Letters

Even in an age of electronic communication, there is still a place for traditional

letters. They are used for formal occasions, when the correspondence may be dis-
played, when a signature on paper is a legal requirement, or when the recipient
prefers to have a paper version.
The most common layout for business letters is the block format. Some letters
need to contain additional information. This might include status e.g. Urgent,
confiden- tial), attention line, list of recipients receiving copies, a postscript, and
second page headers.

Types of letters
1. Academic Recommendation Letters

2. Application Letters

3. Appreciation Letters

4. Business Letters

5. Business Thank You Letters

 6. Candidate Rejection Letters

7. Character Reference Letters

8. Congratulation Letters

9. Counter Offer Letters

10. Cover Letters

11. Complaint letters

12. Email Messages

13. Employee Letters

14. Follow Up Letters

15. Goodbye Letters

16. Inquiry Letters

• How to write a letter

• 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,

digni- tary, 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.

• 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 per-
son 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.

• 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 the date (all letters). If you’ve written your address first, leave a few
spaces, then write the date. Otherwise, start with the date first, justified to
the left.

– Write out the full date. "9 September 2012" (British) or "September 9,
2012" (American) are both preferable to “Sept. 9, 2012” and "9/9/12."
– 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.

• 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 town and postal 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.

• Start with a salutation. The salutation you use will depend on your
relation- ship 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. Ka-
mau, ... ").
– 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."

• 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 the
letter is semiformal, 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.

• 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.
• 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.

• 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.

• Use a complimentary close. A complimentary close ends your letter on a

good note and establishes a connection with the recipient. Make two hard
re- turns 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,"
"Re- gards," or "Best." You could also use "Very sincerely," "Very best," or
"Cor- dially."
For informal letters, your close should reflect your relationship with the re-
cipient. 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 appreci-
ate 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 com-
plimentary close read like a sentence. You can get creative with this and
find other ways to weave in the complimentary close.
• 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.

• 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.

• 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 Nairobi St.
– Nairobi City, NBI 99999

• 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.
Additional tips that are helpful in letter writing
include:

– - After Dear always add a comma.

– Try to keep the letter focused on what would interest the recipient.
– You can use letters to express gratitude, sympathy, love, humor, concern
and most other emotions.
– 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
– Try to avoid padding your letter with unnecessary information, espe-
cially if you’re writing a business letter.
– 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 "asmahan.mohamed."
– Write letters in blue or black ink.