Writing Your Own Letter

7/30/2019 Writing Your Own Letter

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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

15. 15


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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


- 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


- 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.

Documents

Writing Your Own Letter