How To Write a Letter

Image description

The image is titled “Business Letter Format” and shows an example letter with the parts of the letter identified on the left side.

The left side includes:

Date
Name and address
Greeting
Opening paragraph
Closing paragraph
Complimentary close and signature

The letter reads:

February 1, 20XX

Deborah Jones

ABC Company, Inc.

1234 East Main Street

San Diego, CA 92101

Dear Ms. Jones,

I am submitting this request for a leave of absence to tend to important personal matters beginning next month. If possible, I would like to take my leave beginning March 15 and return to the office April 3, 20XX.

I can make myself available intermittently to answer questions via phone or email, and am happy to do whatever necessary to ensure a smooth transition before my leave begins.

Thank you for your consideration.

Sincerely,

Johanna Jansen

Since most letters today are sent via email, it’s important to know how to write a professional letter that will leave the recipient with a positive impression of you and your company. Using the correct format is particularly important when you are sending a letter through the mail, as you want it to fit a single page, be easily readable and look good.

In this article, we discuss how to write a letter, the types of letters and an example letter to help you draft your own.

How to write a letter

These are the general rules you should follow to write a letter:

Choose the right type of paper.
Use the right formatting.
Choose between block or indented form.
Include addresses and the date.
Include a salutation.
Write the body of your letter.
Include a complimentary close.
List additional information.

1. Choose the right type of paper

Your letter should be typed and printed on standard white paper. Depending on the circumstances—such as sending a letter of recommendation or a cover letter with your resume—you may want to print on nice resume paper. If you’re sending a business letter for your company, you may want to print the letter on company letterhead.

2. Use the right formatting

Next, you will need to select an appropriate font. Use fonts that appear clean and easily readable over stylistic fonts. Some examples of professional fonts you may want to use are:

Times New Roman
Roboto
Arial
Calibri
Georgia
Open Sans
Helvetica

Use a font that is between 10 and 12 points so it’s easily legible.

3. Choose between block or indented format

While there are many different formatting styles, you will, in general, want to choose between a block or an indented format. The block format has all elements and sections aligned with the left-hand side of the page. The first sentence of every paragraph is not indented.

The indented format is often a style used for documents that are more casual. With indented form, you indent the first line of each paragraph by one inch. If you use an indented format, you’ll right-justify your address and the date.

While block form is often easier to read and the most widely-used format, the indented format adds some visual interest. Either form is acceptable for formal letters.

4. Include addresses and the date

The addresses of the sender and recipient, as well as the date, are the first pieces of information you’ll include in the letter. You’ll include your address and contact information at the top, then skip a line, then list the date, skip another line and then list the recipient’s address.

If you have chosen the indented format, you’ll place your address and the date in the top right-hand corner and then left-justify the recipient’s address. If you’ve chosen a block format, you’ll left-justify all of the addresses.

5. Include a salutation

If you know who you’re writing to, the simplest and often most appropriate salutation is simply “Dear [name of recipient]”. If you don’t know the person well or you have a formal relationship, use their title and last name. If you are writing a letter to someone within a company, but don’t know their name, take some time to research to find out. Oftentimes if you know the title, you can find their name on LinkedIn. You could also call the company and ask for the name of the person who holds that position.

If you are unable to find the information or you are writing a letter that isn’t directed at someone specific, use “To Whom It May Concern”. You can follow the salutation with either a colon or a comma.

6. Write the body of your letter

If you have a block form letter, left justify each paragraph within the letter, leaving a blank line between the paragraphs that makes it easier to read. For indented forms, you’ll need to indent the first line of each paragraph by one inch.

Keep your letter direct and to the point, with the entire letter being no more than one page. While it’s appropriate to start with a short pleasantry such as, “I hope this letter finds you well”, you should move quickly to why you’re writing. You can lead right into this by typing, “I’m writing in regards to…”

Use active voice as much as possible throughout the body of the letter. The closing paragraph should re-state the purpose of your letter and request follow-up action. End the letter with another pleasantry, such as “thank you for your time and consideration” or “please let me know if you’d like to discuss this in detail over the phone.”

7. Include a complimentary close

If you’re writing someone you have a formal relationship with or don’t know well, you may want to use “sincerely,” for your close. Other options are “best wishes”, “kindest regards” or “best.” “Yours truly” is also another option to consider.

8. List additional information

In some cases, you may want to include additional information under the salutation. You’ll want to list these on each line. Some possible additional information could include:

Separate mailings: This lets the recipient know to expect other communication from you and what that will be.
Enclosures: This lets them know that you have included other documents in the letter. You can include the number of additional documents in parentheses for easy reference.
Courtesy copies: This lets the recipient know that you have also sent copies of this letter to other people. You can indicate this by writing “CC” or “Copies to” with the name of the other recipients.

Types of letters

Letters are organized under two main categories: formal and informal.

Formal letter

Formal letters usually follow one of four formats: indented, full block, modified block and semi-block. Formal types of letters can include:

Invitation
Job or school application
Acceptance letter
Rejection letter
Exit or resignation letter
Recommendation or referral
Offer or proposal
Agreement
Cover letter
Interview follow-up or thank you
Inquiry

Informal letter

You do not need to follow a certain format when writing informal letters, and you can write them in various ways. Informal types of letters can include:

Thank you
Congratulations
Sympathy or condolence
Friendship/thinking of you
Love
Appreciation
Announcement, such as a name or an address change
Letter to the editor
Welcome

Example of a letter

Here is an example of a professional business letter that you can use to help you draft your own. In this example, you will see the block format:

Chris MyersSales DirectorArmwood Business Solutions555 Peachtree LaneNorfolk, VA(555) 222-3333September 1, 2022Adam WestOffice ManagerNorfolk Medical Group110 Orange Grove DriveNorfolk, VADear Mr. West,I hope this letter finds you well. I’m writing about your request for more info on a tech solution for your medical group. I am the sales director at Armwood Business Solutions and I believe our products could be a good fit for your medical group.We offer state-of-the-art technology solutions and serve both large and small organizations. Our goal is to identify and resolve issues in company operations. We achieve this by leveraging technology to enhance productivity, empower employees, and increase profitability.We have products to improve security because we know it’s important to companies. Our products are designed for medical groups like yours. They allow providers to send and receive emails or access patient charts from anywhere. These products ensure compliance with HIPAA rules.If you would like more information about what we have to offer, please don’t hesitate to contact me directly at (555) 222-3333. Thank you for your time and consideration.Sincerely,Chris MyersSales Director

Frequently asked questions

Can you send a handwritten business letter?

You can send a handwritten business letter when you want to personalize the message to the recipient. For example, a salesperson may write a short handwritten letter to a new client thanking them for their business. When writing a formal business letter, like a cover letter, use proper formatting to show professionalism.

What details do you include in the signature of a letter?

In your letter’s signature, add your name and contact details like phone number, email, or professional website. When sending a letter, leave space between the closing and your typed signature to add a handwritten signature.

Why send a letter instead of an email?

While sending an email can be an effective form of communication, there are reasons you may choose to send a letter instead. A letter may help you create a personal connection with the recipient. Also a tangible message that may help the recipient remember you. For example, you may send a thank-you letter after a job interview to create a positive impression.

Video: Ensure Your Delivery! Writing and Formatting Addresses

Delayed packages are a headache! Formatting, placement, and elements of an address are critical for prompt delivery. This video will guide you in all things relating to writing addresses.In today’s digital age, it’s easy to overlook the power of a good old-fashioned letter. But there are certain situations where sending a letter can make a world of difference. One of the main advantages of sending a letter is the personal connection it can create. Unlike an email, a letter allows you to add a personal touch, whether it’s through your handwriting or by including a heartfelt message. This can make the recipient feel valued and appreciated, as they can see the effort you put into crafting the letter.

Another benefit of sending a letter is its tangibility. In a world where everything is becoming increasingly digital, receiving a physical letter can be a pleasant surprise. It’s something that the recipient can hold in their hands, read at their own pace, and even keep as a memento. This can help them remember you and the message you conveyed in the letter. For instance, if you’re applying for a job, sending a thank-you letter after the interview can leave a lasting impression on the hiring manager.

Now, let’s talk about the importance of writing and formatting addresses correctly. We’ve all experienced the frustration of delayed packages, and often, the root cause lies in incorrect addressing. That’s where this helpful video comes in. It provides a comprehensive guide on how to write addresses properly, ensuring that your packages reach their intended destinations promptly.

The video covers everything from the correct placement of elements in an address to the importance of formatting. It emphasizes the need for clear and legible handwriting, as well as the use of appropriate abbreviations and punctuation. By following the guidelines presented in the video, you can significantly reduce the chances of your packages getting lost or delayed.

So, whether you’re sending a heartfelt letter or a package, taking the time to write and format addresses correctly is crucial. It not only ensures prompt delivery but also shows your attention to detail and professionalism. So, why not embrace the power of letters and make a lasting impression with your next correspondence?

How To Write a Letter (With Types and Example)