A formal letter can affect how others perceive you, inform the reader of an important issue, or be a professional application tool. Broadly speaking, there are two styles for writing such a letter: bulk drafting and drafting typically used for internal company communications. The former is the most popular for drafting this document: it features an introduction and closure, and is ideal for a job application sent to a company or a letter addressed to a person you've already met. The second is more concise, and is preferable for internal reminders and those situations where you need to be pretty direct.
Steps
Method 1 of 3: Write a Traditional Letter in Bulk
Step 1. Write the sender's address and phone number on the top left of the page
If you represent a company, write its address. If you are the sender, please indicate yours. The name must be written on the first line, the address on the second. Write the city, province and postcode on the next line. Include the phone number under the address.
In cases where you represent a company, you can place the logo and address exactly in the center of the page. Make sure you center them, so that the result is aesthetically uniform
Step 2. Write the date directly under the sender's address
Under the sender's address, leave a blank line and write the date on the next one (to do this, type the Enter key twice on your keyboard). The date is important for two reasons. First of all, if the recipient (which can be a person or an organization) has to assign a task to perform in a timely manner (send a check, arrange an order, and so on), you will indicate the expected time precisely. Secondly, if you need to keep a copy of the letter for legal reasons or for future generations, the date is absolutely necessary.
- If you write using a variant of the bulk style, format everything on the left except the date and closure. To add the date, click on the tab key in order to place it in the center of the page and write it in this part.
- Put a comma between month and year.
Step 3. Write the recipient's name under the date after leaving a blank line (to do so, press the Enter key twice)
Include her title (Mr, Mrs, Miss, Doctor, etc.), which must be followed by the name. Under the recipient's name, write the company's name. On the next line, write the recipient's address. Press Enter again and write the recipient's city, province and postal code.
If you don't know the recipient's title, do some research on it or call the company to find out. If it is a woman, always use the qualification you prefer (Lady, Miss or Doctor). Don't know his preferences? Use "Miss"
Step 4. Say hello to the person you are addressing
"Dear Mr / Dear Madam" or "Dear Mr / Madam" is just fine; otherwise, if you know his name, contact the recipient directly. Either way, make sure you do it in a formal way; use "Reverend", "Doctor", "Mr", "Madam" or "Miss", and, if you know him, include his full name. Type a comma after the greeting and leave a blank line (press Enter twice) between the greeting and the body of the letter.
If you know the recipient and usually address him using his first name, you can definitely use it (example: "Caro Giacomo,")
Step 5. Write the body of the letter
The body of the letter must not exceed three paragraphs. If you can't express what you want to communicate in less than three paragraphs, you are probably not writing concisely enough. Use single line spacing and left justify each paragraph in the body of the letter.
- In the first paragraph, write a friendly introduction, then state the reason or purpose of the letter. Go straight to the point.
- In the second paragraph, if possible, use examples to highlight or emphasize your point of view. Concrete and real examples are always preferable to hypothetical ones.
- In the last paragraph, briefly summarize the purpose of the letter and suggest how you prefer to proceed next.
Step 6. Write the correct final salutation and sign the letter
If possible, leave some space between the greeting and the printed name to write your signature. "Sincerely", "Sincerely" and "Sincerely" are all fine. Leave a space under the printed name to sign. If applicable, add your job title under the signature as well.
Everything should be left justified even if you use a variant of the block style, except the date and closure. With the tab key, position the mouse cursor in the center of the page and write the conclusion
Step 7. Add the word "Attachments" under the signature and job title
Do this only if you attach other material to the letter, such as a resume or program. If there are several attachments, it is best to list them all.
Step 8. Correct the letter
Reread it a couple of times to spot misspellings in names, addresses, etc. Make sure the writing is clear and concise. Fix grammatical errors.
Method 2 of 3: Write the Letter in Business Reminder Style
Step 1. Write the sender's address on the top left
If you're using letterhead, you don't need to enter the return address. Instead, start writing the letter by entering the date in the top left.
Step 2. Enter the date directly below the return address
Do not leave a blank line between the return address and the date.
Step 3. Leave a blank line and enter the recipient's address under the date
To do this, press Enter twice on your keyboard.
Step 4. Leave a blank line under the recipient's address and write the subject of the letter fully capitalized (press Enter twice to do so)
This way, the recipient will know what it is.
Step 5. Write the paragraphs in the body of the letter
In this part, you process the object. Be concise but precise in discussing the topic.
Step 6. Write your name under the body of the letter
Do not add any closing greetings such as "Yours sincerely". Under your name, leave some space for your signature. Under the signature, add your job title.
Step 7. Add any attachments
Attachments are extra documents that you send with the letter. Write the word "Attachments" and then list the titles of those documents.
Step 8. Correct the letter to avoid spelling or grammatical errors
Make sure you have spelled all names and addresses correctly.
Method 3 of 3: Send the Letter
Step 1. Choose a plain, square or rectangular envelope
It shouldn't have any patterns or designs. Either way, you need to use envelopes that fit your needs. In fact, it is possible to order customized envelopes that are thicker and more durable than normal ones in a specialized shop.
Step 2. Fold the letter so that it fits smoothly into the envelope
Make sure you only fold it once, as a letter full of creases looks unprofessional.
- If you are using a standard rectangular envelope, fold the letter horizontally into thirds.
- If you're using a square envelope, fold the letter horizontally in half. Then, fold it in half vertically so that it forms a rectangle that fits easily into the envelope.
Step 3. Put the letter in the envelope
Close it by licking the special edge or peeling off the adhesive strip that covers the part that allows you to seal the envelope (this depends on the type of envelope you bought).
Step 4. Turn the envelope
Write your name on the top left. Enter the address on the line under your name. In the line below, add the postcode, city and province.
Step 5. Write the recipient's address on the envelope
The name of the person you are going to send the letter to should be placed in the bottom right third of the envelope. Write the company name on the line below (if any). Write the address on the next line. Finally, on the last line, write city, province and postal code.
Step 6. Paste a stamp (or stamps) to the top right
Make sure they fit the weight of the letter.
Advice
- Be precise, clear and concise when writing. Also, ask yourself how long it takes the reader to understand the letter.
- Write the letter to the computer. This way, it will look much more professional.
- Be kind even if the letter is meant to express your anger, rejection, or denial about something.
