Writing a letter is one of the oldest and most personal ways to communicate. Even today, when emails and messages are so common, letters still hold a special place. A well-written letter can express your thoughts, feelings, or intentions in a clear and meaningful way. It can make someone feel respected, valued, or appreciated.
Many people think writing a letter is difficult, but it’s actually quite simple once you understand the structure. Whether it’s a formal letter to a company, a job application, or a personal message to a friend, all letters follow a similar pattern. You just need to know what to say, how to say it, and how to make it look professional or personal depending on the purpose.
In this guide, you’ll learn step-by-step how to write a letter properly. You’ll also find a sample letter at the end to help you get started easily. Let’s begin with the basics.
How to Write a Letter
Here’s how to write a letter properly:
1. Start with the Right Format
Before writing your letter, decide if it’s formal or informal. A formal letter is written to a company, boss, teacher, or any professional person. It should be polite, structured, and free from casual language. An informal letter is written to a friend or family member, and it can be more relaxed and friendly.
In a formal letter, you should include:
- Your address at the top right or left corner.
- The date just below your address.
- The recipient’s name and address below that.
- A polite greeting such as “Dear Sir/Madam” or “Dear Mr. Ahmed.”
In an informal letter, you can simply start with “Dear Ali” or “Hi Sarah.” The structure is less strict, but it’s still good to keep it neat.
2. Write a Clear Opening
The first paragraph of your letter sets the tone. Start by clearly stating why you are writing. Be polite and to the point. For example, if you are writing to request something, say it in a respectful way:
“I am writing to request a copy of my exam certificate issued in 2024.”
If you’re writing a personal letter, your opening can be more warm and friendly, like:
“I hope you’re doing well. It’s been a long time since we last met.”
The goal is to let the reader immediately understand the purpose of your letter without any confusion.
3. Explain Your Main Message
The second part of the letter is where you give details about your message. Write in short, clear sentences and use simple words. Avoid long, confusing sentences. If you’re making a request, explain why you need it. If you’re sharing news, give a few details to make it meaningful.
For example:
“I recently moved to a new address, and I would like you to update my records accordingly.”
For personal letters, you might say:
“I just wanted to tell you that I got a new job, and I’m really excited about it.”
Keep this section honest and natural. Don’t try to use difficult vocabulary; just write the way you would speak politely.
4. End with a Strong Closing
Your final paragraph should wrap up your letter in a positive way. In a formal letter, you can write something like:
“I would be grateful if you could respond at your earliest convenience.”
Or if you’re applying for a job:
“Thank you for considering my application. I look forward to hearing from you.”
In personal letters, you can end with:
“Take care of yourself and write back soon.” or “Looking forward to seeing you soon.”
After that, add a closing phrase such as:
- Yours sincerely (if you know the person’s name)
- Yours faithfully (if you don’t know the person’s name)
- Best regards (for semi-formal use)
- Warm wishes (for personal letters)
Finally, sign your name at the end.
5. Review Before Sending
Before sending your letter, always read it once or twice. Check spelling, grammar, and punctuation. Make sure your sentences are polite and clear. Also, ensure that your letter has all the important parts: address, date, greeting, body, closing, and signature.
If it’s a formal letter, try to keep it one page long. Short letters are usually more effective than long ones. For personal letters, you can write freely as long as it feels genuine.
Sample Letter
Your Name
Your Address
City, Postal Code
Date
Recipient’s Name
Recipient’s Position
Company/Organization Name
Address
Dear Mr. Khan,
I am writing to request a copy of my employment certificate from ABC Company. I worked as a Sales Assistant from January 2021 to December 2023. I need the certificate to attach with my new job application.
I would appreciate it if you could send me a scanned copy by email or inform me when I can collect it in person. Please let me know if you require any additional information from my side.
Thank you very much for your time and assistance. I look forward to your positive response.
Yours sincerely,
[Your Signature]
Your Name
FAQs about How to Write a Letter
Writing a letter is easy when you know the structure, but many people still have questions. Here are some of the most common ones.
1. What are the main parts of a letter?
A proper letter includes the sender’s address, date, recipient’s address, greeting, main body, closing, and signature. These parts make your letter complete and professional.
2. How long should a letter be?
A good letter should be short and clear. One page is usually enough for most purposes. Only write longer if it’s necessary to explain your point.
3. What is the difference between a formal and informal letter?
A formal letter is written for official or business purposes. It uses polite and professional language. An informal letter is written to friends or relatives and has a more relaxed, friendly tone.
4. Can I type a letter instead of writing it by hand?
Yes. In fact, formal letters are often typed to look neat and professional. However, personal letters can be handwritten, which adds a personal touch and feels more heartfelt.
5. How do I make my letter sound polite?
Use kind words and show respect. Avoid commands or harsh language. Start with a greeting, use “please” and “thank you,” and end with a polite closing.
Writing a letter is not just about following rules—it’s about communicating clearly and respectfully. Once you learn the basics, you’ll find that writing letters can be both simple and enjoyable. Whether you’re applying for a job, contacting an organization, or just saying hello to an old friend, a well-written letter can leave a lasting impression.
Related:
