years , their letters become more detailed and accurate.

To teach kids to write letters: 1. Start with basics : Teach them how to form letters and simple words. 2. Use templates : Provide letter writing templates to guide structure. 3. Practice greetings and closings : Teach common phrases like “Dear” and “Sincerely.” 4. Keep it simple : Encourage short sentences and personal messages. 5. Provide examples : Show them sample letters and explain each part.

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Letter Writing

Before the advent of modern technology made communication so easy, the art of writing a letter was considered an important requirement. Even today a letter is an important means of communication in both the workspace as well as our personal lives. So let us educate ourselves with the nuances of letter writing.

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A letter is a written message that can be handwritten or printed on paper. It is usually sent to the recipient via mail or post in an envelope, although this is not a requirement as such. Any such message that is transferred via post is a letter, a written conversation between two parties.

Now that E-mails ( Advantages and disadvantages ) and texts and other such forms have become the norm for communication, the art of letter writing has taken a backseat. However, even today a lot of our communication, especially the formal kind , is done via letters. Whether it is a cover letter for a job, or the bank sending you a reminder or a college acceptance letter, letters are still an important mode of communication. Which is why it is important that we know the intricacies of letter writing.

(Source: npr)

Types of Letters

Let us first understand that there are broadly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing etc. Let us have a look at the few types of letters .

• Formal Letter : These letters follow a certain pattern and formality. They are strictly kept professional in nature, and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
• Informal Letter : These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
• Business Letter : This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
• Official Letter : This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum.
• Social Letter : A personal letter written on the occasion of a special event is known as a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social letters.
• Circular Letter : A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond some important information like a change of address, change in management, the retirement of a partner etc.
• Employment Letters : Any letters with respect to the employment process , like joining letter, promotion letter, application letter etc.

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Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on some tips for the actual letter writing.

1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type of letter you are to be writing. This will be dictated by the person the letter is addressed to and the information that will be conveyed through the letter. Suppose you were writing to the principal of your college to ask for leave, this would be a formal letter ( Types of formal letters with samples ). But say you were writing to your old college professor catching up after a long time. Then this would be a personal ( informal ) letter.

2] Make sure you open and close the letter correctly

Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any informal greeting as the writer wishes.

Even when closing the letter, it must be kept in mind what type of letter is being written. Formal letters end respectfully and impersonally, whereas informal letters may end with a more personal touch.

3] Establish the main intent of the letter

Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is important to immediately make clear the purpose of the letter.

4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of letters.

5] Length of the letter

And the other important factor to be considered is the length of the letter you are writing. It should be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the desired effect on the reader. The length of an informal letter is determined by the message in the letter and the relation to the recipient.

Solved Example for You

Q: Alex was to write a letter to her class teacher asking permission to remain absent from school for 2 days on account of some personal matter. What type of letter will he be writing?

• Personal Letter
• Business Letter
• Formal Letter
• Any of the above

Ans: The correct option is C. While the teacher is a personal acquaintance of Alex, the situation demands a formal letter and not a personal letter.

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Letter Writing — Types, Format, and Examples

Writing a letter

The ability to compose a letter professionally is still crucial in the professional world, even though they are now easier to send due to the prevalence of the internet and email. Determining when and how to write a letter helps senders present themselves in a positive light academically and professionally.

Types of letters

Letters fall into two main categories: formal and informal.

The most common purposes for writing either a formal or informal letter include academic letters, employment letters, reference letters, and personal letters.

Academic Letters

Application letter: An application letter is similar to a cover letter. However, the sender is applying for admission to an academic program instead of for a job. The applicant should focus on academic pursuits rather than professional ones.

Business Letters

Letter of Complaint: When composing a complaint letter to a company, include the basics of the complaint and how to resolve the problem. Write complaint letters with a reasonable and polite tone.

Circular Letter: Circular letters are widely distributed to a specific group of people and announce certain information. Companies use these letters to reach a large audience.

Employment Letters

Cover Letter: Applicants applying for a job should typically include a cover letter with their resume . The cover letter should identify the applicant’s skills and experiences concerning the job for which they are applying.

Acceptance letter: If offered a position at a company, the new employee should draft an acceptance letter that provides thanks, terms and conditions of employment, and starting date.

Job Refusal Letter: A job refusal letter informs an employer that the applicant has chosen not to accept an offered position. The letter should thank the company and may or may not include the reason for refusal.

Resignation Letter: When resigning from a position, the employee should draft a letter that states their intent to resign, identifies the last day of employment, and gives gratitude or best wishes to the employer.

Reference Letters

Teacher Reference: Teachers provide a letter of recommendation for students to use mainly for applying to a post-secondary school. Students may also use teacher references for employment for those who with little or no working experience due to age.

Employer Reference: Employer references recommend a candidate for employment. Coworkers, previous supervisors, or other professional connections write reference letters to endorse someone for a position and typically focus on the applicant’s professional skills and achievements.

Character Reference: Character references provide the recipient with information that highlights the positive characteristics of the applicant. These references typically do not focus on academic or employment achievements.

Personal Letters

Thank You Letter (Card): Thank you letters are typically quite short. They are usually handwritten letters and should stress gratitude while identifying why the recipient is being thanked.

Get Well Letter (Card): When composing a get-well letter, it is important to focus on the positive while motivating and encouraging the recipient. Writers typically stress the importance of the individual in their lives.

Holiday Letter (Card): A holiday letter often updates friends and family about what the sender and their family have accomplished over the past year. People send them during the holiday season to keep in touch with extended friends and family.

Love Letter: A love letter stresses the sender’s affection for the recipient.

How to write a letter

How to write a letter depends upon its purpose. While there are no strict rules for informal letters, formal ones often contain the following components in this order:

Heading/Sender’s Information

Recipient’s Full Address

Salutation/Greeting

Introduction

Body of the letter

Complimentary Close/Sign Off

Sender’s Typed Name

Letter format

Informal letters have no set structure, but formal letters tend to adhere to the following guidelines:

The sender should include their contact information at the top of the letter. The structure of this information can differ from one letter to the next. It can already be identified on a letterhead, inserted as one line of text, or placed on separate lines. Regardless of the structure, it should include the following:

Sender’s name

Street Address

City, State, and ZIP code

Phone Number

Email Address

Professional Online Profiles (if applicable)

After the sender’s contact information, identify the date the letter will be sent. When writing the date, do not use a superscript and a comma; choose one.

Correct: May 31st 2022

Correct: May 31, 2022

Incorrect: May 31st, 2022

Below the date, include the recipient’s contact information , with each part placed on its own line.

Recipient’s Name

Position/Title

Company Name

City, State, ZIP code

Below the recipient’s contact information, include a salutation or greeting appropriate for the type of letter with the recipient’s name followed by a comma. Formal letters typically start with “Dear [Recipient’s Name].” Include the title (Mr., Mrs., Ms., Dr., etc.) if it is known. If not, use the person’s full name. Avoid “to whom it may concern” and “dear sir or madam” wherever possible.

Body paragraphs should be single-spaced and not indented. Place a blank line between each body paragraph.

After the last body paragraph, include a complimentary close (sign off) appropriate for the type of letter, such as “Sincerely,” followed by a comma.

Print the letter and include a handwritten signature , or insert an electronic signature.

Type the sender’s name after the closing, leaving enough space for the signature, about four lines.

Include a blank space after each part of the letter and the body paragraphs.

Examples of letters

While templates vary in the formatting of the text of a formal letter, the following example contains the typical structure:

The following example details a generic formal employment acceptance letter: