How to Write a Letter

Step by Step Complete Guide to Write a Letter

Writing a Letter is not a Big Deal. If You don’t know How to Write a Letter then is become a really Big Deal. In Letter writing, we should have to keep in mind that whom we are writing this letter? What is his/her designation? and from where he/she belongs to? etc etc. If you have kept these things in your mind then you can write a Perfect Letter to anyone.

Once a time Our grandparents and great-grandparents wrote letters all the time. They write to their friends and families, to the bank manager, to express condolences, to complain, to invite someone to visit, to accept an invitation and to thank people for hospitality or gifts.

Nowadays, we don’t need to write letters very often and it’s become a dying art. Emails, Facebook, Twitter and instant messaging mean that we can stay in touch all the time with anyone. There are still, however, times when writing a letter is appropriate, and it’s good to know when, and how to write one.

So in this Article, we are going to talk about different types of letters and how to write a letter of these types. In this article, we will also discuss the letters that can be sent through Post or Snail Mail. Let’s talk about Writing a Letter.

How to Write a Letter?

After the introduction now we will discuss types of Letter. How to write these letters? And which type of Letter we have to choose for a Person whom we are writing. Now take a Look at types of Letter.

how to write a letter

Types of Letter

There are following two Types of Letter which are:

Formal Letter

A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family. Let’s talk on Formal Letter Writing.

How to Write a Letter (Formal Letter)

As we discussed Earlier in Introduction to a formal letter that a formal letter must follow certain rules and conventions. Such a format helps in relaying the information in a professional way. It must be remembered that there are various such formats for formal letters that people follow. So Look at the Formal Letter Writing Pattern.

Contact Information

The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication.


Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address


The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.

Receiver’s Address

After leaving some space we write the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference. Make sure you write the official title/name/position etc of the receiver, as the first line of the address.


This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the greeting may also be “Mr ABC ” or “Ms XYZ”.

For Example, if you are writing a letter to Male then this will be Written as “Mr John” and if the Gender is different On then you Can Write as “Ms Jenny”. But remember you cannot call them only by their first name. It must be the full name or only their last name.

Subject / Opening of Letter

After the greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.

Body of the Letter

This is the main content of the letter. It is either divided into two paragraphs or three paragraphs if the letter is briefly described. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language, no matter the subject of your letter.

Closing the Letter

At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” or “Best Regards” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.


Here finally you sign your name. And then write your name in block letters beneath the signature. This is how the recipient will know who is sending the letter.

Handwritten Signature is applicable (for a hard copy letter – use blue or black ink to sign the letter)

Read How to Write an Essay

The General Structure of Formal Letter

Now we will See a General Structure of Formal Letter Writing. You will See All the things that we have discussed in details.

how to write a letter

This is the Simple Pattern of Formal writing. By Using this Pattern you can write different types of Letters Such as a Letter to invite Someone or Writing a letter for thanking someone for their Hospitality or for a Gift.  So we will Also see these types of letter’s patterns.

Formal Invitations Letters Writing Format

how to write a letter

In this RSVP stands for ‘Respondez, s’il vous plait’, which is French for ‘Please reply’. It is outrageously rude not to do so, even if you are not able to attend.

Thanking Someone for their Hospitality

how to write a letter

It does not matter whether you and your friend Go for a formal way of writing a letter to thank each other. Nobody has ever been known to be offended by a letter thanking them for hosting you for the weekend, or at a wedding, or for a gift.

After a Complete Review of How to Write a Letter then It’s 1st type Formal Letter Writing We should Move on 2nd type of Letter Writing.

Informal Letter

An informal letter is a letter that is written in a personal fashion. You can write them to relatives or friends, but also to anyone with whom you have a non-professional relationship, although this doesn’t exclude business partners or workers with whom you’re friendly. There are different ways to carry out this type of letter depending on which country you’re in.

How to Write a Letter (Informal Way of Writing)

First of all, we will talk about the elements of Informal Letter Writing.


Your personal address should be the first thing you write in your letter. It should be located at the top right corner of the page since you do not always know if someone has your address if they want to reply. Remember also to fill in your country of residence if you are sending the letter abroad.


  • Number and street name
  • City, state and postal code
  • Country


1000 S. Grand Avenue
Los Angeles, CA 90015
United States


As we discussed the date in formal letter writing. The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.

Format of Date Writing in Letter

FormatBritish EnglishAmerican English
A22nd November 2019November 22nd, 2019
B22 November 2019November 22, 2019

Body of the Letter

This is the main content of the letter. In Body of Letter, You can write what you want. You can Write something that you want. As this is an Informal type of Letter and we are writing it for non-professional purpose. So you can use any flowery language. In this type of Letter Writing, it doesn’t matter you are writing to the point or not.

Closing the Letter

The closing is where you summarize your letter and say goodbye to the reader. The examples below offer some ideas of what to write in the closing section of your informal letter.

Examples of Closing Sentences in Letter

  • I can’t wait to see you soon.
  • See you soon.
  • I hope you are doing well.
  • I am looking forward to seeing you.
  • Send my love to…
  • I hope to hear from you soon.
  • I can’t wait to hear from you.
  • I am looking forward to hearing from you soon.
  • Give my regards to…


Here finally you sign your name. And then write your name in block letters beneath the signature. This is how the recipient will know who is sending the letter.

How to Write a Letter (Informal Letter Writing Example)

how to write a letter

So, these were Examples and types of Writing a Letter. We hope we explained very well in this letter writing guide. And You understood the things at which we need to focus on.  Now we will talk about some tips of letter formatting.

Tips for Formatting Your Letter

  • When writing a letter, your letter should be simple and focused, so that the purpose of your letter is clear (only in formal Letter).
  • Single space your letter and leave a space between each paragraph.
  • Use a plain font like Arial, Times New Roman, Courier New, or Verdana. The font size should be 10 or 12 pixels.
  • Leave a blank line after the salutation and before the closing.
  • Business letters should always be printed on white paper rather than on coloured paper or personal stationery.


In this article, we have learned how to write a Letter. And then we have looked at the types of letter and their format and then their examples. In the end, we also have looked at some tips about formatting a letter. We hope that you have learned something new and we are successful to deliver our knowledge.

How useful was this Article?

Click on a star to rate it!

Average rating / 5. Vote count: