Writing a letter to family or friends

When you write a letter to someone you know, it is called a personal letter.

Letters to your family and friends are like conversations. You can write a letter to thank someone, congratulate them, share family and school news, pass on interesting information, describe what's been happening, or tell funny stories.

Maybe you have friends or family who live far away from you. Why not write them a letter to keep in touch? Even if they live close by, a letter is something special that shows you're thinking about them.

The great thing about a letter is that you can read it over and over again.

Here are some hints on what to write in a personal letter:

Talk about family birthdays, special events, trips you've been on and big achievements
Share funny stories about your pets
Tell your friends about your new computer game, CD or DVD
Wish someone Happy Birthday
Share some news about school – your teacher, your friends, excursions you've been on, special visitors and activities
Write about what's been happening in your street, town or city
Tell a friend about a great book you've read, or an exciting film you've been to see
Tell a riddle or joke
Ask questions about what they've been doing and what interests them

1. Heading

Your name and address.

2. Date

The date you are writing your letter.

3. Greeting

Your hello.

4. Content

What you want to say and the reason why you are writing.

5. Closing

The way you end your letter.

6. Signature

Sign your name. This is the same as an artist signing a work of art!

7. PS (Postscript)

Found at the end of a letter. You can put anything you forgot to say here.

How to Write a Formal Letter

Use these tips when writing a formal letter

In today's Internet- and email-driven society, the need to write a formal letter arises less often than in the past. However, it is still occasionally necessary to present a formal letter to obtain information, to apply for an academic program or a job, to write a complaint letter, or simply to express your opinion in an effective and coherent manner.

Tips for formal letter writing

Be concise

State the purpose of your formal letter in the first paragraph and don't veer from the subject. Try to avoid flowery language or long words. Keep the letter short and to the point. This excerpt from Strunk and White's The Elements of Style (4^th edition) provides the perfect rule of thumb:

Vigorous writing is concise. A sentence should contain no unnecessary words, a paragraph no unnecessary sentences, for the same reason that a drawing should have no unnecessary lines and a machine no unnecessary parts. This requires not that the writer make all sentences short, or avoid all detail and treat subjects only in outline, but that every word tell.

Use the right tone

A business or formal letter should be written in a tone that is slightly more formal than your everyday language. Avoid the following: slang or jargon; contractions such as I'm, can't, it's; and vague words such asgood and nice. Be polite and respectful, even if you are complaining. Take a look at our formal letter exampleto see what tone is appropriate.

Proofread

Once you have written your formal letter, check the grammar and spelling carefully. Use the spell-checker on your computer and then read the letter over yourself as the spellchecker will not likely catch every error. Use a dictionary or thesaurus, if necessary. Check the grammar and punctuation for correctness and make sure the sentences are complete. It is usually a good idea to have someone else proofread your formal letter, even after you have done so, as you may have overlooked errors in something that you have read over many times. If this formal letter is important enough for you to take the time to write, don't rush its completion. Errors may diminish the impact of the statement or impression you are trying to make.

Use proper format and presentation

Remember that the first impression is the one that lasts. Use good quality paper and a matching envelope for your formal letter. Make sure the recipient is addressed properly and that his or her name is spelled correctly. Equally important—don't forget to sign the letter! Check out our letter writing ebook, which features several examples of formal letters.

Present your ideas properly: Formatting a formal letter

Adhering to the standard conventions of good formal letter writing and presenting your letter attractively will ensure that your thoughts are seriously considered by the recipient and given the attention and consideration they deserve. Here are a few formatting tips:

Heading

The heading consists of your address (but not your name) and the date. Telephone numbers and email addresses are not usually included here, but they are acceptable. Using block format, the heading goes in the top left-hand corner of the page.

123 Elm Ave.
Treesville, ON M1N 2P3
November 23, 2008

Inside Address

The inside address consists of the name and address of the person to whom you are writing. You should try to address the formal letter to a specific person, but if you do not know his or her name, at least try to include his or her title. This address is usually placed four lines below the heading if a word processor is used or one line below the heading if the letter is handwritten.

Mr. M. Leaf (name)
Chief of Syrup Production (title)
Old Sticky Pancake Company
456 Maple Lane
Forest, ON 7W8 9Y0

Salutation

Skip one line after the inside address and then type the salutation. Your choice of salutation depends on whether or not you know the intended recipient of the formal letter. The most usual greeting is

Dear

followed by the person's name and punctuated with a colon. If you don't know whether the person you are addressing is a man or a woman, you may begin with

Dear Sir or Madam

, again followed by a colon.

. may be used if you don't know the marital status of a woman. Furthermore, if the person has a specific title such as

Dr.

, make sure that you use it.

Dear Mr. Trunk: Dear Ms. Root:

Dear Mrs. Branch: Dear Dr. Acorn:

Body

Skip one line after the salutation and begin typing the body of the formal letter. This is the main part of the letter. Keep in mind the rules outlined above regarding brevity and coherence. It is best to use short, clear, logical paragraphs to state your business.

Closing and Signature

This is the end of the letter. Skip one line after the last paragraph of the body of the letter and type the closing. Only the first word of the closing should be capitalized. It is punctuated with a comma. Leave several lines after the closing and type (or print) your signature. Your actual handwritten signature is to be inserted between these two printed lines, written in ink.

Yours sincerely,

Ezra Twig

Ezra Twig