Some Important Steps to Remember While Writing a Letter
Where once, with instant messaging, fleeting tweets, and ephemeral emails, the humble letter seemed to be inveterately anti-modern; now it holds extraordinary appeal for some. Call it nostalgia or what you may want to call it, but getting a handwritten note in the mail seems irresistible—it reaches out as if it were a living, breathing, tangible piece of a person's thoughts and feelings right inside your mailbox. This act particularly brings out that feeling of nostalgia, joining communication, and personal touch.
But how does a person break into this apparently lost art? How do we take jumbled thoughts and translate them into eloquent prose worthy of gracing the page and surviving beyond the digital ether? Fear not, for this guide is here to demystify the process and awaken the letter writer inside of you.
Step One: Embracing the Blank Page (and Conquering Writer's Block)
The pristine white canvas of a blank sheet can be both exhilarating and daunting. Before putting pen to paper (or fingers to keyboard, if you prefer), take a moment to consider your recipient. Who are they? What is your relationship like? What do you wish to convey?
Are you crafting a heartfelt thank-you note to a generous friend, a formal letter of complaint, or perhaps a whimsical missive to a long-lost pen pal? Defining your purpose will guide your tone and structure.
Step Two: The Greeting - A Prelude to Connection
The opening salutation sets the stage for your correspondence. A "Dear (Name)," is classic and reliable, but feel free to explore more creative options based on your relationship with the recipient. For a close friend, a casual "Hey (Nickname)" might be appropriate.
Remember, punctuation matters! A comma after the greeting signals formality, while an exclamation point injects energy and enthusiasm.
Step Three: The Body - Weaving Words into Meaning
This is where you let your words dance on the page. Be clear, concise, and engaging. Share anecdotes, express emotions, and don't be afraid to inject a touch of personality.
Think of it as a conversation captured in writing. Use paragraphs to break up long stretches of text, making it easier for the reader to digest your thoughts.
Step Four: The Closing - A Graceful Exit
Just as the greeting welcomes the reader, the closing offers a sense of completion. "Sincerely," remains a timeless classic, while "Warmly" or "Best regards" convey warmth and friendliness. For more informal letters, a simple "Love," or "Yours truly," suffices.
Don't forget to sign your name legibly!
Step Five: The Envelope - A Touch of Elegance
The envelope is the first impression your letter makes. Choose a style that reflects the tone of your correspondence.
A crisp white envelope for formal letters, perhaps a colorful patterned one for something more playful. Be sure to include the recipient's full address and your return address neatly printed or written in the upper left corner.
LET'S TALK ABOUT WRITING A FORMAL LETTER
What is formal letter?
A formal letter is a type of written formal communication that follows a specific structure and is typically used for official or professional purposes. It usually includes the sender's address, the date, the recipient’s address, a proper greeting or salutation, the body of the letter where the main message is conveyed, and a closing statement followed by the sender’s signature. These letters are often used for job applications, complaints, or to request information, and they usually maintain a respectful and polite tone.
Structure & Formatting:
A formal letter adheres to a specific format designed to ensure clarity and professionalism.
1. Sender's Address:
Begin by aligning your full address (including name, street address, city, state, and zip code) on the top right corner of the page.
2. Date:
Below your address, write the complete date in formal format (e.g., October 26, 2023).
3. Recipient's Address:
On the left side, below the date, include the recipient's full name, title, and complete address.
4. Salutation:
Begin your letter with a formal salutation. If you know the recipient's name, use "Dear Mr./Ms./Dr. [Last Name]," followed by a colon. If unsure of the recipient's gender or title, use "Dear Sir/Madam," followed by a colon.
5. Body Paragraphs:
The body of your letter should be concise and well-structured. Each paragraph should focus on a single idea or point. Use formal language, avoid contractions, and maintain a professional tone throughout.
6. Closing:
Conclude your letter with a formal closing such as "Sincerely," "Yours faithfully," or "Respectfully yours."
7. Signature:
Leave space for your handwritten signature above your typed name.
Example of a formal letter
[Your Address]
[Your City, State, Zip Code]
October 01,08 2024
Dr. Emily Jones = [Recipient's Name]
Department of Literature = [Recipient's Title]
University of XYZ = [Company/Organization Name]
[Address] [City, State, Zip Code]
Dear Dr. Jones:
I am writing to express my sincere interest in the PhD program in English Literature at the University of XYZ. I have been deeply impressed by the department's renowned faculty and its commitment to innovative research.
My academic background in [mention relevant field] has provided me with a strong foundation in literary analysis and critical thinking. I am particularly interested in your work on [mention specific area of Dr. Jones's research].
I have attached my curriculum vitae and writing sample for your review. Thank you for your time and consideration.
Sincerely,
[Your Signature]
[Your Typed Name]
Key Considerations:
NOW LET'S TALK ABOUT WRITING AN INFORMAL LETTER.
What is an informal letter?
An informal letter is a casual way of writing to someone you know well, like a friend or family member. It doesn’t follow strict rules like a formal letter would. You can write it in a friendly tone, use everyday language, and share personal thoughts or stories. You might start with a greeting, talk about your life or ask about theirs, and wrap it up however you like. The main goal is to communicate in an easygoing way.
Structure & Formatting:
1. The Greeting:
Begin with a warm and familiar salutation. Instead of formal titles like "Mr." or "Ms.", opt for endearing terms like "Dear [Name]" or even nicknames if appropriate.
Example:
* Hey John,
2. Body Paragraphs:
The body of the letter is where you pour your heart out. Share anecdotes, express your thoughts and feelings, ask questions, and engage in conversation.
Remember to:
Example:
It feels like ages since we last caught up! I've been thinking about that hilarious camping trip we took last summer, remember when…?
3. Closing:
End your letter with a warm and personal closing. Express your affection and anticipation for a response.
Example:
* Best,
* Talk soon,
* Looking forward to hearing from you,
4. Signature:
Sign off with your full name or a nickname you commonly use with the recipient.
Example:
* Em
Example of an Informal Letter:
Dear Grandma,
I'm writing to let you know how much I enjoyed our visit last weekend. It was so wonderful catching up and hearing all your stories about growing up on the farm. I especially loved helping you bake those delicious apple pies!
Remember that old photo album we looked through? It brought back so many memories. I still can't believe you used to ride horses bareback!
I miss you already, Grandma. Please give Grandpa a big hug from me.
Love,
Emily
At the end :-
Comments
Post a Comment