Writing Letters
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Loading ...Posted on May 3, 2007
Even though a letter is a small genre, it can still cause some problems if you don’t know the requirements for writing one. Plus there are several kinds of letters. You can find them all in letter writing guidelines beneath. These guidelines unite all the available information on how to write a letter, and also include writing tips from professional and experienced writers.
1. How to Write a Letter. Business Letters
Definition:
Business letters are the basic means of communication between two companies.
General guidelines:
A business letter includes:
- a left justified dateline two inches from the top to indicate the date the letter was finished;
- sender’s complete address just below the dateline, without a name or title;
- the recipient’s address, including the name or title;
- a salutation mentioning the recipient by name;
- the body section of the letter that includes a paragraph overview of the point of the letter, subsequent paragraphs that back up the point with some type of evidence, and the last paragraph that wraps up the point and calls for some form of action on the part of the recipient;
- business letters may also include: the reference, reason for writing, request, bad news, enclosed documents, closing remarks, and reference to future contact.
Our tips on writing letters:
- Use pattern phrases (“Dear Personnel Director”, “I would be delighted to”, “Enclosed you will find”, etc.) to avoid misunderstandings and excess feelings showing.
2. How to Write a Letter. Cover Letters
Definition:
A cover letter is often an employer’s first impression of you. It shows that you know business etiquette.
General guidelines:
The letter of inquiry is used to ask if there are any openings for a person with your qualifications. The letter of application is sent when an opening exists for which you want to apply.
- cover letters should be typed on the same quality paper that you use for your resume;
- use the format for business letters;
- when mailing, use a manila envelope;
- keep the letter short and straightforward by limiting it to one page;
- find out the name of the person who is responsible for hiring;
- write your cover letter with emphasis on these skills/benefits for the position;
- requirements deal with your education, experience, and a few specific skills; therefore, list no more than 5 no fewer than 3.
Our tips on writing letters:
- Find a balance between being just the right person for a job and being a normal human being that doesn’t suppress other by outstanding qualities. Be real.
3. How to Write a Letter. A Letter to an Editor
Definition:
Letters to the editor are a great way to get your messages out to a broader segment of the population.
General guidelines:
- make one point;
- find an occasion to which you tie the letter (a specific article or event);
- be sure to know the content and audience of the newspaper/magazine you are writing to;
- be brief and specific;
- give evidence to support your statements;
- always sign your letters as an individual or representative of a community group.
Our tips on writing letters:
- Draft and revise a letter carefully, for it is aimed to be published.
4. How to Write a Letter. Personal Letters
Definition:
The term personal letter includes all letters not written to businesses. They are sent to apologize, appreciate, complain, congratulate, invite, etc.
General guidelines:
Personal letters usually have five main parts:
&bsp;
- The heading: writer’s street address, the city, state, ZIP code, and the date. None of this information should be abbreviated. The heading appears at the top right corner of your letter.
- The salutation. It is written on the next line below the heading. It starts at the left margin of the page and is followed by a comma.
- The main part. It begins on the line following the salutation. Each paragraph of the body should be indented.
- The closing. It is written on the line below the last line of the body and is followed by a comma. The first word of the closing should align with the first words of the heading.
- Your signature. Usually, only your first name is needed.
Our tips on writing letters:
- A handwritten letter sometimes shows more emotions than an actual word that expresses feelings.
4. How to Write a Letter. A Letter of Recommendations
Definition:
Letters of recommendation are often used by an organization’s hiring officials to gather additional information about a candidate. It can also be a scholarship reference letter.
General guidelines:
This is usually a three-paragraph writing:
- first paragraph states in what capacity and for how long you have known the person whom you are recommending;
- second paragraph gives a detailed evaluation of a person as an employee;
- third paragraph indicates the degree to which you recommend the individual for the position he/she is seeking: without reservation, strongly, with some reservation, or not at all;
- if you have not had much contact with the person, you may be better off declining to write the letter of recommendation;
- if it is a scholarship reference letter, compare the student to other ones that you’ve known;
Our tips on writing letters:
- Try to be specific because it’s not a praise-you letter.
- Think carefully before writing a negative letter of recommendations.
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