Knowing how to write a letter is essential in the world of work, at school and in personal relationships to communicate information, feelings or simply affection. Here is a basic guide on how to put your thoughts on paper in the correct format.
Steps
Part 1 of 2: Writing a Formal Letter
Step 1. Understand when to write a formal letter
Write a formal letter when you address someone you know only in a professional capacity, such as government departments or companies, and not someone you know personally.
- These letters should be typed into the computer and then printed. You can do this using any text management software, such as Microsoft Word, OpenOffice or TextEdit. If the letter is urgent or the recipient prefers it, you can send an email.
- When talking to your boss or a colleague, you can be slightly less formal. Email is usually just fine and there's no need to put an address at the top of the page.
Step 2. Write your address and today's date at the top of the page
Write your name and address at the top of the page, on the left. If it's a business letter, write the company name and address instead, or just use the company letterhead. In any case, then skip two lines and write today's date.
- Write the date in full. It is better to write “19 September 2020” rather than “19/9/20”.
- Do not enter the date if you are writing an email.
Step 3. Enter the recipient's name and address
Unless you're writing an email, skip two more lines and add the contact information of the person you're writing to. Write each of these on a separate line:
- Full title and name;
- Name of the company or organization (if applicable);
- Full address (use two or more lines if needed).
Step 4. Say hello
Skip a line again, then greet the recipient by writing "Dear" followed by their name. You can use only the last name or the full name (first and last name), but never only the first name. Add an abbreviated job title if you see fit.
- If you know the job title but not the person's name, you can write "Dear health inspector" or something like that. You can usually find the name by doing an online search, so give it a try.
- If you do not have a specific contact, write "Dear Sir / Madam" or "To whom of competence". These are somewhat stiff and old-fashioned expressions, so try to avoid them if possible.
Step 5. Write the text of the letter
Formal letters should open with a mission statement. Do not overdo the elisions (write "me too" and not "me too"), avoid too many articulated prepositions (write "with the" and not "with") and ask any questions in a formal way ("Would you be interested in …? "And not" Do you want …? "). When you're done, re-read the letter to correct spelling and grammar or ask a friend to help you.
If you're writing an official letter for business, keep it straight and concise. If you are writing to a distant relative or acquaintance for personal reasons, you can be a little more informal. However, it is always better not to exceed the length of a page
Step 6. Close with a courtesy phrase
A polite close ends the letter on a positive note and establishes a connection with the recipient. After the last paragraph, skip two lines and write the closure. In a formal letter you can use "Sincerely", "Yours sincerely" or "Thank you for your attention." Sign under the closure, as follows:
- For formal computer-typed letters, leave about four lines of space between the closure and your name. Print the letter, then sign in that blank space using a blue or black pen.
- In a formal email, type your full name after closing.
- You can use a title for yourself when typing your name at the end of a formal letter. For example, if you are a graduate you could sign as "Doctor Michele Bianchi".
Step 7. Fold the letter (optional)
If you are going to send the letter by post, fold it in three parts. Bring the bottom of the paper up, so that it is two thirds of the page height and crease. Then bring the top down so that the fold coincides with the bottom of the paper. Folding the letter like this will make it fit most envelopes.
Step 8. Write the address on the envelope (optional)
Find the center of the envelope, both in length and in width; is where you will write the full recipient address as follows:
- Dr. Francesco Rossi
- Viale dell’Industria, 86
- 00136 Rome
Step 9. Write your address on the envelope (optional)
If the postal service is unable for any reason to deliver the letter, it will return it to the sender's address (most of the time at no additional cost). Write it on the back of the envelope.
Part 2 of 2: Write an Informal Letter
Step 1. Decide how formal your letter should be
How you write the letter depends on your relationship with the recipient. Consider these guidelines:
- If you are writing to a distant or elderly relative or acquaintance, write a semi-formal letter. If that person has already sent you emails, you can also write an email yourself. If not, a handwritten letter is the ideal choice.
- If you are writing to a friend or close relative, an email or handwritten letter is fine.
Step 2. Start with a greeting
The greeting you use depends on your relationship with the recipient, as well as the degree of formality of the letter. Here are some possibilities:
- If you are writing a semi-formal letter, you could use "Dear" or "Hello" as a greeting. Use the name, if you are confident enough, or the courtesy title (Mr or Mrs).
- If you're writing an informal letter, you can use "Dear" or "Hello" - as well as even less formal greetings, like or "Hey" - and then type the name.
Step 3. Start the letter
Move to the next line and start writing. If you're writing a personal letter, start by asking about the recipient's health status. It can be something formal - like "I hope you're okay" - or informal - for example, "How are you doing?". Imagine the recipient is in front of you; how would you talk to him?
Step 4. Write what you need to tell him
The primary purpose of a letter is communication. Let the other person know what's going on in your life, including the details. For example, don't just tell your grandmother "Thank you for the gift", but explain to her how important it was to you: "My friends and I spent all night playing the video game you gave me. Thank you!" Whatever the topic, sharing information should be the heart of the letter.
Understand what not to write. There is no need to send a letter filled with anger or written to solicit mercy. In case you have already written it, but you are not sure whether to send it or not, leave it aside for a few days before putting it in the mailbox: you may change your mind
Step 5. Finish the letter
In informal letters, the closure should reflect your relationship with the recipient. If you are writing to your partner, a close friend or close relative you might use "With love", "With love" or "A hug". In a semi-formal letter, you might use "Yours sincerely", "Greetings" or "Best regards".
- A slightly old-fashioned closure might fit in the last sentence. This was originally a feature of more formal messages, but you can enjoy using it in a lighthearted letter to a friend. For example, the last paragraph of your letter might be: "I remain, as always, your devoted servant," followed by your name.
- If you want to add something else after the body of the letter use "P. S.", which stands for "Post scriptum" ("after writing").
Step 6. Send the letter
Insert the letter in an envelope, write the recipient's address, apply the necessary stamps and send it.
Advice
- Try to keep the letter focused on what the recipient might be interested in.
- "Dear" and other types of greetings are usually followed by a comma.
- Be as reasonable and polite as possible when writing a complaint letter - you'll be much more likely to get a response.
- If you need to print a very formal letter, use thicker paper than photocopy paper.
- If you are going to send a formal or semi-formal email, make sure your email address is serious. A message from “Zuccherina189” will be taken much less seriously than one from “anna.rossi”.
- If you write by hand, use blue or black ink pens.
- Make sure you spell the recipient's address correctly.
- Start each paragraph with an indent.
- Remember to cross-check and search for errors at least twice.
- Make sure you don't smudge when writing with the pen.
