How to Write an Information Letter?
According to an article from ThoughtCo, a letter is a written document that’s mailed out for a variety of purposes, be it for casual or professional reasons. From forwarding customer contact data to sending a confirmation about a prototype’s technical specs, a letter is suitable for carrying crucial details. Read through our tips to write one instantly:
1. Prepare Your Information Letter’s Layout
Before getting started, you should choose a word processor to write in--applications like MS Word, Google Docs, etc. are better for this. Since your information letter is meant for professional and business use, you’ll have to put together a suitable layout to work in. After opening a new document, set the page’s margin to 1 inch. For the size and orientation, if your software allows it, then pick a size that’s standard to your region while going with a portrait format for the orientation.
2. Add Title and Recipient's Details
Your document needs to be given an appropriate title; align it to the center and set the font size to something fairly high. After that, enter the date of your information letter’s creation, followed by the intended recipient’s full name (and their job position, if necessary). After moving 2 empty lines below; add their address just underneath the name. When mailing to a company and not a person specifically, use the company name instead.
3. Writing Your Information Letter’s Dialog
For this portion of your note, begin with a professional salutation; go with “Dear Mr/Ms [FULL NAME],” when addressing a particular person, while using “To whom it may concern,” or “Dear [POSITION]” otherwise. Next, provide an introductory line or paragraph to briefly talk about the letter’s purpose. Lastly, when drafting the primary content, use things like numberings, subheaders, and so on to organize the information.
4. Ending Your Information Letter
Are you done with your information letter’s main content? Before applying the valediction, include a closing statement--this can be a line of gratitude, a reply request, or other remarks that are relevant to your particular content. As for the valediction, using “Regards,” or “Yours sincerely,” will suffice. However, before inputting your name (and job title, if required), leave 4 blank spaces for your handwritten or email signature.
So, with all that taken care of, go ahead and mail your letter however you need to. Also, if you need customizable letters when having to release information about meetings, employees, updates, or whatever else, feel free to download our Information Letter Templates!
What is a letter?
It is a document to conduct a written exchange between you and a recipient, used for both casual and formal purposes.
Why should I use a letter to share important information?
A letter’s simplicity is suitable for practicing formal and professional correspondence, which includes sharing vital data and information.
What orientation layout is a letter written in?
Letters should be written in a portrait layout.
What are the basic contents of an information letter?
- Title/main header
- Date of writing
- Intended recipient’s name and address
- Formal salutation
- Main dialog (containing the shared information)
- Formal valediction
- Writer’s name and signature
What are some examples of valedictions to use in an information letter?
You can go with “Regards,” “Sincerely,” “Yours truly,” or “Yours sincerely,” as professional valedictions for an information letter.