A letter is a record of information, an important means of communicating with people, a piece of paper which bears the personality of the writer. There are so many different definitions. It can be used to keep in touch with people, to make enquiries, to apply for jobs, to make complaints, to convey news, to carry out business transactions, etc. In this article, we will review three types of letters – formal, reference and persuasive one. Each of them has a different structure, characteristics, and purpose. Let’s dive in and find out how to write a letter once and for all.
How to Write a Formal Letter
What is basically a formal letter? It is a type of letter which is written to business or government organizations, formal authority or individuals who hold an official position in an organization. A letter of application, email to your boss or complaint letter are also official papers. If you ever wondered how to write my paper or how to write a business letter, here are some tips for you.
They differ from a personal one in that the inside address or the receiver’s address is included within a formal letter. In a business setting, the person may not have sufficient time to read a long text, therefore it must be direct, short and to the point. You need to use precise vocabulary, accurate grammar, and logical structure.
Do not forget that contractions should never be used in formal texts. Always use “I am”, not “I’m”. Avoid using slang and use a polite tone while writing. Be formal and firm but never be rude. Let’s take a look at the format of the text.
The first part is heading. It consists of the sender’s complete address followed by the date. The next line is an inside address. It includes the person’s official designation in the company and the department they work in. Then, you need to write a salutation. Greeting depends on how well-acquainted the sender is. Such salutation as “Dear Sir or Madam, Dear Sirs” is used for a person who is not known to the sender. The salutation “Dear”, followed by a person’s name is used for a person known for a sender. The greeting “Sir” is also used is used in letters addressed to the editor of a newspaper.
The subject line follows the salutation and introduces the topic of the letter. It must be brief, preferably consisting of one sentence. The body paragraph consists of the introduction, the main message and the conclusion. And the final part is the subscription or complimentary closing. It depends on the salutation used in the formal letter. “Yours faithfully” is used when the greeting is “Dear Sir or Madam”. The subscription “yours sincerely” is for the salutation with the recipience name. Do not forget to include the signature and your name.
How to Write a Reference Letter
At some point in life, you are going to write a reference letter. Use the following basic outline to make it easier and faster.
You have already learned how to write a business letter. In the reference one the first paragraph is the same – “Dear (name)”, if known the recipient, if you do not, then you will write “Dear Sir or Madam”. No surprises her. In the opening paragraph or the first couple of lines, you want to introduce yourself. Brief two sentences will be enough to explain the position you are taking and your relationship to the candidate.
Your next paragraph should confirm the facts about the candidate. If it is a reference for a job applicant, you need to include the job title of the candidate and role within the company, his/her leaving salary, the relevant dates, which the person was employed from and until. Be sure to confirm the person’s academic grades, if it is a reference letter for an academic course.
In the final paragraph, you need to provide your personal judgement upon the skills and qualities of the candidates. Single out the candidate’s exceptional qualities. Write about the enthusiasm and the ability to lead. “I would gladly reemploy this candidate” is a great way to finish the third paragraph. In the fourth paragraph, you need to show the examples and achievements of the work done. Close the reference letter on a positive note, include your contact details too.
You have already known how to end a business letter and what to choose “yours sincerely” or “yours faithfully”.
How to Write a Persuasive Letter
In writing a persuasive paper, the preparation is just as important as writing the letter itself. Before you begin, take a clean sheet of paper and write down the answers to three questions – who are you writing to, what you want them to do and what they need to know in order for that to be in their best interest.
Whether it is something as simple as suggesting a menu change to school lunches or as important as saving an endangered animal, you need to state your point of view clearly. That is why some brainstorm before the writing is always a good idea.
The first part has got all the required and above-mentioned elements of a business letter – date, address, recipience name, a salutation with the appropriate title. Let’s move on to looking at the different elements of the letter’s composition.
The first paragraph leads the reader in, write about what you are trying to persuade them of. Then you want to give to the reader the exact reasons for why do you think so. Remember to use one reason for each paragraph. Keep them short and make sure that your audience has a chance to focus on each different reason that you are offering, each different method of persuasion. Usually, the third idea is special in itself. It is conventional to end with your strongest point. “Most importantly” is a great start for your last paragraph.
Why do not we start off with the strongest point? People are not making decisions while they read. You provide an information that will linger with them afterward. As a result, you want them to end on a good note.
To be honest, you do not need a guide on “how to write a love letter” or “how to write a thank you letter”. It is all about your feelings and emotions. Sometimes it is enough just to say “thank you for being you”. Sometimes one hundred pages are not enough to say how you love somebody. May you have to write thousands of the informal letters and just a couple of formal ones.