Letter Writing - How to Write Any Type of Letter?

Writing a letter may appear easy, but it might not draw the desired attention and communicate your messages properly if you don’t follow a proper letter-writing format. 

While writing an application, lodging a complaint, or seeking a response from the authorities, knowing how to write a formal letter serves your purposes effectively. This blog keeps you aware of letter writing with special emphasis on formal letters, that helps you communicate clearly and concisely while suits the recipient and the context.

There are different types of letter writing, including formal and informal, each with its own purpose and format. Students learning English letter writing often start with letter writing examples to understand structure and tone better.

Read More: Informal Letter Format

A Standard Letter Writing Format

To understand what is letter writing, it is the art of expressing thoughts, feelings, or information through written words.

Every informal, formal, or official letter is written in a format to make it presentable and communicative. Different formats are used for different types of letters, but a basic structure is always maintained. A typical letter writing format contains the following parts:

• Sender's Address: It includes your full address, including street, city, state, and pin code.

• Date: Below the address, write the date you wrote the letter. 

• Salutation: Addressing the recipient as 'Dear Sir/Madam' or 'Dear Mr/Mrs [Name]' for a formal letter or 'Dear [Name]' for an informal letter.

• Body: The main content of the letter. It may be divided into paragraphs to communicate messages.

• Complimentary Close: A polite ending like 'Sincerely' or 'Best regards'. 

• Signature: Sign your name below the closing. 

Informal Letter Writing

Informal letter writing is a way of expressing personal thoughts, feelings, and experiences to people you know well, such as friends, family members, or relatives. Unlike formal letters, informal letters use a friendly and conversational tone. They usually begin with a warm greeting, followed by the main message, and end with good wishes or regards.

Informal letter writing doesn’t require strict rules or formats, but maintaining clarity and sincerity is important. These letters are often written to share news, express gratitude, offer congratulations, or simply stay in touch. Practicing informal letter writing helps improve communication skills and strengthens personal relationships through heartfelt words.

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What is a Formal Letter?

A formal letter is usually written when you are communicating for a specific official purpose. It follows a formal letter writing format and professional approach. 

Formal letters are typically written to authorities, business associates, or dignitaries. It is not an ideal style for communicating with personal acquaintances like family and friends. Formal letters can serve different purposes as mentioned below:

• Business letter: These are typically focused on business purposes. 

• Acceptance letter: These formal letters confirm your acceptance of a job offer.

• Cover letter: You can send a formal letter to the recruiting authorities in response to an advertisement.

• Complaint letter: This letter is written when you are dissatisfied with any product or service and request appropriate actions from the authorities.

• Thank You letter: A thank you letter is an expression of gratitude to acknowledge someone's support.

• Resignation letter: A formal communication to the manager to inform them that you are leaving the job.

Read More: List of Two Letter Words in English

Formal Letter Format

A formal letter writing has some specific requirements. You must follow a defined letter template, focus on the purpose, and write with a professional tone. By practicing through letter writing examples, one can master the key aspects of communication and clearly differentiate between various types of letter writing. Here is the structure to follow while writing a formal letter.

Write your name and contact information

Write your or your company's name along with the address on the top left-hand corner of the letter. You can also add your contact number and email address to enable the recipient to connect you if needed.

Mention the date

Mention the date you are writing the letter below your address. This date helps to maintain an official record of your correspondence.

Write the recipient's name and contact information

Write the recipient's name, designation, and contact information below the date. You should mention the recipient's official title, such as Mr., Mrs, or Ms., with their name as the first line of the address.

Include Salutation

You address the recipient with a formal salutation. If you know the name, write Mr. or Mrs. followed by their full name. You may write 'Kind Attention' before the recipient's name. If you do not know the recipient's name, you should address it as 'Dear Sir' or 'Dear Madam'.

Write the subject line of the letter

This is where you mention the purpose of writing the letter. The letter's subject line must be short and mention the purpose. It gives the recipient an idea of what you will cover in the letter.  

Write the body of the letter

Next, write the main content of the letter in two or three paragraphs. The first paragraph must mention the context and reasons for writing the letter. You can provide more relevant details in the subsequent paragraphs in this context. The last paragraph includes a closing note where you can re-reference the purpose and request a response or express hope for resolving the matter.

Include a sign-off

After the closing paragraph, you should include a sign-off like "Yours faithfully", "Yours Sincerely" or "Thanks and Regards" followed by your signature and full name. You can also include your designation.

Read More:  7 Daily Habits to Improve English Fluency

Tips for Writing a Formal Letter

Writing a formal or official letter requires you to consider a few things that make your letter more impactful and impressive. Here are some tips to help formal letter writing in english with better quality:

• Use the proper format: You must follow the formal letter template to include all the above elements.

• Use the correct tone: Make sure to maintain a formal, polite, and positive tone throughout the letter. You should be mindful of using suitable words with accuracy.

• Be clear and concise: Communicate the purpose of your letter and keep the writing concise and to the point.

Common Mistakes to Avoid in Writing a Formal Letter

When you write according to the professional letter format and maintain the tone and structure, it's also essential to avoid common mistakes that can adversely impact the quality of your formal letter. The common mistakes include:

• Incorporating informal phrasing or casual terms

• Using too many or unfamiliar abbreviations

• Sending the letter without proofreading

• Formatting errors like wrong sequencing, salutation, or sign-off

Is a Reference Letter a Formal Letter?

A reference letter highlights someone's ability, skills, or qualifications relevant to a specific work or academics. It is often used to support job applications, programs, or other opportunities. 

A reference letter meets all the criteria for a formal letter with the required format, tone, and purpose-specific communication. It is written professionally by a responsible person who knows the applicant well and recommends them for a job or position.

Knowing the letter writing formats is extremely useful for communicating your opinions, experiences, or specific purpose to the concerned recipient. Formal letters constitute a major part of this written communication. A clear understanding of professional letter format, its tone, and quality requirements helps you effectively impact the recipients.

Also read: Homonyms

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