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.
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. [2] X Trustworthy Source Purdue Online Writing Lab Trusted resource for writing and citation guidelines Go to source Skip the date when writing an email.
Full title and name Company or organization name (if applicable) Full address (use two or more lines, as needed)
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] X Research source
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.
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. [8] X Research source In a formal email, type your full name after the complimentary close. [9] X Research source 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. "
Mr. John Smith 123 ABC St. New York City, NY 99999
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.
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.
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.
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 Postscript (“after the writing”).
