What You Need to Know About Writing a Letter
From school to business environments, personal relationships to professional ones – there is no limit as to when knowing how to write a letter may come in handy. You may have to write an official letter within an organization you work in or complete an assignment that requires you to communicate to a loved one. Whichever the case, writing a letter requires you to know a few basics which are explained in this article.
Letter Writing Has a Specific Process
The process of letter writing is quite specific, as there are formats to be used just like in most forms of communication.
- Know your recipient – letters are usually written for specific recipients. The first step is to understand who you should address your letter to. The beauty of this is, even when you do not have the name of your recipient, you can still address them respectfully as Sir/Madam. This applies to professional letters written in an official capacity. However, letters written in an informal environment to a familiar recipient can start with more endearing terms.
- Start with your recipient’s name and address – apart from emails, ordinary professional letters must start with this information. You should skip at least two lines and write down the recipient’s contact information which should include their name and full title, their company’s name and full physical address if available.
- Include an appropriate salutation – when writing a formal letter, you should start with “Dear” and their name. You can use both first and last name, or their last name but never address them by their first name alone. In informal letters, you can start with “Dear” and whichever name you would normally address them with in person. As earlier mentioned, whenever you are not sure of your recipient’s name, your salutation must be “Dear Sir/Madam.”
- Write your letter – formal letters start with a precise purpose statement that reveals your intentions right away. Your content should be short and direct and must be proofread for grammar and spelling mistakes. Informal letters can start with a greeting before having a purpose statement. The tone of these letters may be conversational. Both formal and informal letters are best kept under a page to avoid tiring the reader and losing the message.
- End with a complimentary close – you can end your letter on a good note with phrases such as “best wishes,” “kind regards,” “sincerely yours,” and so on. These leave your recipient with a nice feeling and establishes a connection with them.
The Best Letter Writing Format to Use
When it comes to choosing a letter writing format, you will find that there is not much variety. Most letters must follow a standard format that includes specific information. This applies to both formal and informal letters. A standard format for any letter has the following parts:
- Sender’s information
- The date
- Addressee’s information
- Complimentary close
The wording of these sections changes from one type of letter to the other.
Tips for Writing a Professional Letter
When writing a professional letter, there are a few critical areas one must watch out for to ensure effective communication. The first is being concise. You must be clear about the purpose of writing the letter. You must also choose the right tone, depending on your relationship with the recipient. Sticking to the recommended letter structure when writing a cover letter ensures you do not leave out any important details. Lastly, you must proofread the letter thoroughly to ensure no grammatical errors. There are more areas to watch out for under specific letter types as follows.
Tips for Writing a Resignation Letter
Once you have made the difficult decision of quitting your job, you must write a resignation letter as it is the professional thing to do. Writing a resignation letter requires you to follow the official letter structure. Here are a few extra tips:
- Be positive. Regardless of whatever reason for your resignation, use a positive tone and highlight the perks of your organization
- Keep it short and direct to avoid unnecessary details
- Include your reason for leaving, the date you expect to leave and gratitude for the opportunity you were given.
- Remember to copy all interested parties, especially if you use email.
Tips for Writing a Recommendation Letter
It is a great honor to be recommending someone you know for a certain position. Writing a recommendation letter is not easy; you have to ensure the person you are writing about is well represented. When writing this letter, you should:
- Follow the business letter format. Your format and tone should be official to make a good first impressions
- Take hints from the job description to portray your subject as the perfect fit
- Focus on one or two major traits that you will describe with more detail. Remember, like any other official communication – you must keep it brief and to the point.
- Have a positive tone that will create a rapport with the recipient.
- Include your contact information in case the recipient needs some clarification on the contents of your letter.
Tips for Writing a Good Cover Letter
How do you ensure your cover letter is thorough but not too wordy? Writing a good cover letter is easy when you:
- Use a template to write a cover letter from scratch for each job. This shows commitment
- Address the hiring manager by name
- Start with a well-worded opening line
- Highlight only relevant experience
- Go a step further than your resume by having fresh details
As you can see, writing letters can be quite easy with the right information at hand. Identify your recipient and use this guide to draft a letter that will communicate effectively.
Alternatively, you can let us write a letter to you. We are a professional service that hires only the best to work for you.We write using proper grammar, formatting and do thorough revision. If in doubt as to whether you can come up with a well-worded letter, do not hesitate to seek help from paper24x7. We are the best solution for all your writing needs. Talk to one of our agents today to know how you can hire a professional writer from us.