How to Write a Letter

How to Write a Letter

In the age and contact forms, writing a letter may seem like an ancient ritual that is practiced only by those of earlier generations (like mom and dad), but there are many rewards to sitting down and expressing yourself on paper. Whether you are sending a quick note to a friend to say hello or composing a business letter to an authority figure, writing a letter shows effort, respect and care for others.
Steps

   1.Provide the context of the letter. Put all the information that the reader will want to know at the beginning of the letter, before you even begin to write the body. If you're writing to a close friend, you won't need much except the date, which will help your friend remember when it was received. If you're writing a business letter, on the other hand, the reader may not even know who wrote the letter (if an assistant threw the envelopes away before passing along the letters). The arrangement of this information depends on the type of letter you're writing, but as long as you provide it neatly and completely, you should be fine:

          * Your address, sometimes including contact information; some people prefer to write this out at the bottom of the letter, under the signature and printed name. This can also go at the top as a letterhead.
          * The recipient's name, address, contact information; in business letters, this can be referred to as the "inside address"; if you don't know the recipient's title (Ms., Mrs., Mr., or Dr.) on the side of caution--use Ms. or Dr. if you think it might apply;[1] use your country's address; if the inside address is in another country, write that country's name in capital letters as the last line.
          * The date
          * A subject line, usually beginning with "Re:" (e.g. Re: Graduation application #4487)
   2.Start with a proper greeting. The opening should begin at the left side of the page, not the middle or up against the right side of the sheet. The most common opening is "Dear" followed by the person's first name and a comma. For a more casual greeting, you can write "Hello (name)," or "Hey (name)," but if the letter is formal, use the recipient's last name and a colon instead of a comma (e.g. "Dear Mr. Johnson:". Sometimes, if you don't know the recipient's name, you can write "To Whom It May Concern:" If you don't know the person's gender, write out his or her full name to avoid using “Mr.” or “Ms.” (e.g. Dear Taylor Johnson:).
   3.Write an opening paragraph. Tailor your opening to the recipient. For example, if the letter is casual, you can begin with, "What's up?" or "How's it going?" Otherwise, a simple "How are you?" is fine. If it is a business letter, be direct about why you are writing the letter. Summarize your intentions and be sure to write clearly so that the reader will understand you.
   4. Construct the body of the letter. This is the part that will really be unique to each letter. Most business letters should be no more than two pages long, but casual letters can be as long or as short as you want them to be. No matter who the recipient is, try not to ramble. Keep each paragraph engaging.
   5.Use the closing paragraph to indicate the type of response you are seeking. If you would like a letter in return, you can write, "Please write when you have a chance" or, if you prefer a phone call/email, write "Call me soon." or "Email me some time".
   6.Include a closing such as "Love always" ,"Cheers", "Sincerely", "Talk soon", or "Look forward to seeing you soon". Again, choose your closing based on the recipient and the level of formality. The closing can be aligned on the left or the right side of the page. In business letters, stick with "Regards," or "Respectfully," and sign your name underneath. Then print your name under the signature.
   7.Address your envelope. Your address should be written on the front of the envelope in the upper left hand corner or on the back. The recipient's address must be on the front of the envelope, right in the middle. Fold your letter in any way you would like, but just be sure that it will fit into the envelope. Put your letter in the envelope, seal it, stamp it, and send it off.
          * November 2008
          * Umberto DiGeno
          * Piazza San Marco
          * Venezia, Italia
          * Dear Mr. Bigena,
          * You were very wonderful in showing me around your "big city". It was very beautiful. Your family is wonderful and very welcoming. Thank you also for teaching me some Italian so I could speak a little while I finished my business trip around Italy. My time in Venice was amazing and just about the only time I could actually get a little rest. The rest of my trip was busy, but I still enjoyed it immensely just because I was in Italy.
          * I would like to propose to you a trip for you and your family to my home in London, England. I know London very well and can show you the best places to eat, visit, and sleep, although you are very welcome at my house. I am sure you would like a break from your hard work. I could show you sights like Big Ben and Parliament, and Buckingham Palace. I could also show you, your wife, and your children what my law office looks like and we could perhaps meet someone special... but I won't say who.
          * I do hope you are able to attend. Don't worry about the cost. I will pay for the entire trip. It's the least I could do for your amazing hospitality towards me. Please write back if you would like to visit.
          * Yours truly,
          * Mike Ellis

 Tips


    * Use an appropriate register (level of formality). If it is a formal letter, such as an official complaint, use formal and polite language. If you are just writing to a friend, feel free to be informal or use abbreviations and slang.
    * If you have illegible handwriting (or think that you might), save the recipient the trouble of decoding it and type it. You may want to type it regardless, considering that the recipient may appreciate it. If you find that you write better by hand, you can type it after you are finished.

 Warnings


    * The US Postal Service generally prefers if you do not decorate the front of the envelope, as it can interfere with the mailing system. If you want to draw pictures, use stamps or stick stickers, place them on the back of the envelope. Check with the preferences in your own country.
    * Be especially cautious in what you say in a formal letter, and try to be as diplomatic as possible. This is especially true in complaint letters, where you do not want to anger the reader as it may result in unsavory consequences. If you are especially nice, you may trigger more generosity, but if you go overboard, you may trigger awkwardness.
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