How to Write a Letter
How to Write a Letter

How to Write a Letter

Knowing how to write a letter is mandatory for everyone. It is not just an extra value for the web writer who knows his work well, but it is an indispensable step for your daily life. You must know how to write a letter, be it resignation letter, invitation letter, etc. Not just necessarily on paper.

But you need to know the structure, even when writing a letter to the computer. A basic outline that indicates the points to be identified as such. For example the header, the subject, the recipient with the people you want to reach. That is the target.


Because how to write a letter has the goal which is central: who do you want to reach? The risk of delivering an inadequate letter is obvious, the confusion between formal and informal letter is likely to blow up the references.


How to write a Formal Letter


Before addressing the basic topic – how to write a letter – it is right to clarify what its role is.


When is this kind of correspondence used? In the event that there is no confidence between the writer and the reader, especially when you want to communicate with a public administration. The composition of the formal letter is essential when you have to write to some government employee or officer, a public body or a company.


In reality, this is not the only useful solution. When I write a letter to an address with which I already have reported but not too developed, or which claims a certain detachment, I can think of a semi-formal letter. You can write an informal letter to people you know and who have clear relationships with you.


That is without schemes and settings. But at this juncture, the focus is elsewhere: how to write a letter? Here’s all you need to know.


How to Address a Letter


Setting a formal letter has a point to follow: clarity. As a consequence, you have to proceed in such a way as to favour the synthesis and the good structure of the text. Without forgetting readability as fluid and direct writing.


You have to write to get yourself read, without confusing the formal letter with a bureaucratic exercise. This is not the ideal place, even if one often falls into error.


The reason is simple: often how to write a letter takes a back seat to leave room for the self-importance of the form. The rules of effective writing are not respected, but an attempt is made to impose the separation of the office-bearer.


A style that creates distance between the writer and the reader. How to write a letter means reaching the goal: making yourself understood through compliance with the rules.


How to Address a Business Envelope


This is the first doubt how much you ask yourself how to write a formal, commercial or registered letter: where to put the sender and recipient on the envelope?


The answer is simple, first of all, because to fill out an envelope you don’t have to make a difference between commercial or private mail. The rules for completing the work are the same. But where to write sender and recipient on an envelope is a question for starters?


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Front Side: addressee and stamp


In this section of the envelope, you need to paste the stamp in the upper right corner and insert the recipient below. How to compile everything? Name or business name, address, street number, and country with ZIP code are mandatory to be mentioned.


How to write a letter
How to write a letter


Be precise and use legible writing. Priority mail stamps must be placed in the upper corner of the front side of the envelope. So where to write the recipient? The answer is, On the main section with the stamp.


Rear Side: Sender Address 


How to fill out an envelope to be sent before writing a letter? You must also add the sender address because in this way the envelope can come back in case of problems. And let the recipient of who the letter you wrote be immediately understood.

How to write a letter
How to write a letter


Where to add the author of the shipment? Above, on a single line or with multiple passes. Here to remember to write your name, surname, address, zip code, city and country.


Sender and recipient in a letter


The sender and the recipient write to each other on the envelope, but on a formal letter, they are also inserted on the sheet containing the message.


Where to enter the sender?


It should be located at the top left. If it is a letterhead you have all the information, otherwise you must enter your name and surname or company name with destination logo and address. The recipient is at the bottom, right-aligned, below the place and date.


Here you must add the name or company name of the person receiving the letter. You can also put more than one recipient and you should add a title, or perhaps a more pompous formula (which I don’t like but sometimes is necessary) as “to get the kind of attention”.


One of the most used formulas when writing a letter to multiple recipients. The word “for knowledge” indicates the need to send a letter that is addressed to more people, one or more not directly involved but interested in communication. Here’s how to write a letter to multiple recipients.


This is the formula to add an address only “for knowledge”. If you want to write a formal letter to several recipients, some of whom are interested only in communication, this is the solution to use.


Mention Place and Date of Writing in the Letter


Between the sender aligned to the left (first element of the letter) and the recipient on the right, you must enter the place and date of the writing. How to define these elements?


To create a letter, first mention the place, then a comma and finally the date that can be written in different ways. The solution dd / mm / yyyy may be fine.


How to write an official letter
How to write an official letter


Personal Envelope Format mentioning the subject and references of the communication?

In a formal letter, and especially in commercial ones, it may be useful to insert the subject. Just like in the email, the structure of a formal letter calls into question simplicity and efficiency.


Putting an immediate summary of the theme addressed in the body of how to write a letter supports the reader contextualizes. Better to announce the content, make it clear right away what you want.


Before the subject in the letter, you can also insert references. That is the data that allows you to find a previous postal communication.


In this way, reading a formal letter, perhaps a commercial one, becomes simple and immediate. Always place the reader, the recipient, at the centre.


Start a Letter: Opening Format


How do you start a formal letter after the subject? With a standard format that allows the sender to break the ice, to present himself to the recipient’s attention in a  polite and reasonable manner. The right body of a letter?


How to write a letter
How to write a letter


Always difficult to start an official communication, how to write a letter may be to ask for information? Here are some solutions to consider:


  • In response to the previous letter
  • As per agreements
  • As anticipated by telephone
  • We hereby inform you that
  • In reference to your / your request


All this without forgetting the typical body of a formal letter, don’t use a terrifying or horrible starting.


These combinations, in a communication, precede the recipient’s name. The good layout of a formal letter must consider these steps.


How to Write the Body of the Letter


Here is the content of the message. How to write a letter? As pointed out above, you must aim for simplicity and good communication.


There is no need to be official without reason, you have to make yourself understood and not increase the distance between the writer and the reader. Especially if you have to write an informal letter. Keep it simple and to the point.


What to avoid in the body of the letter?


How to write a letter that works? Do not use specialized or technical language – unless required and understood – and periods that are too long, use simple words and short sentences, re-read the text to correct misspellings.


The closing format for a letter


You wrote your business letter, you set up an opening and a good body. Now you have to close the text so you have to choose a format that can greet the recipients in the right way. But how do you close a formal letter? There are solutions designed specifically for those who must end a communication:


  • Best regards or Yours faithfully.
  • Awaiting your reply, we send cordial greetings.
  • Looking forward to your kind reply, I extend my best regards.
  • Thank you for your attention, best regards.
  • Awaiting your reply, I send you my best regards.
  • Thanking you in advance for your availability, I extend my best regards.
  • There is no doubt, the closure of a formal letter is an example of practice capable of making the writer used to conclude with a call to action and direct greetings shudder.


The closing format for a letter
The closing format for a letter


But I remember that this is a formal letter, an example of communication to a Government official, a principal or a public body capable of going beyond particularism. It can also be used for a business letter or to send a letter to an institution, a university.


Author’s Signature, Date and Post Scriptum [PS]


The title Personal Envelope Format is incomplete without the author’s signature and Post Scriptum (PS). The author’s signature in a formal letter is located at the bottom right, after the conclusions. It is characterized by the name and surname of the author, but also by useful references for possible contacts. Like the phone number, physical address, and email.


So they know where to find you and contact you. Before the postscript was essential because it allowed adding text to the letter. With handwriting, it was important to have this solution, but with word processing, it takes a back seat.

How to Write the Body of the Letter
How to Write the Body of the Letter


In any case, the Post Scriptum (abbreviated PS) can be taken into consideration to add a section not strictly related to the subject of the letter. Remember that before the signature it is necessary to also enter the date of writing.


Attachments to the letter and initials of the author


At the bottom, left are inserted attachments and initials of the author and typist. The attachments are documents already mentioned in the text that gives the reader the possibility to go deeper into a passage. The initials are found under this last point.


These elements follow a rule: uppercase initials of the author, hyphen, initials in lowercase of the typist.


Your formal letter is now closed


Formal letter structure, an example


These are the indispensable elements of a formal letter, but what is the structure of this communication? Here is an example that takes into account all the points listed, and which shows the basic setting of a letter to be used for official communications such as a principal or a prefect.


Formal letter structure
Formal letter structure


As you can see from this example of a formal letter there is a basic structure to be respected. It is not difficult to set up a letter for commercial communication, you just have to enter the points listed respecting an alternation established.


Some elements go to the right, others to the left. I recommend: the text must be aligned with the flag. That is, everything to the left so you preserve legibility.



Personal Envelope Format formally and informally? The answer has already been given, but there is a further step: the envelope that allows the content to travel.

Now you will have to fill in the envelope of the letter so that it should be delivered correctly,  but what are the essential data? Here is a useful outline, a format for writing an envelope for your letter.

This is the front of the envelope. The backside has the tongue-Glue for closing, and it is precisely on this triangle that seals the correspondence that you must enter the data of the sender. Are they really necessary?

The recipient is necessary, but is the sender required in a letter? No, but if you need then you can. In this way, the Letter can be sent back to you in case of any problems.

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