People should be familiar with how to write a letter — from which letter template to the chosen format. These are the letter writing basics you need to know, with some helpful examples.
Choosing the right letter type
Before starting to write a letter, it is important to know that there are different types of letters, and each of them is suitable for a specific situation. For example, if you want to ask a friend or family member a favor, you can write an informal, more relaxed and personal letter.
On the other hand, if you are applying for a job or need to write an official letter to an institution, you need to follow some more formal rules. Therefore, choosing the right type of letter is essential to convey the correct message and achieve your goals.
Identifying the recipient and correct address
In order to correctly identify the recipient and destination address of your letter, it is important to carefully research the relevant information. This may include contacting the person or institution in question to confirm information such as full name, address and other relevant data.
When writing the address, it is important to use the correct formatting to ensure the letter is successfully delivered. This includes putting the recipient’s name on the first line, the building number and street name on the second line, the neighborhood and city on the third line, the state and zip code on the fourth line, and the country on the fifth line.
It is also important to include other relevant information, such as apartment number or company name, when applicable. By following these instructions carefully, you can ensure that your letter reaches the correct recipient and is successfully read.
Initial greetings and greetings
The opening salutations and greetings in a letter are essential for establishing a connection with the recipient and showing respect and warmth. Greeting forms vary by type of letter and degree of formality, but some common options are:
- “Dear [recipient’s name]”: A formal and respectful way of addressing someone you don’t have a very close personal relationship with. It is suitable for business letters, official letters and other formal situations.
- “Dear [recipient’s name]”: A slightly more informal way of addressing someone you know better or have a less formal relationship with. Can be used in personal or professional letters.
- “Hello [name of recipient]”: An even more informal form of greeting, suitable for personal and informal letters.
- “Dear Sirs” or “Dear Ladies”: a formal and respectful greeting, suitable for addressing a company or institution, when you do not have the specific name of the recipient.
- “Dear friends” or “Dear family”: more personal and informal forms of greeting, suitable for personal letters.
In addition to the opening salutation, it is common to include a brief greeting, such as “I hope this letter finds you well” or “I hope this letter finds you well.” These greetings are a polite and friendly way to open the letter and can help establish a connection with the recipient.
Examples:
- Dear Mr. Silva, I hope this letter finds you well.
- Dear friend, How are you?
- Hello João, Long time no talk!
- Dear Sirs, I would like to introduce my company and services.
- Dear family, I hope you are all well and healthy.
Introduction: How to Start a Letter Effectively
It’s essential for grabbing the recipient’s attention and setting the right tone for the rest of the text. Some tips for starting a letter effectively are:
Use an attention-grabbing opening: Start with a phrase or question that captures the recipient’s attention and piques their interest. For example: “Have you ever wondered what it would be like to live in another country?” or “I’m writing to share an amazing story that happened to me recently.”
Include a personal reference: If possible, make a personal reference to the recipient to establish an immediate connection. For example: “I remembered your passion for travel when planning my latest adventure” or “I heard about your promotion and wanted to congratulate you personally.”
Be direct and to the point: start with a clear, concise statement that makes clear why you are writing. For example: “I am writing to inquire about your exchange program” or “I would like to express my concern about the recent increase in interest rates”.
Examples:
- “Dear friend, How are you? It’s been so long since we’ve spoken!”
- “I am writing to personally thank you for the incredible work you and your team have done on our project.”
- “Allow me to introduce my company and services as I believe we can help you achieve your business goals.”
- “I would like to share a funny story that happened to me on the last trip I took.”
- “I am writing to express my concern about the recent changes in environmental policies in our country.”
What model letter should you write?
There is no definitive rule for such art. The letter format you choose depends on your audience. For a close friend or relative, a casual message is usually the best way to go. There are three ways to forward a message to a person:
- hand cards
- e-mails
- message on social media
However, for business contacts or people you don’t know well, a formal letter is almost always the most appropriate choice. When used for professional purposes, writing a formal letter is effective for:
- introduce yourself
- show your intentions
- submit a value proposition
- business memo letters
- advertise a service or product
- submit references
- formalize a resignation
- to thank
These are just a few examples of letters you can write in a casual or formal setting. Before writing a letter, consider the level of formality in your writing. Each one has its guidelines to be followed, it is always good to make it clear that there is no specific rule. Cards are intended for people and each person is different when it comes to relating.
A letter, an email or a simple text via social media are all forms of communication. The purpose of the three are the same, but the model of approach and the degree of formality varies.
You will not message an ambassador via Facebook unless you are their own child.
formal letters
Formal letters are important to use if you want to get in touch with someone to close a deal and present a job proposal. When you don’t know the person it’s better to be formal, we never know who the human being on the other side of the PC is. There are people who prefer formality to informality, and knowing when to act is as important as knowing how to write a letter.