Letter Writing Online: Draft Letter: Create A Letter
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Letter Writing Projects: Online Letter Writing Topics
Letter Writing Proposal
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Letter Writing Resignation
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Letter Writing Thank You
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Letter Writing Reference
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Letter Writing Invitation
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Letter Writing Introduction
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Letter Writing Recommendation
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Letter Asking For Donations
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Sponsorship Letters Writing
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Writing A Letter Of Appeal
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Letter Writing Evaluation: Other Help With Letter Writing
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Letter Writing Papers: Make A Letter--Hire
People have been writing letters for centuries. Before the telephone and the Internet, sending a letter (by messenger, and later by post) was the only way to communicate with someone who was geographically distant. Even with all our modern technology, letters haven’t become obsolete. Most of us will write many letters during our business life: perhaps including a covering letter to accompany our resume, a letter to be sent to clients, or a thank you letter after an interview or other opportunity. In this article, I’ll take you through the common types of letters that you’re likely to need to write at some point. I’ll offer general and specific advice which should help you if you’re at a loss for words or unsure how to structure a letter. You might want to bookmark this page so that you can refer back to it when you need it! We will cover business letters first, then mention some tips for personal letters too.
1) Business Letters: The term “business letters” refers to any written communication that begins with a salutation, ends with a signature and whose contents are professional in nature. Historically, business letters were sent via postal mail or courier, although the Internet is rapidly changing the way businesses communicate. The standard format of a business letter varies from country to country, and standards often aren’t set in stone. A quick tip if you’re still struggling about layout: look through your correspondence, find a business letter (ideally one from the company that you’re writing to), and use their format as a model. Here are four more points to take into consideration: You should use a simple, standard font such as Arial or Times New Roman for business letters, and a font size of 10-12 pt (depending on the font). Even if your letter is short, don’t use a large font size to increase the space it takes up on the page – this will look unprofessional. This goes especially for writers, who are often tempted to use fancy fonts and layout. You should never handwrite a business letter. However, you may send a very brief handwritten note on a printed compliments slip, in lieu of a letter. For all business letters, you should keep your audience in mind. Don’t use business jargon when you’re writing to customers, for instance. Keep your letters as short as possible – if you need more than a page, consider whether the information might be better delivered in a leaflet or brochure. (d) Always check your spelling and proof-read your letters; if possible, ask someone else in your company to go through them. It’s surprising how mistakes can slip past your eyes: errors can alter your meaning and may confuse or even offend the recipient. There are many standard types of business letters, and each of them has a specific focus. (a) Sales Letters: Typical sales letters start off with a very strong statement to capture the interest of the reader. Since the purpose is to get the reader to do something, these letters include strong calls to action, detail the benefit to the reader of taking the action and include information to help the reader to act, such as including a telephone number or website link. (b) Order Letters: Order letters are sent by consumers or businesses to a manufacturer, retailer or wholesaler to order goods or services. These letters must contain specific information such as model number, name of the product, the quantity desired and expected price. Payment is sometimes included with the letter. (c) Complaint Letters: If you have received poor service or have been dissatisfied with a product, you can write to the company involved to make a complaint. To get the result you want, such as a refund, follow these tips: Explain clearly who you are in relation to the company (eg. “I am an XYZ customer”). Let them know exactly what you’re complaining about, without using emotional or abusive language. Give specific location, time and date if appropriate. Make it clear what you would like them to do in response. You might also want to include a warning, such as “If this is not resolved, I will be forced to take my business elsewhere.” Throughout your letter of complaint, your tone should be polite but assertive. Don’t make ridiculous threats or demand an unreasonable compensation – but also don’t be afraid to tell them about the inconvenience or financial loss that you’ve suffered. The words and tone you choose to use in a letter complaining to a business may be the deciding factor on whether your complaint is satisfied. Be direct but tactful and always use a professional tone if you want the company to listen to you. (d) Adjustment Letters: An adjustment letter is normally sent in response to a claim or complaint. If the adjustment is in the customer’s favor, begin the letter with that news. If not, keep your tone factual and let the customer know that you understand the complaint. (e) Inquiry Letters: Inquiry letters ask a question or elicit information from the recipient. When composing this type of letter, keep it clear and succinct and list exactly what information you need. Be sure to include your contact information so that it is easy for the reader to respond. (f) Follow-Up Letter: Follow-up letters are usually sent after some type of initial communication. This could be a sales department thanking a customer for an order, a businessman reviewing the outcome of a meeting or a job seeker inquiring about the status of his application. In many cases, these letters are a combination thank-you note and sales letter. (g) Letters of Recommendation: Prospective employers often ask job applicants for letters of recommendation before they hire them. This type of letter is usually from a previous employer or professor, and it describes the sender’s relationship with and opinion of the job seeker. (h) Acknowledgment Letters: Acknowledgment letters act as simple receipts. Businesses send them to let others know that they have received a prior communication, but action may or may not have taken place. (i) Cover Letter: Cover letters usually accompany a package, report or other merchandise. They are used to describe what is enclosed, why it is being sent and what the recipient should do with it, if there is any action that needs to be taken. These types of letters are generally very short and succinct. (j) Letters of Resignation: When an employee plans to leave his job, a letter of resignation is usually sent to his immediate manager giving him notice and letting him know when the last day of employment will be. In many cases, the employee also will detail his reason for leaving the company. (k) Business Thank You Letters: In a business context, thank you letters are often appropriate and expected. When you have attended an interview, it is considered polite to send a thank you note – and it could harm your chances of getting the job if you don’t do this. You might also send a thank you letter when someone has given you their time and advice. In general, you should: Make it very clear that you’re writing to thank the recipient; Mention a specific detail of how they helped you; Express your gratitude for the time or effort they spent; Avoid using the letter just as an excuse to promote yourself (though if you are following up an interview, it’s appropriate to highlight your suitability for the job).
2) Job Applications: When writing a letter as part of a job application, remember that it will give the employer their first impression of you. Always: Ensure that you have provided all the information requested. Mention any enclosures (usually your resume and perhaps an application form). Address the letter to “Mr Smith” or “Mrs Jones”, rather than using their first name. If you are unsure of the gender of the recipient, use their first name and surname (such as “Sam Jones”). 3) Personal Letters: A thoughtful letter from a friend can brighten anyone’s day. Most of us send emails rather than letters nowadays – which means that a letter will really stand out. Even if you’d never normally sit down to write a letter except in a business context, there are a couple of types of personal letter that you’ll want to familiarize yourself with: (a) Letter of Condolence: A letter of condolence or letter of sympathy is one which you send to someone who has been bereaved. It can be very difficult to find the right words to say, but taking the time to write a letter or note rather than just sending a “With Sympathy” card will mean a lot to the recipient. Some tips to bear in mind are: Acknowledge the loss – don’t gloss over it. Express your sympathy. Offer a brief anecdote or recollection of the deceased, mentioning the role s/he played in your life. Mention that your thoughts (and, if appropriate for you and the recipient, your prayers) are with the bereaved and their family. Note that if you’re writing to someone elderly, it’s particularly important to send a handwritten letter. A typed letter will often come across as cold or even rude. (b) Personal Thank You Letters: When someone has given you a gift or done you a particular favor, it’s polite to send them a thank you note or letter. You might do this by email – but you still need to send a separate note to each person, rather than emailing a group of people. Thank you letters are required is in response to wedding gifts. You should send these through the post, and in many cases, you may want to handwrite them. As well as saying “thank you” for the gift, it’s often nice to acknowledge the particular role that a person played in your wedding – even if that’s just saying “We were so pleased that you could come and be with us on the day.” Other times when you could send a thank you letter include: For birthday and Christmas gifts; When you’ve stayed as a house guest somewhere (this is sometimes called a “bread-and-butter letter”); After someone has treated you to a meal, a theatre trip, a vacation or similar. To your parents, grandparents or other relatives who have helped you out with a big purchase or a college degree; Your thank you letter doesn’t need to be long. In many cases, a few lines is plenty: If you’re not very confident about your letter writing skills, sending some personal thank you notes is a great way to get started. People are always delighted and touched by being thanked in this way – they’ll overlook any small slips of grammar, and you don’t need to worry too much about lay out and formatting in personal letters.
Here's a basic guide on how to put your thoughts to paper in the correct format. 1) Decide how formal your letter needs to be. How you write the letter will depend on your relationship with the recipient. Consider these guidelines: If you're writing to a government official, prospective employer, dignitary, academic official or anyone else with whom you hope to have a professional relationship, the letter should be formal. If you're writing to your current employer, a co-worker you don't see socially, a distant or elderly relative, or someone you don't know very well, the letter should probably be semi formal. 2) Decide whether you'll send a handwritten letter or an email. The way you choose to send your letter also indicates a degree of formality.
Most formal letters should be typed and sent through the post. The exception is if your letter is extremely time-sensitive, or if you know the recipient prefers email. For informal letters, an email or handwritten letter is acceptable. For a semi formal letter, you'll have to make the call. If the other person has chosen to communicate with you primarily through email, then email is probably a safe bet. If you're not sure, go with the handwritten letter. 3) Use letterhead, or write your address at the top of the letter (formal only). If you're writing a business letter and company letterhead is available, make use of it. Or, if you simply want your letter to look more professional, you can design a letterhead on a word processing program. Otherwise, simply write or type your full home address at the top of the letter, justified to the left. Write your street address on the first line, and your city, state and ZIP code on the second line. 3) Write the date (all letters). If you've written your address first, make a two hard returns or leave a few spaces, then write the date. Otherwise, start with the date first, justified to the left. Write out the full date. "19 September 2014" (British) or "September 19, 2014" (American) are both preferable to "Sept. 19, 2014" or "19/9/14." If you're sending a semi-formal or informal letter via email, there's no need to add the date --- the email will be time stamped. 4) Write the name, title and address of the person you're writing to (formal only).Make two hard returns after the date, or leave a few spaces, and write out the full name and title of the person you're writing to. On the second line, write the name of the company or organization (if applicable). Write the street address on the third line, and the city, state and ZIP code on the fourth line. There's no need to do this on emails. This also isn't necessary on semi-formal or informal handwritten letters. Writing the name and address on the envelope is sufficient. If you're writing the letter as an inquiry and you have no contact person, simply name the company or organization and give its address. 5) Start with a salutation. The salutation you use will depend on your relationship with the recipient of the letter, as well as the formality of the letter. Here are some possibilities: For formal letters that you aren't writing to a specific contact person, you can start with "To Whom It May Concern," with a colon (:) after "concern." If you don't have a specific contact person, but you do know the genders (male female) of the group of recipients, you have a few more options. You can write "Dear Sirs," "Dear Madams," or "Dear Sirs and Madams." Be careful with this one, though --- you don't want to offend someone before (He/She) even reads or opens your letter. If you're writing a formal letter and you do know a contact person, the safest salutation to use is "Dear. If you think that seems a bit touchy-feely and you'd rather not use it, you can simply write the recipient's name with a courtesy title, and end with a comma (Such as "Mrs. Jones, ... "). If you're writing a semiformal letter, you might use "Dear" or "Hello" as a salutation. If you're writing an informal letter, you can use "Dear" or "Hello," as well as more informal greetings such as "Hi" or "Hey." 6) Write the recipient's name after the salutation. If the letter is formal, use courtesy titles such as Mr., Mrs., Dr., or any military or government titles, and then use the recipient's last name. If it is a semi formal one, you'll have to decide whether you can call the recipient by his or her first-name or not. The safer bet is going with a courtesy title if you're unsure. For an informal letter, you can generally assume that you're allowed to call the other person by his or her first name. One notable exception might be elderly family members, who should be addressed with titles like Aunt or Grandpa, followed by the first name. 7) Start the letter. Do two hard returns after the salutation if you're typing the letter, or simply move to the next line if you're writing it by hand. If you're writing a personal letter, start by asking after the recipient's well-being. This can be as formal as "I hope you are well" or as informal as "How's it going?". If you're writing a business or other formal letter, get straight to the point. Time is money, and you don't want to waste the recipient's time. 8) Ask yourself what needs to be communicated. The primary purpose of a letter is communication. As you write, ask yourself what information the recipient should have, and put that into the letter. Do you need to talk about the new rates on your product, how much you miss the other person, or thank him or her for the birthday gift? Whatever it is, sharing information should be the focus of the letter. Know what not to write. A letter written in anger or to solicit pity is probably not a letter you should send. If you've already written such a letter and you're unsure about sending it, let it sit for a few days before you pop it into the mailbox --- you might change your mind. 9) Write the letter. Try to make a point per paragraph, and make sure you use correct punctuation, spelling and grammar. 10) Proofread your letter. Before you send the letter, read over it a few times to make sure it conveys what you wanted to say, and that it's free of spelling or grammatical errors. Use the spellcheck feature on your word processor or email client, or have a friend read it over for you. Make any necessary changes. 11) Use a complimentary close. A complimentary close ends your letter on a good note and establishes a connection with the recipient. Make two hard returns after the last paragraph of the letter, then write the complimentary close. For formal letters, stick to "Sincerely yours," "Kindest regards," or "Best wishes." For a semiformal letter, you can shorten the above closes to "Sincerely," "Regards," or "Best." You could also use "Very sincerely," "Very best," or "Cordially." For informal letters, your close should reflect your relationship with the recipient. If you're writing to a spouse, dear friend, or close family member, you could use "Affectionately," "Fondly" or "Love." If you're feeling ambitious, you can use an old-fashioned complimentary close on a formal letter (or if you're writing a close friend who will appreciate the effort). Fit the close into a sentence. For instance, the last paragraph of your letter could read "I remain, as ever, ..." Make two hard returns, then write "Sincerely yours." In this way, the last line of the letter and the complimentary close read like a sentence. You can get creative with this and find other ways to weave in the complimentary close. 12) Sign your name. How you sign your name will depend on the nature of your letter. For formal letters that have been typed, leave about four spaces between the complimentary close and your typed full name. Then sign your name in blue or black ink in the space between the two. If you're sending a formal email, type your full name after the complimentary close. If you wish, you can use a courtesy title for yourself when you put your name at the end of a formal letter. For instance, a married woman might sign as "Mrs. John Smith," if that's how she wants to be known. For semiformal letters, it's your decision as to whether you use your first name or your full name. You can also type and sign your name, as you would for a formal letter, or simply sign it. For an informal letter, there's no need to type your full name at the bottom. Type your first name at the bottom of an informal email, or simply sign your first name at the end of a handwritten letter. 13) If you want to put anything more in, use P.S, which means Post Script. Then add on the small bit of text you want to add. If you still want to add more, use P.P.S, not P.S.S. It means Post Post Script. Use it only when you need a second extension. 14) Fold the letter (optional). If you're sending a letter through the post, fold it into thirds. Bring the bottom of the sheet up so that it's two-thirds of the way up the page, and crease. Then fold down the top portion so that the crease matches up with the bottom of the paper. Folding the letter this way ensures that it will fit into most envelopes. 15) Address the envelope (optional). Find the center of the envelope, both lengthwise and widthwise. This is where you'll write the full address of the recipient, like so: Mr. John Smith, 123 ABC St, New York City, NY 99999. 16) Write your return address on the envelope (optional). If the US Postal Service cannot deliver your letter for any reason, it will send the letter back to the return address at no extra charge. Write it as you would the address of the recipient (listed above); the only change is that you might wish to simply list your last name instead of your full name. Try to avoid padding your letter with unnecessary information, especially if you're writing a business letter. Be as reasonable and polite as possible when you're writing a complaint letter --- if you do, you're a lot more likely to get a favorable response. If you're printing a formal letter, use a paper that's heavier than copy paper. If you're sending a formal or semiformal email, make sure your email address sounds respectable. A letter from "sweetstar189" will be taken a lot less seriously than a letter from "jane.smith." Write letters in blue or black ink. Only make "one" point per paragraph. You can use letters to express gratitude, sympathy, love, humor, concern and most other emotions. Try to keep the letter focused on what would interest the recipient. After Dear_ always add a comma. Get your point across without being vague.
Do note that these above tips are given only as a guideline and would vary based on the requirement of the project. However even with these instructive steps it is not possible for most people to write a good letter like how our expert writers do. This is why you need the help of our writing services company. So why wait? Read below for more details.
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