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How to write a letter, letter writing tips, writing a formal letter, writing an informal letter

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Learn how to write a letter with this complete guide covering both formal and informal letters. Get formatting tips, examples, templates, and letter-writing etiquette for every occasion.

How to Write a Letter

 

Introduction: The Enduring Value of Letter Writing

Remember the last time you received a handwritten letter in the mail? That little thrill of seeing your name carefully penned on an envelope, knowing someone took the time to write to you specifically? In our world of texts, emails, and social media, there’s something almost magical about letter writing that continues to touch us on a deeper level.

I still keep a box of letters from my grandmother, written in her distinctive slanted script. They’re more than just messages—they’re pieces of her, artifacts that capture her voice, her wisdom, and her love in a way that her Facebook posts never could. That’s the true power of letter writing.

Whether you’re applying for your dream job, writing to complain about a faulty product, sending condolences to a grieving friend, or just keeping in touch with a loved one across the miles, knowing how to craft a thoughtful letter is a skill worth mastering. This guide will walk you through everything you need to know to write letters that connect, persuade, and leave lasting impressions.

Understanding the Purpose of Your Letter

Before you write a single word, take a moment to get clear on why you’re writing in the first place. Are you trying to land an interview? Repair a relationship? Express gratitude? Your purpose will shape every decision you make about your letter’s tone, structure, and content.

When my friend Alex wanted to reach out to a former colleague after an awkward workplace disagreement, she spent days drafting angry emails that she thankfully never sent. It wasn’t until she sat down and thought about her purpose—reconnecting respectfully rather than rehashing old arguments—that she was able to write a letter that opened the door to reconciliation.

Common Letter Categories

Formal Letters These are the letters we write in professional, legal, academic, or governmental contexts. Think job applications, business proposals, or letters to elected officials. They follow more rigid conventions and typically use respectful, somewhat distant language.

Informal Letters: These are the heartfelt notes we send to friends, family members, and others we have a close relationship. They’re conversational, personal, and often emotionally expressive. The rules are more relaxed, but that doesn’t mean they require less thought!

Semi-formal Letters Falling somewhere in between, these letters might be written to people you know professionally but have developed a friendly rapport with, or for situations that aren’t strictly business but still require some degree of formality.

Special Purpose Letters These include complaint letters, condolence letters, recommendation letters, and other letters written for specific occasions that may have their own unique requirements and expectations.

Key Components of Any Letter

No matter what type of letter you’re writing, certain elements are essential:

Sender’s Address: Your full address at the top of the page, letting the recipient know where you can be reached.

When you’re writing a letter, either may seem simple, but it provides important context.

Recipient’s Address: Who you’re writing to and where they can be found (primarily for formal letters).

Salutatio:n Your opening greeting—the “Dear So-and-So” part.

Body of the Letter: er The meat of your message, where you express what you need to say.

Closing Phrase: Your sign-off, like “Sincerely” or “With love.”

Signature: Your name, signed by hand when possible.

How to Write a Formal Letter

Formal letters require a bit more structure and attention to detail. Here’s how to nail it:

1. Sender’s Address

Place your complete address at the top left or right corner of the page. No need to include your name here—you’ll sign the letter at the end.

 
123 Maple Street
Anytown, NY 12345

2. Date

Skip a line after your address and write out the full date. Using the month’s name rather than its number is traditional and eliminates confusion between American and European date formats.
 
April 24, 2025

3. Recipient’s Address

Skip another line and add the recipient’s full information, including their professional title if applicable.

 
Ms. Sarah Johnson
Human Resources Director
XYZ Corporation
456 Business Boulevard
Anytown, NY 12346

4. Salutation

Address the recipient appropriately, using their title and last name. If you don’t know the name of the person you’re writing to, “To Whom It May Concern” is acceptable, though it’s always better to do a little research and find an actual person to address.

 
Dear Ms. Johnson:

Note the colon after the name in formal letters, rather than the comma used in informal ones.

Letter concept illustration

5. Body of the Letter

This is where you communicate your message, organized into clear paragraphs:

Introduction: State who you are and why you’re writing. Get straight to the point—busy professionals appreciate clarity.

Main Body: Present your information, request, or argument with supporting details. Use facts, specific examples, and logical reasoning. Break complex ideas into separate paragraphs for readability.

Conclusion: Summarize your main points, state any desired action clearly, and thank the reader for their time or consideration.

Remember to keep your tone professional and respectful, even if you’re writing about an upsetting situation like a complaint or dispute.

6. Closing

Choose an appropriately formal closing, followed by a comma:

 
Sincerely,
Respectfully,
Yours truly,

7. Signature

Leave three to four lines of space for your handwritten signature (if it’s a physical letter), then type your full name. You may include your title or credentials if relevant.
 
[Signature]
John Smith
Marketing Manager

Formal Letter Example

 
123 Maple Street
Anytown, NY 12345

April 24, 2025

Ms. Sarah Johnson
Human Resources Director
XYZ Corporation
456 Business Boulevard
Anytown, NY 12346

Dear Ms. Johnson:

I am writing to express my interest in the Marketing Coordinator position (Job ID #12345) recently advertised on your company website. With five years of experience in digital marketing and a proven track record of successful campaign management, I believe my skills and background make me an excellent fit for this role at XYZ Corporation.

During my time at ABC Marketing Agency, I developed and implemented social media strategies that increased client engagement by an average of 35% within the first quarter. I also collaborated with creative teams to produce content that won three industry awards for innovation and effectiveness. These experiences have prepared me well for the responsibilities outlined in your job posting, particularly the emphasis on cross-departmental collaboration and metrics-driven campaign assessment.

I am especially drawn to XYZ Corporation's commitment to sustainable business practices, as evidenced by your recent "Green Marketing Initiative." My graduate research focused on eco-friendly marketing approaches, and I would be thrilled to contribute to your pioneering work in this area.

Thank you for considering my application. I've attached my resume and portfolio as requested, and I would welcome the opportunity to discuss how my background, skills, and enthusiasm would benefit your marketing team. I am available for an interview at your convenience and can be reached at (555) 123-4567 or john.smith@email.com.

Sincerely,

[Signature]
John Smith

Human hand with pen writing on paper

How to Write an Informal Letter

Informal letters allow for more personality and creative expression. While they follow a similar structure to formal letters, the rules are more relaxed:

1. Address and Date

Your address still goes at the top, traditionally on the right side, followed by the date. You can use a more casual date format if you wish.

 
123 Maple Street
Anytown, NY 12345
April 24, 2025

2. Greeting

Use a warm, familiar greeting followed by a comma:

 
Dear Sarah,
Hi Mom,
My dearest Alex,

3. Body

Let your personality shine! Use a conversational tone that reflects how you’d speak to the person. Share stories, ask questions, offer support—whatever feels natural for your relationship and purpose.

Unlike formal letters where directness is valued, informal letters can meander a bit. That said, try to maintain some logical flow to avoid confusing your reader.

Consider opening with a personal touch (“I hope this letter finds you and the family doing well!”) and closing with a forward-looking statement (“Can’t wait to see you at Christmas!” or “Write back soon and tell me all about your new job!”).

4. Closing

Choose a closing that reflects your relationship with the recipient:

 
Love,
Take care,
Miss you,
Best wishes,
Yours always,

5. Signature

Simply sign with your name or nickname—whatever the recipient would normally call you.

Informal Letter Example

 
123 Maple Street
Anytown, NY 12345
April 24, 2025

Dear Sarah,

How are you? It feels like ages since we last caught up, though I suppose it's only been a few months. Time has a funny way of both crawling and flying when we're apart.

I'm writing from my new apartment—finally all unpacked and settled after the move! You'd love the little reading nook I've set up by the bay window. It's perfect for those rainy Sunday afternoons with a cup of tea and a good book. Speaking of which, I just finished that novel you recommended, and you were right—that plot twist at the end had me gasping out loud on the subway! Other passengers definitely gave me some strange looks.

How's the new job going? Have you decorated your office yet? Knowing you, I bet it's already filled with plants and those motivational quotes you love. Has your boss stopped mixing up your name with the other Jennifer yet? Still can't believe that happened during your first presentation!

Mom mentioned you might be coming east for the conference in June. Any chance you could extend your trip by a day or two? I'd love to show you around the city, and there's a new exhibit at the art museum I think you'd really enjoy. Just let me know what your schedule looks like, and I'll plan accordingly.

I should wrap this up—headed out to try that new Thai restaurant around the corner. Will report back on whether it lives up to the hype! Give Scout a belly rub from his favorite "aunt," and don't work too hard.

Miss you tons,
Jamie

Letter Formatting Guidelines

Good formatting makes your letter easier to read and helps it make the right impression:

Font Style and Size

For printed or typed letters, stick with clean, professional fonts like Times New Roman, Arial, or Calibri in 11 or 12-point size. Save the creative fonts for very casual correspondence or special occasions like invitations.

Margins

Standard 1-inch margins on all sides provide a clean, balanced look. They also give the recipient space to make notes if needed.

Spacing

Use single spacing within paragraphs, with a blank line between paragraphs for readability. For formal letters, align everything to the left without paragraph indentations (block format).

Paper Quality

If you’re sending a physical letter, the paper matters! Use good quality 8.5″ x 11″ paper, preferably in white, cream, or light gray. Save colored or decorated stationery for personal letters.

Digital Formatting

When sending formal letters by email, maintain the traditional format but omit the sender’s and recipient’s physical addresses. Include your contact information after your signature instead. Consider sending important formal letters as PDF attachments to preserve formatting.

How to Write Specific Types of Letters

Different letters serve different purposes, and each has its conventions:

1. Job Application Letter

When I applied for my dream job at a publishing house, I spent hours crafting a letter that would stand out among hundreds of applicants. The effort paid off—my future boss later told me it was my personalized letter that convinced her to call me for an interview despite my limited experience.

Key tips:

  • Address a specific person whenever possible
  • Show that you’ve researched the company
  • Connect your experiences directly to the job requirements
  • Maintain professionalism while letting your personality shine through
  • Keep it concise—one page is ideal
  • Proofread obsessively (then have someone else check it too)

2. Resignation Letter

Even when you’re ecstatic to be leaving a job, your resignation letter should remain professional and positive. You never know when you might cross paths with these colleagues again!

Key tips:
  • Clearly state your intention to resign in the first paragraph
  • Specify your last working day (typically two weeks from notice)
  • Express gratitude for the opportunities you’ve had
  • Offer to help with the transition
  • Keep it brief—this isn’t the place for complaints
  • End on a positive note about the company or your experience

3. Complaint Letter

After receiving a damaged product and spending hours on hold with customer service, my friend drafted a complaint letter that got immediate attention from the company’s executive team. Her secret? She focused on facts rather than fury.

Key tips:

  • Start with account numbers or order information
  • Clearly explain the problem with specific dates and details
  • Include copies of relevant documents
  • State exactly what you want (refund, replacement, apology)
  • Be firm but polite—anger rarely gets results
  • Give a reasonable timeframe for response
  • Include all your contact information

4. Thank-You Letter

Whether thanking someone for a gift, an opportunity, an interview, or an act of kindness, thank-you letters build goodwill and strengthen relationships.

Key tips:

  • Send promptly—within 24-48 hours when possible
  • Be specific about what you’re thanking them for
  • Explain how their gift or action impacted you
  • Keep it concise but warm
  • Consider handwriting thank-you notes for a personal touch

5. Condolence Letter

Perhaps the most difficult letters to write, condolence letters offer comfort during times of loss.

Key tips:

  • Express your sympathy simply and directly
  • Share a positive memory of the deceased if appropriate
  • Offer specific help rather than saying, Let me know if you need anything.”
  • Acknowledge that words are inadequate
  • Write by hand on quality stationery
  • Don’t pressure the grieving person to respond

6. Invitation Letter

Whether for a wedding, a business event, or a casual gathering, invitation letters set the tone for your event.

Key tips:

  • Include all essential information: who, what, where, when
  • Make RSVP instructions clear
  • Match the formality of your language to the event
  • Consider including directions or accommodation information
  • For formal events, send invitations 6-8 weeks in advance

Tips for Writing a Great Letter

Know Your Reader

Think about who you’re writing to—their relationship to you, what they already know about your subject, what might interest or concern them. Tailor your content, tone, and language accordingly.

Be Clear About Your Purpose

Ask yourself: “What do I want the reader to know, feel, or do after reading this letter?” Keep this goal in mind as you write.

Start Strong

Your opening paragraph should engage the reader immediately and make your purpose clear. Avoid generic openings like “I am writing to inform you…”

Use Natural Language

Write as if you’re speaking to the person (albeit a slightly more polished version of your speech). Read your letter aloud to check if it sounds natural.

Be Specific

Vague language rarely convinces or connects. Instead of “I have relevant experience,” try “During my three years managing inventory at XYZ Company, I reduced costs by 15% while improving fulfillment rates.”

Show, Don’t Just Tell

Instead of claiming “I’m a hard worker,” demonstrate it through examples and stories that illustrate your work ethic.

Mind Your Tone

Tone can be tricky to control in writing. When in doubt, err on the side of formality and respect, especially in professional contexts.

End With Action

Close with a clear indication of what should happen next—whether that’s a meeting, a phone call, or simply your expectation of a response.

Edit Ruthlessly

First drafts rarely shine. Set your letter aside for a day if possible, then return with fresh eyes to trim unnecessary words, clarify confusing points, and strengthen your message.

Letter Writing Etiquette

Common Courtesies

  • Respond to letters within a reasonable timeframe
  • Address people by their preferred titles and names
  • Thank people for previous correspondence or actions
  • Acknowledge if your response is delayed

Professional Etiquette

  • Never use all caps (it looks like SHOUTING)
  • Avoid emojis and textspeak in formal letters
  • Include your title and company in business contexts
  • Use traditional honorifics unless invited to use first names

Handwritten vs. Typed

  • Business letters should generally be typed
  • Personal notes, thank-you cards, and condolence letters benefit from handwriting.
  • If your handwriting is hard to read, type personal letters but add a handwritten signature and perhaps a brief handwritten note at the end

Email Etiquette

  • Use a clear, professional subject line
  • Keep paragraphs short for on-screen readability
  • Use appropriate signature blocks with contact information
  • Be judicious with “Reply All” and CC fields

FAQs About Writing Letters

1. Is letter writing still relevant in the digital age?

Absolutely! While email and messaging serve many communication needs, formal letters remain standard for job applications, legal matters, and official complaints. Personal letters create lasting keepsakes that digital messages simply can’t replace.

2. How long should my letter be?

The perfect length is just enough to accomplish your purpose—no more, no less. For business letters, one page is typically ideal. Personal letters can be longer, but consider your recipient’s time and attention span.

3. Is it okay to use contractions in formal letters?

Traditionally, contractions were avoided in very formal correspondence. Today’s standards are more relaxed, but when writing extremely formal letters (like job applications or legal notices), limiting contractions can add appropriate gravity.

4. What if I don’t know the recipient’s name?

Always try to find a specific person to address. Check websites, call the organization, or search professional networks. If that fails, acceptable alternatives include “Dear Hiring Manager,” “Dear Customer Service Team,” or “To Whom It May Concern” as a last resort.

5. Should I send a physical letter or an email?

It depends on your purpose and relationship with the recipient. Job applications traditionally required hard copies, but most now prefer digital submission. Thank-you notes and condolence letters carry more weight when handwritten. When in doubt, consider what would make the recipient most comfortable.

Conclusion: The Lasting Impact of a Well-Written Letter

In a world where communication is often reduced to quick texts and emoji reactions, taking the time to craft a thoughtful letter sets you apart. Whether handwritten on elegant stationery or carefully formatted in an email, a well-written letter shows that you value the recipient and your relationship with them.

I still remember finding a box of letters my parents wrote to each other while dating long-distance in the 1970s. Those yellowed pages revealed dimensions of their personalities I’d never known, preserved moments of history both personal and global, and documented the growth of a love that would last decades. No text message thread could ever hold such power.

So the next time you need to make an impression, resolve a conflict, express gratitude, or simply connect with someone you care about, consider the humble letter. In our digital world, it might just be the most powerful communication tool you have.

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