How to Write a Letter: Professional and Personal Formats
Master the art of letter writing with our guide covering both formal and informal letter formats for any occasion.
Gabe Garcia
In our digital age, a well-written letter still carries significant weight. Whether you're writing a formal business letter or a personal note to a friend, following proper letter-writing conventions shows thoughtfulness and professionalism.
1. Choose the Right Format
Formal letters should follow business letter format with your address, date, recipient's address, salutation, body, closing, and signature. Personal letters can be more flexible but should still include date, greeting, body, and closing.
2. Start with Proper Salutation
For formal letters, use "Dear Mr./Ms. Last Name" or "Dear Hiring Manager" if you don't know the name. Personal letters can use first names or nicknames ("Dear Sarah" or "Hi Mom").
3. Structure Your Content Clearly
- Opening paragraph: State your purpose clearly
- Body paragraphs: Provide details, explanations, or news
- Closing paragraph: Summarize or include a call to action
4. Use Appropriate Tone
Match your tone to your purpose and audience. Formal letters require professional language, while personal letters can be conversational. Avoid slang in business correspondence.
5. The Secret to Letters People Actually Read
Did you know 68% of recipients decide whether to read a letter based on the first paragraph alone? Here's how to make yours irresistible:
Boring Opener: "Dear Sir/Madam, I am writing regarding..."
Engaging Alternative: "When was the last time you received a letter that made you smile? Today's your lucky day..."
Key differences:
- Starts with a question to engage
- Creates positive anticipation
- Feels personal rather than formal
6. Common Letter Writing Pitfalls
❌ Using overly formal language
✅ Think of your reader as a friend
❌ Rambling without clear purpose
✅ One main point per paragraph
❌ Forgetting a call-to-action
✅ Always end with next steps
7. Close Properly
Formal letters typically end with "Sincerely," "Best regards," or "Yours truly" followed by your signature and printed name. Personal letters can use warmer closings like "Love," "Warm regards," or "Your friend."
8. Proofread Before Sending
Check for spelling, grammar, and clarity. For important letters, consider having someone else review it. A well-written letter makes a lasting positive impression.