Letter Writing: How to Write, Types of Letters, and Examples

In a world dominated by digital communication, the art of letter writing remains a valuable tool for conveying messages in both personal and professional contexts. Whether you’re sending a heartfelt note to a close friend, drafting a formal request to a company, or writing a thank-you letter after an interview, knowing how to write a letter that is clear, thoughtful, and persuasive can leave a lasting impact.

In this comprehensive guide, we’ll break down the essential elements of letter writing covering everything from structure and formatting to selecting the right tone. So here is a step-by-step guide to help you write or improve your letter-writing skills, for any important day or exam of your life.

What is Letter Writing?

A letter is a type of written communication that can be written by hand or printed on paper. Although it is not required, it is frequently conveyed to the receiver via mail or post in an envelope. A letter, or a written discussion between two parties, is any such message that is sent through the mail.

The art of letter writing has taken a backseat now that Emails (Advantages and Disadvantages), SMS, and other means of communication have become the norm. However, letters are still used for a lot of our communication, especially official communication. Letters are still a crucial means of communication, whether it’s a cover letter for a job, a bank reminder, or a college acceptance letter. This is why we must understand the nuances of letter writing.

Here is a sample for a letter writing:

[Your Address]
[Date]

[Hiring Manager’s Name]
[Company Name]
[Company Address]

Subject: Application for the Position of [Job Title]

Dear _____ [Hiring Manager’s Name],

I am writing to apply for the _____[Job Title] position at __________[Company Name], as advertised on _____[Source]. With a __________[Degree/Certification] and _____ years [X years of experience], I have honed skills in _____[Key Skills] and achieved __________[specific accomplishment].

In my previous role at _____ _____ [Previous Company Name], I successfully __________[describe an achievement, e.g., “implemented a strategy that improved team efficiency by 25%”]. My skills in _____ _____[list specific skills, e.g., “project management and cross-functional collaboration”] have helped me achieve measurable results that align with the goals of this position.

I am enthusiastic about the opportunity to contribute to _____ _____[Company Name] and bring my expertise in __________ [specific field] to support your team’s success. I would welcome the chance to discuss how my background can meet your needs.

Thank you for considering my application. I have attached my resume for your review and am available at __________[Your Contact Information] for an interview at your convenience.

Sincerely,
_____ _____[Your Full Name]

Also Read: Letter of Explanation

Why is it Important to Know How to Write a Letter?

Everyone needs to know how to write a letter, whether it’s for professional or personal reasons. These letters may be short, informal emails at times. They’ll be well-polished for corporate correspondence at other times. Today, printed letters are commonly used for professional or commercial communications, therefore knowing how to compose a letter for professional purposes is essential. It’s especially vital to write a letter appropriately if you’re sending a printed copy to the recipient rather than an email.

Components of a Letter

To write a letter effectively, it’s crucial to understand the key components. Below are the main parts that make up a letter:

1. Salutation: The opening greeting of the letter. The salutation should match the formality of the letter.
   • Formal letter: “Dear Mr. Smith” or “To Whom It May Concern”
   • Informal letter: “Dear John” or simply “Hi Mary”
2. Introduction: The opening paragraph introduces the purpose of the letter. For formal letters, it’s important to clearly state the reason for writing in a polite, professional manner. In informal letters, the tone is more casual and friendly.
3. Body: The main section of the letter where you convey your message. In professional or formal letters, this part is structured logically with each paragraph addressing a different point. For informal letters, you can be more conversational and less rigid in structure.
4. Conclusion: This is the final part of the letter, where you summarize your message or make a call to action. For formal letters, a polite request or closing remark is common. Informal letters typically end with a friendly note.
5. Signature: The closing of the letter. For formal letters, you might use “Sincerely” or “Yours faithfully.” In informal letters, “Best wishes” or “Love” might be appropriate. After signing, include your name.

How to Write a Letter?: Step-by-Step Guide

Writing letters requires attention to detail, clarity, and professionalism. It is a straightforward process if you follow the correct steps. Whether you are crafting a formal business letter or a personal note, these guidelines will help you write an effective and well-structured letter.

Choose the Right Type of Paper

You should type and print your letter on plain white paper. You may wish to print on nice resume paper depending on the circumstances for example if you’re sending a letter of reference or a cover letter with your resume. If you’re writing a business letter on behalf of your company, it’s a good idea to use company letterhead.

Use the Font and Format

Your letter should be typed and printed on plain white paper. Depending on the circumstances—for example, if you’re sending a letter of reference or a cover letter with your resume—you might want to print on excellent resume paper. It’s a good idea to utilize company letterhead when sending a business letter on behalf of your company.

Write Sender’s Address

To begin, write your complete address in the upper left-hand corner, including your entire name, street address, city, state, and zip code. Learn how to write an address properly if you’re not comfortable with it.

Specify Dateline

After skipping a line, write the date on which you are composing the letter. This date should reflect when the letter is being sent, so avoid using a future or past date unless necessary.

Come to Recipient’s address

Place the recipient’s entire address after skipping a line. The firm name, the recipient’s name and title, and the postal address must all be included in a professional letter. There’s no reason to mention the firm name or job position in an informal, personal letter.

Insert Greeting/Salutation

To put the welcome, skip one more line. This is referred to as salutation. In a formal letter, you say “Dear Mr./Ms./Mrs. Last Name:” After the greeting, formal letters require a colon, whereas informal ones demand a comma. It’s acceptable to use the recipient’s first name followed by a comma in an informal letter.

Body of Letter

Start the letter by skipping a line. Separate your thoughts into paragraphs in the body of your letter. You should never write a large block of text in one sitting. Begin a new paragraph for each new collection of thoughts or ideas. Between paragraphs, leave a blank line.

Include Complimentary Close

To incorporate a complimentary close, skip one of your final lines. “Sincerely,” “Yours truly,” “Regards,” or something similar can be used as a closure. Whether the letter is official or casual, a comma should always follow the word or phrase you choose to close it.

Signature Text

Skip three lines (where your handwritten signature will be inserted) and input your entire name. On the next line of a formal letter, you should also add your job title.

Attachments(If Applicable)

Skip one more line and type “Enclosure” if you’re including any attachments with your letter. If there are multiple attachments, use parentheses to indicate how many there are, as in “Enclosures (4).”

Also Read: How to Write a Letter of Resignation

Types of Letter

There are various types of letters, each serving a unique purpose. They generally fall into one of the following categories:

• Chain letter
• Letters patent
• Audio letter
• Cover letter
• Recommendation Letter and the closely related employment reference letter
• Letter of credence
• Crossed letter
• Informal letter
• Poison pen letter
• Hate mail
• Business letter
• Form letter
• Letter of intent
• Hybrid mail (semi-electronic delivery)
• Letter of thanks
• Dear John letter
• Love letter
• Letter of interest
• Cease and desist letter
• Complaint letter
• Query letter
• Letter of resignation
• Letter to the editor
• National Letter of Intent
• Open letter
• Letter of introduction
• Letter of marque
• Epistle

Types of Letter Writing

Let us talk about the different types of Letter Writing in a broader spectrum of formal and informal letters. Let us check some of the types of letter writing other than formal and informal letters:

• Business Letter: This letter is written for business purposes and contains information like quotations, orders, claims, complaints, letters for collection, etc. These letters are extremely formal and follow a proper structure
• Official Letter: This letter is written to inform offices, branches, and subordinates. These are for official information like rules, regulations, events, procedures, etc
• Social Letter: A social letter is a personal letter written on the occasion of a special event. This includes invitations, congratulatory letters, condolence letters, etc
• Circular Letter: A circular letter announces information to a large number of people. The letter is circulated to a large group to share information on change of address, change in management, the retirement of a partner etc.
• Employment Letter: It is the type of letter that is written for the employment process like a joining letter, promotion letter, application letter, etc

What Type of Letter Should You Write?

In this game, there are no hard and fast rules. You’ll want to employ a different letter-writing structure depending on who you’re writing to. The greatest choice is usually a casual discussion with a friend or close relative. Many different types of letters can be written for a close family or acquaintance. Here are a few examples:

• Handwritten letters
• Emailed letters
• Typed social media messages

In this game, there are no hard and fast rules. You’ll want to employ a different letter-writing structure depending on who you’re writing to. The greatest choice is usually a casual discussion with a friend or close relative. Many different types of letters can be written for a close family or acquaintance. Here are a few examples:

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

What is a Formal and Informal Letter?

A formal letter and an informal letter differ primarily in tone, structure, and purpose. Formal letters are typically used for professional or official communication, whereas informal letters, are more casual and personal, often written to friends, family, or acquaintances.

Understanding the distinction between these two types of letters is essential for choosing the appropriate style and tone for your message. Let’s understand them one by one:

How to Write a Formal Letter

Formal letters are typically used for business communication, official requests, or important matters. Writing them requires attention to detail, clarity, and professionalism.

When to Use Formal Letters
Formal letters are appropriate in situations such as:

• Applying for a job
• Requesting information or services
• Complaining about a product or service
• Making formal inquiries

Format and Structure of a Formal Letter
A formal letter typically follows a strict layout. Here’s how to structure it:

• Sender’s Address: Include your full address at the top, aligned to the left.
• Date: Directly below the sender’s address, include the date.
• Recipient’s Address: Below the date, mention the recipient’s name, title, and address.
• Salutation: Use formal greetings like “Dear Mr./Ms. [Last Name].”
• Body: Clearly state the reason for writing, followed by any necessary details. Maintain a professional tone throughout.
• Closing: End with a respectful sign-off such as “Sincerely” or “Best regards.”

Example of a Formal Letter:

[Date]

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

Dear Mr. [Last Name],

I am writing to inquire about the job opening for a Marketing Manager at your company, as advertised on your website. With my experience in digital marketing and a degree in business administration, I believe I would be a valuable asset to your team. I have attached my resume for your review.

Please feel free to contact me if you need further information.

Sincerely,
[Your Name]

How to Write an Informal Letter

Informal letters are a more relaxed and personal way to communicate. These letters often follow a less rigid structure and allow more creativity in how you express yourself.

When to Use Informal Letters
Informal letters are perfect for:

• Writing to friends and family
• Sending birthday or holiday wishes
• Expressing personal thoughts or updates

Tone and Approach
In informal letters, the tone is conversational. You don’t need to worry about strict formats, but you should still ensure the letter flows logically.

Example of an Informal Letter:

[Date]

[Recipient’s Address]

Hi Sarah,

I hope this letter finds you well! I wanted to catch you up on what’s been happening here. Last week, we finally moved into the new house! It’s a little chaotic, but we’re slowly settling in.

I miss you and can’t wait to catch up soon. Let me know when you’re free for a coffee.

Love,
Jane

Let us have a look at some significant differences between formal and informal types of letters:

FORMAL LETTER	INFORMAL LETTER
It is written for professional or business purposes	It is usually drafted for personal purposes
A completely formal writing tone is used	A casual and emotional writing style is common in this type of letter-writing
It should be precise and to the point	Informal letters can be lengthy
Examples– Clients, College or Institute	Examples– Relatives or Friends

Also Read: How to Write a Motivation Letter with Examples & Samples

Write a Letter to the Editor

To clear all your letter-writing doubts, given below is a sample of how to craft an impeccable formal letter to the editor:

Application for Leave in Office

Here is a sample Leave Letter for working professionals:

Informal Letter Writing

As such, there is no strict format for writing an informal letter but it is advised to follow the usual pattern. As mentioned above, an informal letter is written to friends, relatives, classmates, etc. If you want to learn and score well in your English exam, here is a general pattern of informal letter writing that you can follow:

• Address: Begin the letter by writing your address on the left-hand side of the sheet. It is mandatory to mention the address so that the receiver can reply and it is written on the top left.
• Date: Immediately after the address, the date has to be written. It is compulsory to write and it should be in an expanded format.
• Salutation: Be it informal or formal letter writing, you should greet the person you are writing the letter to. For example, if you are writing a letter to your friend then, you can use ‘Dear Kaysha’.
• First Paragraph: Since it is the introductory paragraph, you can start by asking about their well-being in a lighter and casual tone.
• Second Paragraph: This is the main body where you can state your affairs. You can use a friendly tone for friends but if you are writing to an elderly relative, the tone should be polite and subtle.
• Third Paragraph: It is the last paragraph where you have to summarise the message you want to convey through the letter. Conclude it with a goodbye message followed by a short statement mentioning that you await the reply.
• Signature: While signing off, you can use a phrase like Best, Kindly, Lots of Love, etc.

Bonus:

• List of Courses after 10th Standard
• The Need For Career Counseling After 10th

Write a Letter to your Friend

Here is a sample for a letter to a friend:

Tips on How to Write a Letter

A well-written letter can ensure that you pass the right information to people. For every letter, the method changes. But there are a few things you must know about:

• You must identify the type of letter you are writing
• Ensure that the letter has a proper introduction and conclusion
• Establish the intent of the letter
• Be conscious of the language you use. It changes as per the type of letter you write
• The length of the letter should be optimal. Not too long for the reader to get bored or too short that you are unable to share the information itself

Sending a Letter

The most difficult portion is over once you’ve determined that the envelope is the correct type. Now all you have to do is mail it. (You can always deliver it yourself if it’s a personal letter.) Simply write the intended recipient’s name on the outside of the envelope in this scenario. Write your name and address in the top left-hand corner or use a mailing label. Carefully write the recipient’s address in the centre of the envelope. International letters should include the country for both the destination and return address, in addition to the state abbreviation and zip code. The cost of postage varies. For current pricing, see the USPS website, or use a forever stamp for US destinations.

Make sure everything on the outside of the envelope is right. If that’s the case, fold your letter and neatly insert it inside. Seal it only after you’ve double-checked that you’ve included all of the pages you want to send. Isn’t it satisfying to send a letter that you know has been meticulously prepared? A well-written letter, without a doubt, has the best chance of succeeding.

Also, Read: How to Write a Motivation Letter for PhD Programs?

What’s P.S.?

The abbreviation P.S. stands for postscript. It’s something you add after the letter is finished at the last minute. In most cases, postscripts aren’t used in formal letters; if you need to add something, you’ll have to rewrite the entire text to include the new information.

The Envelope

A first-class letter can only be 3.5 ounces in weight in the United States. If your letter is longer than three pages or is printed on thick paper, you’ll need to weigh it to ensure it fulfils the standards. The envelope’s size and shape are also important. It must be rectangular and less than 611 inches in length, or it will be returned to you by the post office.

More Topics Under Writing

You can check out the writing formats by clicking on additional topics below.

• Feature Writing
• Summary Writing
• Difference Between Precis and Summary
• Dialogue
• Leave Application
• Message Writing
• Precis Writing
• Travel Writer
• Blog
• Report Writing
• Script Writing
• Article Writing

Conclusion

Isn’t it satisfying to send a nicely crafted letter? A well-written letter, without a doubt, has the best chance of succeeding. To ensure that your letter truly shines, it must be error-free and create the appropriate tone. Use any writing assistance to detect spelling and grammatical errors, and provide formatting tips and guidance to help you produce clear, easy-to-follow emails that keep your recipient’s attention. Write the perfect letter and stand out for your amazing choice of words and structure.

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FAQs on Letter Writing

Thus, letter writing is an art in which one can excel with sufficient practice. If you are clueless about how to proceed after class 12th, then take the assistance of the professionals at Leverage Edu who will not only guide you in choosing the right university but will also help in completing the admission-related formalities!