Career Management Skills / Career Advice

How To Write a Letter (With Types and Example)




Crafting a letter involves proper structure, tone, and attention to detail. Whether formal or informal, here’s a comprehensive guide to writing a professional letter, with tips, types, and an example.

Steps to Write a Letter??

  1. Choose the Right Paper
  2. Use standard white paper for most letters.

  3. Consider resume paper for applications or business letterhead for company correspondence.

  4. Use Proper Formatting

  5. Select clean, professional fonts like Times New Roman, Arial, or Calibri (10-12 points).

  6. Opt for block format (all elements left-aligned) or indented format (indenting the first line of paragraphs).

  7. Include Addresses and Date

  8. Your address and contact info at the top.

  9. Add the date below, followed by the recipient's address.

  10. Add a Salutation

  11. Use "Dear [Recipient’s Name]" or "To Whom It May Concern" if the recipient is unknown.

  12. Research the recipient’s name if possible (LinkedIn or company website).

  13. Write the Body?

  14. Start with a brief pleasantry, e.g., "I hope this letter finds you well."
  15. Clearly state the purpose in the first paragraph.

  16. Use active voice and keep the letter concise (preferably one page).

  17. End with a Complimentary Close

  18. Examples: "Sincerely," "Best regards," or "Yours truly."

  19. Leave space for a handwritten signature if printing the letter.

  20. List Additional Information

  21. Include details like enclosures ("Encl."), courtesy copies ("CC"), or other expected documents.

Types of Letters

  1. Formal Letters

  2. Examples: Invitations, job applications, recommendation letters, resignation letters, offers/proposals.

  3. Informal Letters

  4. Examples: Thank-you notes, congratulatory messages, friendship notes, personal updates.

Example of a Formal Letter

Chris Myers
Sales Director
Armwood Business Solutions
555 Peachtree Lane
Norfolk, VA
(555) 222-3333
September 1, 2022

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

Dear Mr. West,

I hope this letter finds you well.

I'm writing regarding your recent request for information about a technology solution for your medical group. As the Sales Director at Armwood Business Solutions, I believe our products could benefit your organization.

We specialize in identifying workflow inefficiencies and providing technology solutions to enhance productivity and profitability. Our products are designed for medical groups, offering secure, HIPAA-compliant email and chart access.

Thank you for your time and consideration. I look forward to discussing how we can assist your team.

Sincerely,
Chris Myers

Why Choose a Letter Over Email??

  • Personalizes communication.
  • Leaves a tangible impression.
  • Helps build stronger professional connections.

Quick Tips for Success

  • Proofread for errors.
  • Match tone and formality to the purpose.
  • Ensure the letter is concise and impactful.

Write with confidence and professionalism!

❤ If you liked this, consider supporting us by checking out Tiny Skills - 250+ Top Work & Personal Skills Made Easy