Learn how to write a letter that isn’t an email! Although we mainly communicate digitally these days, the art of writing a letter and sending it through snail mail isn’t dead.
Between email, text messaging, Slack, Teams, and all the other forms of digital communication, there’s a good chance that you’ve forgotten how to write a letter – if you’ve ever had to at all!
Nevertheless, placing a letter in an envelope and sending it through the mail is the preferred formal communication method. Because you must fold the paper, stamp and seal the envelope, and write the recipient and return addresses, it shows that you’re willing to go the extra mile.
Mailing someone a letter is more intimate than typing on a keyboard and hitting send. When someone sees your handwriting on an envelope, it immediately drives a personal connection!
They’ll open it knowing exactly who it came from and will likely appreciate that you took the time to put everything together just for them.
This post will explain how to write a formal letter by showing you the essential elements. Then, you can apply what you see below to thank you notes, business letters, cover letters, and more!
How to Write a Letter – Step 1
Whether you want to write a note to your best friend or you need to know how to write a cover letter for a job, you should include some important information at the top of the page:
[Today’s Date]
[Name]
[Address 1]
[Address 2]
[Phone]
Download the Free Printable Cover Letter Template here
Check out these Free Teacher Cover Letter + Examples to see how to write a cover letter for a job at a school!
BONUS Letter Templates
These Teacher Welcome Letter Template – Free and Customizable are a fun way to greet your students back into the classroom after summer vacation!
And, parents, we can’t forget to celebrate our teachers with these Free Thank You Letter To Teacher From Student Printables or Free Teacher Appreciation Letter Ideas.
How to Write a Formal Letter – Step 2
Next, write the greeting:
Dear [Name],
If you want a little secret tip for how to write a business letter, you should always write the recipient’s name if you know it – not “To Whom It May Concern.”
Some might think that writing an actual name is too informal, but it actually adds a genuine personal touch! You can substitute their job title or department if you don’t know the name. Only use “To Whom It May Concern” if you don’t have any other option.
Using someone’s name is appropriate when you want to know how to write a good cover letter, too! You can see some examples on our Free Cover Letter Template.
BONUS Letter Templates
When writing a letter for a special occasion, a blank sheet of paper just won’t do! When the holiday season rolls around, our Printable Santa Letter Templates (Free Downloads) and Free Printable Elf on the Shelf Letter Template will help you write a letter that will definitely get opened at the North Pole!
How to Write a Professional Letter – Step 3
It’s time to write the body of your letter! Do you want to know a secret about how to write a thank you letter and professional letters? Type it into a word processor and run a grammar/spell check – even if you plan to handwrite the letter!
This way, you can make sure you write a letter that is 100% error-free.
BONUS Letter Templates
Here are some Free Printable Happy Birthday Letters to write stylish birthday messages, Free Printable Easter Bunny Letters that your kids will love reading, and Free Printable Tooth Fairy Letters to celebrate losing those baby teeth!
How to Write a Letter for Mail – Step 4
End your letter with a complimentary close:
Respectfully,
Sincerely,
With appreciation,
It’s okay to type the entire letter as long as you leave space at the bottom for a handwritten signature.
Make sure to leave enough room for your typed name to sit below the area for your signature, so the recipient knows exactly who it came from (some signatures are more like scribbles!).
Now that you know the basics of how to write a letter, it’s time to grab some stamps and envelopes!
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