In today's fast-paced world, where we're used to quick email and phone responses, letter writing remains a popular communication method. The USPS handles 421.4 million mail pieces daily, including letters sent globally.
Writing a letter carries more weight than emails or calls due to the effort involved and associated costs. It's a powerful tool to make your voice heard, influence outcomes, and express genuine care. This article will guide you on writing effective letters, offering inspirational examples.
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How to Write a Letter
Decide whether to handwrite or type your letter. Handwritten letters show thoughtfulness while typing saves time. Consider the purpose of your letter – be it a love letter, job application, or formal communication – before planning its content.
Choose between a formal or informal tone based on the recipient and the purpose. Maintain an appropriate tone to convey your message effectively.
Allocate dedicated time for your letter. Plan what you want to say, gather the necessary tools, and start writing.
Heading a Letter
Formatting the heading of a letter is the first step in creating a clear and organized document. Depending on your preference, the sender's address should be aligned to the left, right, or center. It's essential to include the sender's address for formal letters, while personal letters provide the option to omit it. Consider using pre-printed letterheads or custom stamps for efficiency.
Date Placement
The date placement in a letter is crucial for providing context. Below is the sender's address; write the date on the same side of the page. In formal letters, present the date in full format with the month first, followed by the day and year, separated by a comma. Properly dating your letter is particularly important for formal or official correspondence.
Recipient's Address
The recipient's address should be aligned to the left, starting below the date. In formal letters, include the recipient's name on one line, their job title on the next line, and the company name and address below. For personal letters, omit the recipient's address. This step ensures your letter reaches the intended recipient and maintains a professional appearance.
Introduction
Crafting a strong introduction is vital to setting the tone of your letter. Begin with an appropriate greeting, using the full name for formal letters and first names for informal ones. If unsure of the recipient's name, a generic greeting like "Dear Sir or Madam" can be used. After the salutation, the introductory paragraph should concisely state the letter's subject and briefly overview your reason for writing.
Body of the Letter
The body of the letter is where you elaborate on the main points you wish to convey. Organize your thoughts logically, using paragraphs that start with an opening sentence, followed by evidence or additional information, and conclude with a sentence that smoothly transitions to the next paragraph. Strive for clarity and conciseness, tailoring the length to the content's significance.
Sign-Off
Concluding your letter with an appropriate sign-off is the final step in formatting. The choice of sign-off depends on the formality of the letter and your relationship with the recipient. For formal letters, consider using "Yours sincerely" or "Yours faithfully," while informal or personal letters may end with warmer expressions like "With all my love" or "Your devoted friend." Including a handwritten signature, especially when typing the letter, adds a personal touch.
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Talk to an ExpertExamples of Letter Formats
If you're uncertain how to compose a letter, we offer some illustrations to assist you in getting started.
Illustration of the Block Paragraph Format:
123 High Street
London, OH 12345
November 23, 2022
Martin Jones
Marketing Director
Advertising Company
456 West Street
London, OH 23456
Dear Mr. M Jones,
Having recently viewed your television advertisement promoting the new beauty salon on 7th Street, I was impressed with your work. I am interested in your rates for a 30-second advertisement for my beauty salon.
Kindly provide me with the costs of filming and producing a television advertisement. I believe this investment will positively impact my business and attract new clients.
Please contact me at the address above if you require any additional information for the quotation.
Yours faithfully,
Jane Smith
FAQs
Why should I write a letter instead of sending an email or making a phone call?
Letter writing holds a unique value in today's fast-paced world. Unlike emails or calls, letters demonstrate effort and carry a sense of sincerity. They can be more impactful, allowing you to express genuine care, influence outcomes, and make your voice heard.
How do I decide between handwriting and typing my letter?
The decision between handwriting and typing depends on the purpose of your letter. Handwritten letters convey thoughtfulness while typing saves time. Consider the formality and the recipient when making this decision, tailoring it to suit the tone you wish to convey.
What is the importance of the date placement in a letter?
The date placement is crucial for providing context to your communication. The full date format is recommended in formal letters, with the month first, followed by the day and year. Properly dating your letter is particularly important for formal or official correspondence, helping to establish a timeline for the information presented.
Should I always include the sender's address in a letter?
The inclusion of the sender's address depends on the type of letter. It is essential to include the sender's address in the heading for formal letters. However, for personal letters, the sender's address is optional. Pre-printed letterheads or custom stamps can be used for efficiency.
What is the ideal sign-off for a letter, and when should I use it?
The choice of sign-off depends on the formality of the letter and your relationship with the recipient. For formal letters, consider using "Yours sincerely" or "Yours faithfully." In informal or personal letters, use warmer expressions like "With all my love" or "Your devoted friend." Including a handwritten signature adds a personal touch, especially when typing the letter.
