Writing a letter can be a meaningful way to communicate.
Whether it’s a formal letter to a business or an informal note to a friend, there are certain steps to follow to make sure your message is clear and effective.
In this guide, we’ll cover the five key steps for writing both formal and informal letters.
What Are Letters?
Letters are written messages sent from one person to another. They come in different forms, such as formal and informal.
- Formal letters are usually used in professional settings, like sending a job application.
- Informal letters, on the other hand, are typically for personal communication, like writing to a friend or family member.
Steps For Writing A Formal Letter
Step 1: Start With Your Address And Date
In a formal letter, begin by writing your address in the top-left corner. If you are using a letterhead, this part may already be printed. Below your address, include the date.
Step 2: Add The Recipient’s Address
Under your address and the date, write the recipient’s address. Make sure to include their name, title, company, and address.
Step 3: Write The Salutation
A formal letter usually starts with a greeting like “Dear Mr. Smith,” or “To Whom It May Concern,”. Use a colon (:) after the salutation.
Step 4: Compose The Body Of The Letter
The body is where you communicate your message. Ensure that your writing is clear, concise, and polite. Start with an introduction, followed by the main points, and then a closing statement.
Step 5: End With A Complimentary Close And Your Signature
Finish your letter with a closing phrase, such as “Sincerely,” or “Yours Faithfully,” followed by your signature. If you are typing the letter, leave space to sign in ink above your typed name.
Steps For Writing An Informal Letter
Step 1: Write The Date
For an informal letter, you can simply begin with the date. This helps the recipient know when the letter was written.
Step 2: Start With A Greeting
An informal letter can start with a more relaxed greeting like “Hi,” “Hello,” or “Dear [Name],”. Use a comma (,) after the salutation.
Step 3: Write The Body
The body of an informal letter can be more casual and friendly. Share your news, ask questions, and let your personality shine through. There is no need to follow a strict format.
Step 4: Sign Off
Close your letter with a phrase like “Best,” “Take care,” or “Love,” followed by your name.
Step 5: Add A Postscript (Optional)
If you have an additional thought after you’ve signed off, you can add a postscript (P.S.). This is optional but can be a fun way to add a final comment.
Conclusion
Whether formal or informal, letters are a great way to communicate your message. By following these steps, you can ensure that your writing is both clear and effective. Take your time to plan your letter and keep your audience in mind to make the most impact.
FAQs
What Is The Main Difference Between Formal And Informal Letters?
The main difference lies in the tone and structure. Formal letters are structured and professional, while informal letters are more relaxed and personal.
Can I Use Email For Formal Letters?
Yes, you can use email for formal letters. Make sure your email is professional, with a clear subject line, formal greeting, and structured body text.
Do I Always Need A Salutation In A Formal Letter?
Yes, a salutation is important in a formal letter as it shows respect and introduces the message.
Is It Okay To Use Abbreviations In Informal Letters?
Yes, abbreviations and informal language are usually acceptable in informal letters but should be avoided in formal communications.
How Do I Address A Letter If I Don’t Know The Recipient’s Name?
If you don’t know the recipient’s name, use a generic greeting like “To Whom It May Concern,” for formal letters.
Should I Handwrite Or Type A Formal Letter?
It is more common to type a formal letter for readability and professionalism, but handwritten letters can add a personal touch.
What Should I Include In The Body Of A Formal Letter?
Include an introduction, main points, and a closing statement. Be concise and polite.
Can An Informal Letter Be Used For Business Purposes?
Generally, informal letters are not suited for business purposes. Use formal letters for professional correspondence.
Where Should I Place The Date In A Formal Letter?
In a formal letter, place the date below your address and above the recipient’s address.
Can I Use Emoji In Informal Letters?
While emojis can be used in informal letters to express emotions, it’s best to avoid them in formal communication.
