Related: How To Write Good Letters (With Formal and Informal Examples) Types of letters You can indicate this by writing "CC" or "Copies to" with the name of the other recipients. You can include the number of additional documents in parentheses for easy reference.Ĭourtesy copies: This lets the recipient know that you have also sent copies of this letter to other people. Separate mailings: This lets the recipient know to expect other communication from you and what that will be.Įnclosures: This lets them know that you have included other documents in the letter. Some possible additional information could include: In some cases, you may want to include additional information under the salutation. Related: How to End a Letter (With 20 Closing Examples) 8. Other options are "best wishes", "kindest regards" or "best." "Yours truly" is also another option to consider. If you're writing someone you have a formal relationship with or don't know well, you may want to use "sincerely," for your close. End the letter with another pleasantry, such as "thank you for your time and consideration" or "please let me know if you'd like to discuss this in detail over the phone." 7. ![]() The closing paragraph should re-state the purpose of your letter and request follow-up action. Use active voice as much as possible throughout the body of the letter. You can lead right into this by typing, "I'm writing in regards to." While it's appropriate to start with a short pleasantry such as, "I hope this letter finds you well", you should move quickly to why you're writing. Keep your letter direct and to the point, with the entire letter being no more than one page. For indented forms, you'll need to indent the first line of each paragraph by one inch. If you have a block form letter, left justify each paragraph within the letter, leaving a blank line between the paragraphs that makes it easier to read. You can follow the salutation with either a colon or a comma. If you are unable to find the information or you are writing a letter that isn't directed at someone specific, use "To Whom It May Concern". You could also call the company and ask for the name of the person who holds that position. Oftentimes if you know the title, you can find their name on LinkedIn. If you are writing a letter to someone within a company, but don't know their name, take some time to research to find out. If you don't know the person well or you have a formal relationship, use their title and last name. If you know who you're writing to, the simplest and often most appropriate salutation is simply "Dear ". If you've chosen a block format, you'll left-justify all of the addresses. If you have chosen the indented format, you'll place your address and the date in the top right-hand corner and then left-justify the recipient's address. You'll include your address and contact information at the top, then skip a line, then list the date, skip another line and then list the recipient's address. The addresses of the sender and recipient, as well as the date, are the first pieces of information you'll include in the letter. Either form is acceptable for formal letters. While block form is often easier to read and the most widely-used format, the indented format adds some visual interest. If you use an indented format, you'll right-justify your address and the date. With indented form, you indent the first line of each paragraph by one inch. The indented format is often a style used for documents that are more casual. The first sentence of every paragraph is not indented. The block format has all elements and sections aligned with the left-hand side of the page. While there are many different formatting styles, you will, in general, want to choose between a block or an indented format. Related: Business Letter Format and Example 3. Use a font that is between 10 and 12 points so it's easily legible. ![]() Some examples of professional fonts you may want to use are: Use fonts that appear clean and easily readable over stylistic fonts. Next, you will need to select an appropriate font. If you're sending a business letter for your company, you may want to print the letter on company letterhead. Depending on the circumstances-such as sending a letter of recommendation or a cover letter with your resume-you may want to print on nice resume paper. Your letter should be typed and printed on standard white paper. These are the general rules you should follow to write a letter: In this article, we discuss how to write a letter, the types of letters and an example letter to help you draft your own. Using the correct format is particularly important when you are sending a letter through the mail, as you want it to fit a single page, be easily readable and look good. Since most letters today are sent via email, it's important to know how to write a professional letter that will leave the recipient with a positive impression of you and your company.
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