A letter is a form of written or printed communication exchanged between two or more entities. There are two types of letters, namely personal letters, and business letters. Personal letters are commonly exchanged between families and acquaintances. Some examples are love letters and thank you letters written in an informal yet personalized manner. On the other hand, business letters are commonly used in formal transactions. Some examples which fall into this category are recommendation letters, employment or resignation letters, and request letters.
People write letters to express their feelings and intentions towards another person or organization. Any letter is meant to inform, thus it must convey the exact tone in a convincing manner. Whatever the purposes may be, it's highly suggested that you follow certain formats or rules to come up with a simple letter.
1. Identify the Recipient
It's a topmost requirement in letter writing that you know the receiver of your message and their corresponding mailing address. The letter will successfully be delivered if you provide the correct details to avoid any miscommunication. Make sure that your receiver information has the correct spelling and contact information. It's also recommended that you indicate the person's exact title or company position when writing business letters.
2. Determine the Purpose of the Letter
Your intentions in writing the letter could be for business or for personal reasons. Use the correct tone and format whenever you write the letter. Clarify your purpose that you'll also know what kind of writing format to use. Letter formats include block, modified, and semi-block format. Draft the body of the letter and review so that you will have enough room for improvement.
3. Write the Letter Professionally
When writing a letter, make sure that you state your purpose directly, especially in business settings. Stop beating around the bush because your aim is to attract the attention of your receiver. However, when writing a personal message like in a friendly letter, you may use a creative approach to conveying your message. Above all, always use a respectful and professional tone to foster a smooth exchange of messages.
4. Arrange the Information Logically
Any letter has its corresponding parts that serve as a format and guide for both the sender and receiver. The parts are as follows; the sender's address, date, inside address, salutation, body, closing, enclosures, and typist initials. The information within your letter must be arranged correctly to avoid misunderstandings. While writing an employee letter always review the content from start to end once you are done with it.
5. Send the Letter to the Recipient
Recent studies conducted by the US Postal Service show that over the past decade, the number of first-class mail items sent through them has dropped by more than 50%. This indicates that people in this generation opt to send electronic mails with verified email signatures. This doesn't mean you can't send your letters through email; you still can because the choice is up to you. Emails offer convenience and swift transactions, while snail mails offer a feeling of uniqueness and originality.