How to Write a Letter? - A Simple Guide
Table of Content
Letter writing is a timeless way to communicate your thoughts and ideas. It involves various types, such as personal, formal, and informal letters, each with its format and style. Personal letters are used to share news and feelings with friends and family, while formal letters are used for professional or official purposes. Learning the correct format and style for each type helps you convey your message clearly and effectively.
At Vedantu, we provide detailed resources and examples to help you master letter writing. Explore our materials to understand different types of letters and practice writing them yourself. With our guidance, you’ll improve your skills and write with confidence.
What is Letter Writing and its Types
With the advent of modern technology, it is true that writing letters is not something that is seen anymore. However, it remains a hobby for a lot of people, and while physically writing letters on paper has become outdated, emails have taken their place. Emails are simply letters written over an electronic medium.
Emails need to be written with the utmost care since they are mostly used for formal communication. Very infrequently can official emails have a hint of informality in them, which is why it is important to know how to write a letter.
Types of Letter Writing
Based on the tone and the requirement, there are different kinds of letters. Each of them follows a certain kind of format. These are:
Formal letters
Semi-formal letters
Informal letters
Formal Letters
Formal or business letters are specifically designed for professional or official use. They must be precise, crisp, and to the point. It is important to adhere to specific formatting guidelines because these letters are processed through official communication channels. The language used in formal letters is more professional compared to informal ones. The format includes additional elements such as the 'Receiver’s Address,' 'Subject,' and 'Signature,' along with the standard sections. For a comprehensive guide on formal letter writing, check out our section on Formal Letter Writing in English.
Semi-formal Letters
These are letters that are not as formal in tone, but also not completely informal. For example, these are letters that are circulated within companies officially but may be addressed to juniors or colleagues, hence they have a subtle tone of informality or friendliness.
Informal Letters
Writing letters to friends and family often takes a conversational style, making them feel spontaneous and personal. Unlike formal letters, informal letters allow the use of casual language, but it’s still important to keep the writing coherent and clear. Even though these letters are personal and relaxed, attention to spelling, punctuation, and grammar remains essential.
An informal letter typically follows a basic format: it includes the sender’s address, the date, a greeting, the body of the letter, a closing phrase, and the signature. For detailed guidance on crafting an informal letter, visit our page on Informal Letter Format.
Contents of a Letter
1. Writer’s Address
In this section, the writer of the letter must write his/her complete address along with the zip code. This address is important in the case of all kinds of letters as it enables the receiver to reply and understand where the letter is from. In case the letter gets lost in transit, this address can be used for the return. The designation of the sender is only written in the formal letters.
2. Date
Succeeding the space after the sender’s address comes to the date on which the letter is written/sent. This is also to be included in all letters irrespective of their nature. One may choose any format out of the two mentioned below to record the date in the letter-
DD/MM/YY : 24th August, 20XX
MM/DD/YY : August 24th, 20XX3.
3. Recipient Name and Address
The receivers’ address is the corresponding address of the person to whom the letter is written. It is put after the date of informal letters. As personal letters are sent to acquaintances, receivers’ addresses are only mentioned on the envelope carrying the letter. This also needs to be mentioned in all letters.
4. Subject
A Subject displays the purpose of writing in a few words. It helps the recipient to comprehend the aim of your letter. It is written with the word subject and is written directly after the receivers’ address. The subject should be very clear and precise and not more than 10 words.
For example - If you want to write a letter to complain about the delay in service-
Subject- Complaint about the delay in service delivery.
The subject is usually the part of the formal and semi-formal letters as it can be in correspondence to the last letter or to someone the sender knows.
5. Salutation
A salutation is a formal or informal greeting to the recipient of the letter. It varies depending on the relationship between the sender and the receiver of the letter. It usually starts with the word ‘Dear’ followed by the title (Ms/Mrs/Mr/Dr) and the first name of the receiver (if known).
Examples-For relatives and friends- Dear (informal or semi-formal)
For formal acquaintances- Sir/Mam (semi-formal or formal)
For someone of higher post- Respected Mam/ Sir (only formal)
6. Body of the Letter
The body is the most important aspect of the letter. It is important because it consists of the crux of the matter. It basically includes the message the sender wants to convey. While the body of a personal letter can be lengthy and detailed containing all the feelings, news, and all the information on a personal front, it is advised to use precise language so that the reader gets clear information.
There can be three sub-parts of the body of a formal letter -An introductory paragraph stating the main point, A middle paragraph explaining the importance/need of writing a letter. Concluding paragraph restating the purpose of the letter and requesting for some action. Usually, formal and semi-formal letters have smaller bodies in comparison to informal letters.
The paragraphs of the body must be intentional depending upon the style chosen. The last line must be mentioned where you thank the person for his or her time to read the letter and take appropriate action if necessary.
Tip-Be sure to leave a line between the salutation and introductory paragraph and also between the concluding paragraph and closure. Margins must be left on all four sides of the letter. It creates an attractive appearance to the letter.
7. Closing Salutation
The letter must have a greeting followed by the full name of the sender if the letter is formal or just the first name in an informal letter.
For example-
Thanks & Regards- Formal
Respectfully- Formal and Informal
Yours Sincerely- Formal
Yours Lovingly- Informal
This is how you can format a letter. Check the type of letter and choose the right format to write it down. Learn from the experts of Vedantu about how to compile a letter in a simpler and better way to score more in the exams.
Sample Letters for Writing a Letter
Explore various simple samples for writing a letter to your friend about your school. For more details on different letter types and formats, check out our article on Letter Writing.
Sample 1 - Formal Letter
(Your Address)
(City, State, ZIP Code)
(Email Address)
(Date)
(Recipient's Name)
(Recipient's Position)
(Company/Organization Name)
(Address)
(City, State, ZIP Code)
Dear (Recipient's Name),
I am writing to express my interest in the (Job Title) position listed on your company’s website. With a (specific degree or qualification) and (number) years of experience in (related field), I am confident in my ability to contribute effectively to your team.
During my previous role at (Previous Company), I successfully (mention a relevant achievement or responsibility). I am particularly drawn to (Company/Organization Name) because of (mention a specific reason related to the company’s values, projects, or reputation).
Enclosed with this letter is my resume and cover letter, which provide more details about my professional background. I would appreciate the opportunity to discuss my application further and am available for an interview at your convenience.
Thank you for considering my application. I look forward to the possibility of working with your esteemed company.
Sincerely,
(Your Full Name)
Sample 2 - Semi-Formal Letter
(Your Address)
(Date)
Dear (Recipient's Name),
I hope this letter finds you well. I am following up on our recent (Project/Task/Topic) discussions. I’ve been reflecting on the ideas we talked about and have developed a few additional thoughts that I think could be beneficial.
In particular, I believe that incorporating (specific suggestion or idea) could enhance (specific aspect of the project or task). I am keen to share these ideas with you and would appreciate it if we could set up a time to discuss them in detail.
Please let me know your availability for a meeting. I am flexible and can adjust to fit your schedule.
Thank you for your time, and I look forward to our conversation.
Best regards,
(Your First Name)
Sample 3 - Informal Letter
(Your Address)
(Date)
Hi (Friend's Name),
I hope you’re doing well and enjoying your time! I wanted to share some exciting news about our school. We recently had an amazing school fair where we had a lot of fun. There were games, delicious food, and great performances. I thought you would have enjoyed it!
Also, I’ve started a new club at school—(Club Name). We meet every (day of the week) after school and work on (describe activities). It’s been a lot of fun, and I’m learning so much.
How have things been with you? I’d love to hear about any new updates or adventures you’ve had. Let’s catch up soon and maybe even plan a visit.
Take care,
(Your Name)
Test your Knowledge: Letter Writing
Task 1 - Write an Enquiry Letter: Draft an enquiry letter to a local bookshop asking about the availability of a specific book and details on pricing and delivery options.
Task 2 - Respond to an Enquiry: Write a response to an enquiry letter from a customer interested in your school’s after-school programs, providing information about the activities, schedule, and fees.
Task 3 - Request Information: Create an enquiry letter to a travel agency asking for details about a summer holiday package, including costs, itinerary, and accommodation options.
Now check out if you got them all right from the answers below:
Task 1 - Write an Enquiry Letter:
Date: 14 August 2024
To:
ABC Bookstore
456 Book Lane
City, State, ZIP Code
Dear Sir/Madam,
I hope this message finds you well. I am writing to enquire about the availability of the book "The Great Adventures" by John Doe. I am very interested in purchasing this book and would like to know if it is currently in stock at your bookshop.
Could you please provide information on the price of the book? Additionally, if the book is available, I would appreciate details about your delivery options, including any associated costs and estimated delivery times.
Thank you for your assistance. I look forward to your response.
Sincerely,
Alex Johnson
Task 2 - Respond to an Enquiry:
Date: 14 August 2024
To:
Emma Brown
789 School Road
City, State, ZIP Code
Dear Emma,
Thank you for reaching out to us about our after-school programs. We are pleased to offer a range of activities for students, including art classes, sports teams, and a science club. Our programs run from 3:30 PM to 5:30 PM, Monday through Friday, providing a variety of enriching options for students.
The monthly fee for participating in any of these activities is £50. This fee covers all materials and resources needed for the programs. If you are interested in any specific activity or have additional questions, please let us know.
We would be happy to assist you further and help with the enrolment process if you decide to join.
Best regards,
Michael Lee
Task 3 - Request Information:
Date: 14 August 2024
To:
Sunny Travel Agency
101 Holiday Avenue
City, State, ZIP Code
Dear Sir/Madam,
I hope you are well. I am considering booking a summer holiday through your agency and would like more information about the packages you offer. Specifically, I am interested in learning about the costs associated with your holiday packages, the details of the itineraries, and the types of accommodations included.
Could you please provide a brochure or a detailed description of your available packages? Additionally, I would appreciate any information on booking procedures and deadlines.
Thank you in advance for your assistance. I look forward to hearing from you soon.
Best regards,
Lena Smith
Takeaways from this Page
On this page, you learned how to write different types of letters, including formal and informal ones. We covered the key parts of a letter, such as the date, greeting, main message, closing, and signature. You also saw sample letters to understand how to use these formats. There were tips on writing enquiry letters and practice tasks to test your skills. For more details and examples, check out the additional resources.
Find More Sample Letters: Writing Letter to your Friend
More Samples of Formal Letters in English
FAQs on Letter Writing: Formats and Tips for Effective Communication
1. Why letters should be Concise?
Nothing more is harmful to good communication than an over-explanation which may result in not conveying the exact point. Before writing a letter one should be completely aware of what one wants to convey. All the facts and points should be Informal letters especially one must not write unnecessary sentences. To the point, information or inquiry is the prerequisite of business correspondence. Long illustrations and elaboration must be avoided at all costs.
2. Can letters be sent to local officials?
Yes, while email is still the primary source of communication for official channels now, it is completely possible for someone to actually draft a written letter to local officials as well. It has been seen that most of the time, in order to settle local problems or to apply for some form of documentation, a written letter is a necessity. In that case, the formal format needs to be followed strictly. The points in the letter need to be sharp and to the point without any additional information.
3. What kind of letter should be sent to someone from the same company?
This would depend on who the person is and what their rank or position is in relation to the rank or position of the sender. If they are within the same rank or at least in close context to the same position, then a semi-formal letter can suffice. However, if the receiver is considerably higher in rank than the sender, it needs to only be a formal letter. For example, letters regarding promotions and resignations need to be formal. Letters regarding work updates and help with files can be semi-formal.
4. A letter to grandparents should follow which format?
This should be an informal letter. Grandparents are very close people who share a loving bond with their grandchildren. Writing to them in a formal tone can come across as rude, curt, or impolite. For someone of a grandparent’s stature, the letter needs to have a tone of respect for the elderly, but it also needs to be informed enough so that the familiarity and closeness that is shared in the family can come through clearly. However, closing salutations may or may not be made formal.
5. Why is it important for both letters and emails to follow a format?
Even if letters are not benign written on paper, it is important to keep in mind that the format of a letter sets its tone. Whether it be a handwritten letter or an email, it needs to express its purpose. If a formal email is sent without adhering to guidelines, most probably the request it expresses will be rejected and the receiver will form a negative opinion about the sender. Similarly, if informal emails are overly formalised, the receiver may feel annoyed.
6. A letter mourning someone’s demise should follow which format?
Usually, such letters are sent out for funerals, and they have a very solemn tone. These can neither be overly formal nor overly informal. In case they are overly formal, it would seem to mock the memory of the deceased person. For an overly informal tone, it would be akin to not mourning the deceased person. A very subtle semi-formal format needs to be followed here, so the message goes through in a respective but also somber manner. Closing salutation could be “Condolences” or “In Mourning”.
7. What is the Letter Writing Format?
The Letter Writing Format includes the date, greeting, body, closing, and signature. It helps structure your letter clearly and effectively.
8. How do I find Letter Writing Examples?
You can find Letter Writing Examples in books, online resources, or educational websites. These examples show different styles and formats for various purposes.
9. How to Write Letter Writing?
To write a letter, start with the date, add a greeting, write the main message, include a closing phrase, and finish with your signature. Follow the correct format for the type of letter.
10. What is Letter Writing?
Letter Writing is the process of sending written messages to communicate ideas, requests, or information. It can be formal or informal depending on the context.
11. What are the Types of Letter Writing?
Types Of Letter Writing include formal letters, informal letters, business letters, and personal letters. Each type has a specific format and purpose.
12. What is the Letter Writing Format used for formal letters?
The Letter Writing Format for formal letters includes the date, recipient’s address, salutation, body, closing, and signature. It ensures professionalism and clarity.
13. Can you show me Letter Writing Examples for informal letters?
Yes, Letter Writing Examples for informal letters can be found in personal blogs or educational sites. These examples help you see how to write friendly and casual messages.
14. How to Write Letter Writing for a business enquiry?
To write a business enquiry letter, start with the date, address the recipient formally, state your enquiry clearly, and end with a polite closing. Follow the Letter Writing Format for professionalism.
15. What is Letter Writing for official purposes?
Letter Writing for official purposes involves writing formal letters for business, government, or academic communication. It follows a specific format to ensure clarity and professionalism.
16. What are the common Types of Letter Writing?
Common Types Of Letter Writing include job application letters, complaint letters, invitation letters, and thank-you letters. Each type has a unique format and style.
17. Where can I find more Letter Writing Examples?
More Letter Writing Examples can be found in writing guides, educational websites, and sample letter collections. These resources help you understand different letter formats and styles.
18. How to Write Letter Writing for a personal request?
To write a letter for a personal request, use the standard Letter Writing Format: start with the date, address the recipient warmly, clearly state your request, and end with a friendly closing.
