HOW TO WRITE GOOD LETTERS

Types of letters
Letters are organized under two main categories: formal and
informal.

Informal types of letters include: Formal types of letters include:

Thank you Invitation
Congratulations Job or school application
Sympathy or condolence Acceptance letter
Friendship/thinking of you Rejection letter
Love Exit or resignation letter
Recommendation or referral
Appreciation
Offer or proposal
Announcement, such as a name or an
Agreement
address change
Cover letter
Letter to the editor
Interview follow-up or thank you
Welcome
Inquiry

The letter, as a rule, has the following structural elements:

appeal is a separate line.

a short introduction (in which you can refer to previous contacts,
previously written letters, etc.) - a separate paragraph.
the main part is several paragraphs.
the conclusion is a separate line.
the final phrase is a separate line.
signature (name only) – a separate line.
Writing formal letters requires attention to structure, tone, and clarity. Here
are some tips for drafting an effective formal letter:
1. Use a Formal Structure:
Sender’s Address: Place your address at the top right corner or left.
Date: Write the date below your address.
Recipient’s Address: Include the recipient's address on the left, below the
date.
Subject Line: Briefly state the purpose of the letter (optional but helpful).
Salutation: Use formal greetings such as "Dear Mr./Ms./Dr. [Last Name]" or
"To Whom It May Concern" if the recipient is unknown.
2. Clear and Direct Opening:
Introduce yourself (if necessary) and state the reason for writing the letter
in the opening paragraph.
Example: "I am writing to inform you about..." or "I wish to bring to your
attention..."
3. Polite and Professional Tone:
Use formal language and avoid slang, contractions (e.g., "don't" → "do not"),
and informal phrases.
Maintain a respectful and polite tone, even if addressing a complaint.
4. Be Concise and Specific:
Stick to the point. Avoid unnecessary details and keep the letter as short as
possible while still covering all important points.
Use clear paragraphs, with each paragraph discussing one main idea.
5. Use Proper Closing:
End your letter with a formal closing line like "Sincerely," "Yours faithfully,"
or "Best regards."
Leave a space for your signature if sending a printed version, and include
your full name and title below.
6. Proofread for Grammar and Spelling:
Double-check the letter for any spelling, punctuation, or grammar
mistakes.
Ensure the format and content align with the formal style
Here are some useful phrases that can enhance the professionalism and clarity
of your formal letters:
1. Opening Statements:
Introducing yourself:
"I am writing to introduce myself as…"
"I am contacting you on behalf of…"
Stating the purpose:
"I am writing to inform you that…"
"The purpose of this letter is to…"
"I wish to bring to your attention…"
"I am writing in reference to…"
2. Requesting Information or Action:
"Could you please provide me with…"
"I would appreciate it if you could…"
"I would be grateful if you could…"
"I kindly request that you…"
"Please let me know if you require any further information."
3. Offering Assistance:
"If you require any further assistance, please do not hesitate to contact me."
"I would be happy to discuss this matter in more detail."
"Should you need any additional information, feel free to reach out."
4. Expressing Gratitude:
"Thank you for your attention to this matter."
"I appreciate your prompt response."
"I am grateful for your assistance."
5. Apologizing or Addressing Issues:
"Please accept my sincere apologies for any inconvenience this may have
caused."
"We regret to inform you that…"
"I would like to apologize for…"
"I understand the frustration this may have caused and will do my best to…"
6. Closing Statements:
"I look forward to hearing from you soon."
"Thank you for your consideration."
"I await your prompt reply."
"I hope to resolve this matter at your earliest convenience."
7. Polite Sign-offs:
"Sincerely,"
"Yours faithfully," (if addressing someone by name)
"Best regards,"
"Kind regards,"
Writing informal letters allows for a more relaxed tone and personal touch.
Here are some tips to help you craft an effective informal letter:
1. Casual Structure:
Start with a greeting: Use friendly phrases like "Hi," "Hello," "Dear [Name],"
or even "Hey" if writing to close friends.
Date: Optional, but you can include it in the top right corner.
No need for addresses: Unlike formal letters, it's common to skip writing
your or the recipient's address in an informal letter.
2. Friendly Opening:
Begin with a personal note, asking how the recipient is doing or sharing
something recent from your life.
Example: "I hope you're doing well!" or "It’s been a while since we last
spoke—how have you been?"
3. Use Conversational Tone:
Feel free to use contractions (e.g., "I'm," "don't") and casual language. You
can also include slang or jokes, depending on your relationship with the
recipient.
Keep the tone light and warm.
4. Be Personal and Expressive:
Share personal stories, thoughts, or updates. Feel free to ask questions or
comment on things you know the recipient is interested in.
Example: "I finally finished that book we talked about—it's amazing! Have
you read it yet?"
5. Flow Naturally:
Unlike formal letters, informal letters don’t require rigid structure. You
can let your thoughts flow more freely.
Paragraphs can be shorter, and it's fine to jump between different topics.
6. Casual Sign-off:
End with informal phrases like "Best," "Take care," "Love," "Cheers," or even
something like "See you soon!"
You can also add a P.S. if you forgot to mention something or want to add
a fun note.
7. Keep it Fun and Genuine:
An informal letter is about connection, so make it feel like a conversation.
Show warmth, excitement, or care depending on your relationship.
Here are some useful phrases that can enhance the professionalism and clarity of your
informal letters:
1. Opening Statements:
Greeting the recipient:
"Hi [Name],"
"Hey there!"
"Dear [Name],"
"Hello!"
Starting the letter:
"I hope you're doing well!"
"It’s been a while since we last spoke!"
"I just wanted to drop you a quick note to say…"
"How have you been? I’ve missed hearing from you!"
2. Sharing Updates:
"I wanted to let you know that…"
"You’ll never believe what happened…"
"I’ve got some exciting news to share!"
"Recently, I’ve been…"
3. Asking Questions:
"How are things going with you?"
"What have you been up to lately?"
"Did you hear about…?"
"How’s everything on your end?"
4. Expressing Emotions:
"I’m so happy to hear that!"
"I was really surprised when…"
"I couldn’t stop laughing when…"
"I’m so sorry to hear about…"
5. Offering Help or Support:
"If you ever need anything, just let me know."
"I’m always here for you if you need to talk."
"Feel free to reach out anytime!"
"Let me know if there’s anything I can do."
6. Making Plans or Invitations:
"We should definitely catch up soon!"
"Let’s plan to meet up next week!"
"How about we get together sometime?"
"I’d love to see you again—let’s make it happen!"
7. Closing Statements:
"Hope to hear from you soon!"
"Can’t wait to catch up!"
"Take care and talk soon!"
"Looking forward to your reply!"
8. Casual Sign-offs:
"Best,"
"Take care,"
"Love,"
"Cheers,"
"See you soon!"
 Letter examples
Formal example: academic recommendation letter

Carson May
39 Schnabel Street
Las Vegas, NV 89129
391-339-3042

April 10, 2019

Dr. Madison Scott

Professor of English Studies
Grice University
1009 Lewis Lane
Charlotte, NC 28202

Dear Dr. Scott:

I am pleased to write a letter of recommendation to admit Sandy Everett to your English Studies program. I
had the honor of teaching Ms. Everett in two of my literature classes at Pownall High School, and she is one of
the most gifted and hard-working students I've taught.

Ms. Everett has the ability to balance multiple assignments and complete each one on time with exceptional
attention to detail. She is also a brilliant writer who understands how to use words to make convincing
arguments and craft beautiful stories. She has even been the editor of the school yearbook for the past two
years and has transformed it into a stunning work that showcases our school, students and projects in the
best light.

Ms. Everett is a model student and would be an exceptional addition to your program. Please contact me at
391-339-3042 if you need additional information.

Regards,
Carson May
Literature teacher, Pownall High School

Informal example: congratulatory letter

February 11, 2020

Hi Carly,

I hope you're doing well! I just heard from Sandra Pierce NYU that you accepted the assistant swim coach
position there. Congratulations! I know how challenging it can be to land your dream job right out of college,
and I'm so honored to have provided you a letter of recommendation for that role. I know you will make an
exceptional swim coach and make a real impact on the young athletes at NYU.

Congrats again. No one is more deserving of this role than you are, and I look forward to hearing about your
new venture in person.

Sincerely,
Matt