1.

1
Know when to write a formal letter. Write a formal letter when addressing
someone you only know in a professional capacity. This includes letters written to
government departments or businesses, instead of a known individual.
These letters should be typed, then printed. You can use any text editing software to
do this, such as Microsoft Word, OpenOffice, or Text Edit. If the letter is urgent or the
recipient prefers email, you can send an email instead.
When addressing your current boss or coworker, you can be slightly less formal.
Email is usually fine, and you don't need an address at the top of the page.
2.
 2
Write your address and today's date at the top of the page. Write your name and
address at the top of the page, on the left. If you are writing a business letter, use the
company name and address instead, or just write on company letterhead. Either way,
skip two lines and write today's date.
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.
Skip the date when writing an email.
3.
 3
Write the name and address of the recipient. Unless you're writing an email, skip
another two lines and write the contact information for the person you're writing to.
Write each of these on a separate line:
Full title and name
Company or organization name (if applicable)
Full address (use two or more lines, as needed)
4.
 4
Write the salutation. Skip a line again, then greet the recipient with "Dear" followed
by their name. You may use the last name, or the full name (first and last), but never
the first name alone. Include an abbreviated professional title if applicable.
If you know the job title but not the person's name, you may write "Dear Health
Inspector:" or a similar phrase. It's usually possible to find the name with an online
search, so try that first.
If you don't have a specific contact, write "Dear Sir or Madam:" or "To Whom It May
concern:". These sound a little stiff and old fashioned, so try to avoid it when possible.
5.
 5
Write the letter. Formal letters should open with a clear statement of purpose. Do
not use contractions (write are not instead of aren't), and phrases questions formally
(Would you be interested in...? instead of Do you want to...?). Proofread the letter for
spelling and grammar when finished, or ask a friend to help you.
If you are writing on official business, keep it short and direct. If you are writing a
distant relative or an acquaintance for social reasons, you can be a little more
conversational. It's still best to keep it to under a page.
6.
 6
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." Sign underneath the
close, as follows:
For typed formal letters, leave about four spaces between the complimentary close
and your typed full name. Print the letter, then sign your name in blue or black ink in
that blank space.
In a formal email, type your full name after the complimentary close.
You may use a courtesy title for yourself when you put your name at the end of a
formal letter. For instance, a married woman could sign as "Mrs. Amanda Smith."
7.
 7
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.
8.
 8
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
9.
 9
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.

Method 2
Writing an Informal Letter
1.
 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 distant or elderly relative, or a social acquaintance, write a semi-
formal letter. If that person has sent you emails before, you may email them as well.
If not, a handwritten letter is a safer bet.
If you're writing a friend or close family member, an email or handwritten letter are
both fine.
2.
 2
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:
If you're writing a semiformal letter, you might use "Dear" or "Hello" as a salutation.
Use the first name if that's how you talk to each other, or the courtesy title (Mr or Ms)
if not.
If you're writing an informal letter, you can use "Dear" or "Hello," as well as more
informal greetings such as "Hi" or "Hey." Follow it with the first name.
3.
 3
Start the letter. Move to the next line and start writing. 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?." Imagine the recipient is in front of
you; how would you talk to them?
4.
 4
Write what needs to be communicated. The primary purpose of a letter is
communication. Let the other person know what's going on in your life, including the
details. For example, don't just tell your grandma "Thank you for the gift" show her
that it means something to you: "My friends and I spent all night playing the game
you sent me. Thank you!" Whatever the subject 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.
5.
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End the letter. 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." For a semiformal letter, you might find
a better match with "Sincerely," "Regards," or "Best."
A very old-fashioned close fits into the last sentence. This was originally a formal
style, but you can have fun with it when writing a light-hearted letter to a friend. For
example, the last paragraph of your letter could read "I remain, as ever, your devoted
servant," and then your name.
If you want to add something after the letter's written, use P.S, which means Post
Script ("after the writing").
6.
 6
Send the letter. Insert the letter in an envelope. Stamp it, address it to the other
person, and send it on its way.

Community Q&A
My English is not very good. How can I still write a good letter?
wikiHow Contributor

Ask for help from native English speakers or online English forums. If you know very
little English, have someone write the letter for you. He should start the letter with "I
am writing on behalf of (your name)."
Not Helpful 58 Helpful 221
 Why is Dear such a common greeting?
wikiHow Contributor

Dear sounds too familiar to many people, but it's an old convention that doesn't imply
anything in particular. Dear is almost always used for formal letters, which has led to
some informal letter writers to open with the friendlier "Hi" instead.
Not Helpful 31 Helpful 119

How do I write an inquiry letter?

wikiHow Contributor

Begin with a formal greeting, such as 'Dear Sir/Madam' if you do not know the
person's name. Be polite and specific. If you are inquiring for information, simply
state "I am inquiring for information about..." Briefly explain why you are writing the
letter to them. End by thanking them for their assistance. See the article above for
more detailed help on the rest of the letter's contents.
Not Helpful 40 Helpful 142

What is the difference between a comma and a colon?

wikiHow Contributor

A comma is used when there is a pause in the sentence. For example: I like cooking,
ponies and my friends. A colon is used to mean "note what follows". It is used to
introduce a list, a quote or an example. For example: chicken, pineapples, beetroot.
A semi-colon is used when you have two independent clauses. Basically, it is used
instead of a full stop. For example: I like the colour blue; my friend likes the colour
pink.
Not Helpful 29 Helpful 101

Where does my signature go on the page?

wikiHow Contributor

The close ("Yours sincerely") and signature can go on the left margin or the right.
The left is slightly more formal.
Not Helpful 27 Helpful 94

Which side is suitable for the address?

wikiHow Contributor

Write your address in the top right corner of the page. Write the address of the
person to whom you are writing, the recipient, on the left side of the page.
Not Helpful 35 Helpful 115

How do I inform a client about our services?

wikiHow Contributor
 Open with a clear statement on the purpose of the letter: to explain the services
available. List each service in a separate short paragraph, using examples wherever
helpful. If writing to one client, focus on the most relevant services.
Not Helpful 28 Helpful 76

How do I start a letter if I don't know who will read it?

wikiHow Contributor

"Dear Sir or Madam" is the fallback option, but a specific title such as "To the Lead
Editor" will get a better response. Better yet, call the organization and ask the
receptionist who would handle the topic in your letter.
Not Helpful 37 Helpful 92

Should a thank you letter be formal or informal?

wikiHow Contributor

Thank you letters are usually formal unless writing to a close friend, but adjust to the
recipient. Tell your grandmother about your life, but stick to your enthusiasm and job
skills when thanking a job interviewer.
Not Helpful 34 Helpful 82

How should I start and end a formal letter?

wikiHow Contributor

Start with "Dear Mr./Ms. (Last Name)" or use a professional title. End with "Sincerely
yours," followed by your signature.
Not Helpful 28 Helpful 53

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Tips
Try to keep the letter focused on what would interest the recipient.
 "Dear" and other salutations are usually followed by a comma, but a formal letter can
use a colon instead.

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 an extra-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.

Make sure to write the address correctly.

Start your paragraphs with indentations.

Remember to crosscheck / read over your letter at least twice.

If you write a letter, make sure you use a pen that does not bleed.

Warnings
Drawing or doodling on envelopes might interfere with delivery. If you do want to
decorate your envelope or add stickers, do so on the back.