Career Management Skills / Career Advice

How to Write a Letter




Writing a letter can vary based on its purpose, audience, and formality. Here's a step-by-step guide to crafting a polished and professional letter.

Steps to Write a Letter

1. Choose the Right Paper

  • Use standard white paper or resume paper for professional letters.
  • For business letters, print on company letterhead if applicable.

2. Use Proper Formatting

  • Font: Use professional fonts such as Times New Roman, Arial, or Calibri.
  • Size: Opt for a font size between 10-12 points for easy readability.
  • Margins: Standard 1-inch margins work best.

3. Select the Format

  • Block Format: All text is aligned to the left. Common for business letters.
  • Indented Format: Indent the first line of each paragraph. Adds a more casual tone.

4. Include Addresses and the Date

  • Sender's Address: At the top of the letter (left-justified or right-justified based on format).
  • Recipient's Address: Leave a space after the date and list the recipient's contact details.

5. Write a Salutation

  • Use "Dear [Name]" for formal letters.
  • If unsure of the recipient's name, use "To Whom It May Concern."

6. Compose the Body

  • Opening Paragraph: Brief pleasantries and the purpose of your letter (e.g., "I am writing in regard to").
  • Middle Paragraphs: Provide details or supporting information.
  • Closing Paragraph: Reiterate the purpose and suggest next steps.

7. Add a Complimentary Close

  • Examples: "Sincerely," "Best regards," "Yours truly."
  • Leave space for a handwritten signature (if printing) followed by your typed name.

8. Include Additional Information

  • Mention enclosures or CC other recipients, if applicable.

Types of Letters

Formal Letters

  • Examples: Job applications, resignation letters, recommendation letters, business proposals.
  • Structure: Professional tone, strict adherence to formatting.

Informal Letters

  • Examples: Thank-you notes, personal congratulations, sympathy letters.
  • Structure: Flexible tone and format, allowing for more personal expression.

Sample Professional Letter (Block Format)

Chris Myers
Sales Director
Armwood Business Solutions
555 Peachtree Lane
Norfolk, VA
(555) 222-3333

Date: September 1, 2023

Adam West
Office Manager
Norfolk Medical Group
110 Orange Grove Drive
Norfolk, VA

Dear Mr. West,

I hope this letter finds you well.

I am writing in response to your recent request for information about technology solutions for your medical group. At Armwood Business Solutions, we specialize in identifying inefficiencies and providing HIPAA-compliant solutions that enhance workflows, improve productivity, and boost profitability.

Our team has several tailored products for medical groups like yours, including tools for secure communication and remote patient chart access. I would be delighted to discuss how we can meet your organization’s needs.

Thank you for your time and consideration. I look forward to your response.

Sincerely,
Chris Myers

FAQs About Writing Letters

  1. Why send a letter instead of an email?

  2. Letters add a personal touch and create a tangible connection with the recipient.

  3. Can business letters be handwritten?

  4. While typed letters are more professional, handwritten notes are suitable for personal touches, such as thank-you messages.

  5. What details should be included in the signature?

  6. Your name, title, and contact information like email or phone number.

Writing a letter using these guidelines ensures clarity, professionalism, and impact, whether you're sending a job application or a heartfelt note.

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