How to write the perfect letter
Writing a killer letter is a skill not everyone has. So we have put together some handy tips on how to write the perfect message…
Structure:
Shown above is an example of how a letter should be structured.
Some rules to remember for formal letters:
Salutation/greeting
Use Dear Sir/Madam if you do not know the name of the person you are writing to. It is advisable to know the name of the person you are writing to, if you do not know this then you may need to do a bit of research, try calling the company you are writing to in order to find out who is best to address the letter to.
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Content
The first paragraph of your letter should state your purpose for writing for example a complaint, enquiry, request etc.
The middle paragraphs should contain the relevant information behind the reason for your letter. It is best to keep the letter short and precise, making sure you have included all the points that you needed covering.
The last paragraph should include the action you are expecting the recipent to take following your letter.
Signing off
One factor of letter writing that people often get confused about it is the signing off, is it ‘Yours sincerely’ or ‘Yours faithfully?’
The rule is that if you addressed it ‘Dear Sir/Madam, then you sign off ‘Yours faithfully’, and if you addressed the person by name, then you sign off ‘Yours sincerely’.
Format:
You should always try to type and print a formal/business letter rather than handwriting it.
Informal Letters:
If you are writing an informal letter, you may wish to remove the recipient’s name and address from the above shown example structure.
You can also sign it off more informally ‘With love’, or ‘With best wishes’. Then sign with just your first name, omitting your surname and title.
Feel free to hand-write personal letters, ideally using blue or black ink. It might be time to put down those glittery gel pens.
