How to write a letter: These are the general rules you should follow to write a letter

How to write a letter: These are the general rules you should follow to write a letter
October 1, 2022 Comments Off on How to write a letter: These are the general rules you should follow to write a letter Education Rachel Denial

Formal letter writing is undoubtedly one of the most challenging types of letter format. When
putting it together, often you are addressing a person or organization with whom you are not
familiar and the quality of your content, including spelling and grammar will be strongly

Sender’s Address: The sender’s address usually is included in letterhead. If you are not using
letterhead, include the sender’s address at the top of the letter one line above the date. Do not
write the sender’s name or title, as it is included in the letter’s closing. Include only the street
address, city, and zip code.

Date: The date line is used to indicate the date the letter was written. However, if your letter is
completed over a number of days, use the date it was finished in the date line. When writing to
companies within the United States, use the American date format. (The United States-based
convention for formatting a date places the month before the day. For example: June 11, 2001. )
Write out the month, day and year two inches from the top of the page. Depending which format
you are using for your letter, either left justify the date or tab to the center point and type the

Inside Address: The inside address is the recipient’s address. It is always best to write to a
specific individual at the firm to which you are writing. If you do not have the person’s name, do
some research by calling the company or speaking with employees from the company. Include a
personal title such as Ms., Mrs., Mr., or Dr. Follow a woman’s preference in being addressed as
Miss, Mrs., or Ms. If you are unsure of a woman’s preference in being addressed, use Ms.
Mr. – for a male
Mrs. – for a married female
Miss – for an unmarried female
Ms. – for a female whose status is unknown or would prefer to remain anonymous
Dr. – for a person with the status of a doctor

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If there is a possibility that the person to whom you are writing is a Dr. or has some other title,
use that title. Usually, people will not mind being addressed by a higher title than they actuall
possess. To write the address, use the U.S. Post Office Format. For international addresses, type
the name of the country in all-capital letters on the last line. The inside address begins one line
below the sender’s address or one inch below the date. It should be left justified, no matter which
format you are using.

Salutation “Use the same name as the inside address, including the personal title. If you know
the person and typically address them by their first name, it is acceptable to use only the first
name in the salutation (for example: Dear Lucy:). In all other cases, however, use the personal
title and last/family name followed by a colon. Leave one line blank after the salutation. If you
don’t know a reader’s gender, use a nonsexist salutation, such as their job title followed by the
receiver’s name. It is also acceptable to use the full name in a salutation if you cannot determine
gender. For example, you might write Dear Chris Harmon: if you were unsure of Chris’s gender.

Body: For block and modified block formats, single space and left justify each paragraph within
the body of the letter. Leave a blank line between each paragraph. When writing a business
letter, be careful to remember that conciseness is very important. In the first paragraph, consider
a friendly opening and then a statement of the main point. The next paragraph should begin
justifying the importance of the main point. In the next few paragraphs, continue justification
with background information and supporting details. The closing paragraph should restate the
purpose of the letter and, in some cases, request some type of action.

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Closing: The closing begins at the same vertical point as your date and one line after the last
body paragraph. Capitalize the first word only (for example: Thank you) and leave four lines
between the closing and the sender’s name for a signature. If a colon follows the salutation, a
comma should follow the closing; otherwise, there is no punctuation after the closing.
Enclosures: If you have enclosed any documents along with the letter, such as a resume, you
indicate this simply by typing Enclosures one line below the closing. As an option, you may list
the name of each document you are including in the envelope. For instance, if you have included
many documents and need to ensure that the recipient is aware of each document, it may be a
good idea to list the names.

A Note about Format and Font
Block Format: When writing business letters, you must pay special attention to the format and
font used. The most common layout of a business letter is known as block format. Using this
format, the entire letter is left justified and single spaced except for a double space between

Font :Another important factor in the readability of a letter is the font. The generally accepted
font is Times New Roman, size 12, although other fonts such as Arial may be used. When
choosing a font, always consider your audience. If you are writing to a conservative company,
you may want to use Times New Roman. However, if you are writing to a more liberal company,
you have a little more freedom when choosing fonts.

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Punctuation: Punctuation after the salutation and closing – use a colon (:) after the salutation
(never a comma) and a comma (,) after the closing. In some circumstances, you may also use a
less common format, known as open punctuation. For this style, punctuation is excluded after the
salutation and the closing.
Types of Formal Letters
● Write a Request Letter
● Writing a Letter of Interest (job)
● Writing a Complaint Letter
● Writing an Apology Letter
● Writing a Letter of Appeal
● Writing an Invitation Letter
● Writing a Resignation Letter
● Requesting a Letter of Recommendation
● Interview Thank You Letters
● Write a Farewell Letter
● Writing a Reference Letter


About The Author
Rachel Denial Rachel is a New York Times and USA Today Bestselling author of romances, thrillers, and graphic novels. Her debut thriller When No One Is Watching was the winner of the 2021 Edgar Allen Poe Award for Best Paperback Original and the Strand Critics Award for Best Debut. Her Civil War-set espionage romance An Extraordinary Union was the American Library Association’s RUSA Best Romance for 2018, and her contemporary royal rom-com A Princess, in Theory, was one of the New York Times’ 100 Notable Books of 2018. Her books have received critical acclaim from the Library Journal, BuzzFeed, Kirkus, Booklist, Jezebel, Shondaland, Vulture, Book Riot, Entertainment Weekly, and various other outlets. When she’s not working, she can usually be found watching anime or wrangling her pets.