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Writing Letters in English: 5 Essential Letters With Useful Phrases and Tips

Dear readers,

We’re writing this letter to inform you that writing letters is an important life skill .

Do you know how to write a letter in English?

Even today, in the age of online communication , letter writing is an important skill to learn. Knowing how to write a letter in English can help you get a job , form stronger relationships and much more.

So let’s learn how to write letters in English!

Sincerely yours, FluentU

Most Letters Follow the Same Structure

Letter headings: what to include, writing letters in english: 5 essential letters you need to know, 1. cover letter, cover letter outline, commonly-used phrases, sample cover letters, 2. letter of resignation, resignation letter outline, sample letters, 3. follow-up letter, follow-up letter outline, 4. thank you letter, thank you letter outline, 5. letter of complaint, letter of complaint outline, how to address an envelope in the united states, how to address an envelope in the united kingdom, and one more thing....

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At the most basic level, all letters are the same. Here are some parts you’ll find in nearly all letters:

  • The date.   Emails take care of this for you , so you don’t need to worry about it online. But if you’re writing a letter by hand or typing a letter to print, make sure to include the date near the top of the page.
  • A greeting.  Whether it’s “Hello” or “Dear,” this is where you state who you’re writing to.
  • Your purpose for writing.  This is a concise (short and clear) explanation of why you’re writing.
  • All the facts.  Then, you include everything the recipient needs to know about why you’re writing.
  • Your signature.  This is where you “sign off” with “Sincerely” or “Yours truly,” and then sign your name.

The points above are all you need to write a good professional letter about almost any topic. Say hello, state why you’re writing, then sign your name . Simple, right?

This is just the basic foundation (building blocks) of a letter, though. So we will help you with the details below.

But before you learn what to put in the letter, you should learn what to include in a letter heading.

Many letters have a heading—a part that comes before the actual letter. The heading is a way to include all the relevant information about the sender (that’s you) and the recipient (the person getting the letter).

For professional letters like cover letters, letters of complaint and follow-up letters, use the following heading:

Your Name Street Address City, State Zip Code Phone Number Date

Recipient’s Name Recipient’s Job Title Name of Organization Street Address City, State Zip Code

For more casual and informal letters like thank you notes, it’s enough to include the date and your name, or often just the date.

You’ve filled out an appropriate heading. Now it’s time to write the actual letters.

Ready, set, write!

A cover letter is written when you apply for a job. You usually send a cover letter with your resume when applying for a position.

A cover letter is a chance to tell your potential employer why you’re the best person for the job. Many job listings have a list of desired qualifications and experience. Use these as a guide for what you should talk about in the letter.

Cover letters should be positive and personalized, which means they should be different for each place you apply to.

[Professional heading]

– If you know your recipient’s name, use “Dear Mr./Mrs. [Recipient’s name].”

– If you don’t, you can use “To Whom It May Concern.”

First Paragraph

– State your name and the position you are applying for.

– If relevant, you can mention how you learned about the job opening.

Second paragraph

– Explain how your experience, skills and personality traits are a good fit for the job.

– Name specifics, but don’t repeat your resume.

Third paragraph

– Thank the reader for their time.

– State a phone number or email where you can be reached .

[Your signature] — “Signature” means you should sign your name in pen after you print the letter.

[Your first and last name] — This is typed.

  • I learned about this opportunity from…
  • As you can see from my resume…
  • My [specific skill] makes me an excellent candidate for this position.
  • It would be my pleasure to arrange a meeting with you at your earliest convenience.
  • Thank you for your consideration.

Monster, a career and resume website, has a few sample cover letters for different careers here . Live Career lets you customize your own cover letter from a template , though we recommend you just use these as starting points for writing your own!

A letter of resignation is a letter that officially announces the end of your employment at a job. Many jobs require that employees submit a letter of resignation at least two weeks before the date they plan to leave the job.

Letters of resignation are very short. How much information you include depends on you and your company’s policy. The only bit of information you absolutely have to include is the date you plan to end your job.

Remember to be positive! Don’t include any complaints, especially personal ones, no matter the reason for your departure. As we say in English, you don’t want to “burn bridges.” That is, you want to keep a positive relationship with your company in case you ever need to collaborate in the future.

Dear Mr. / Mrs. [Recipient’s name]

First paragraph

– State the position you are resigning from, including the department (if it’s relevant).

– State the date you will end your job.

Second paragraph (optional)

– State your reason for leaving.

– Include a positive statement about working at the company.

– Offer to help prepare or train a replacement to make the change easier.

– Thank the company for the experience.

Sincerely/Respectfully yours,

[Your signature]

[Your first and last name]

  • I am writing to inform you of my resignation from [job title], effective [date of termination].
  • My experience with [company name] has been valuable.
  • I will be happy to assist in training my replacement in my remaining time with the company.
  • Thank you for the opportunities and experiences you’ve offered me.

The Muse has a good template to use. Most letters of resignation look similar, so this is one case where it’s okay to follow the template exactly.

A follow-up letter is a letter you send after you’ve already made contact with someone. Follow-up letters are usually sent for one of two reasons:

  • To check in on someone. This letter is sent about a week after your last contact, if you are expecting something (like information, or whether you got a job).
  • To thank someone following a meeting. After you meet someone for business or an interview, it’s polite to send an email thanking them for their time and reminding them of anything you agreed on during the meeting.

Follow-up letters are polite and to the point. They are usually short—no more than a paragraph.

Dear Mr. / Mrs. [Recipient’s full/last name],

First paragraph, when thanking someone after a meeting

– Remind the person when you last met or spoke.

– Thank the person for meeting with you.

– Mention any important points you discussed or agreements you reached.

– Wish the person a good week, or express a desire to meet again.

First paragraph, when checking in on someone

– State what information you are waiting for.

– Thank the person for their time.

Sincerely, / Yours truly, / Awaiting your reply,

[Your full name]

  • Thank you for taking the time to meet with me on [date].
  • It was a pleasure speaking with you about…
  • I’m writing to confirm…
  • I’d appreciate a response regarding…
  • I look forward to hearing from you / meeting with you again.

The Muse has a great sample letter template you can use to follow up on a job application. The website About has a number of follow-up samples for different occasions (including how to follow up after a rejection!) on the bottom of this page .

Thank you letters are sent to people as a formal way of thanking them for something. You can use a letter to thank someone for…

  • Sending you a gift
  • Attending an event you hosted
  • Letting you attend an event
  • Helping you with something

A thank you note is a more meaningful way to say thank you to someone, especially if it’s handwritten. It means you took the time to write it, and shows your appreciation.

Dear [Recipient’s first name],

– Mention your reason for sending a thank you note.

– Thank the person!

– Include a personal remark or a specific comment about the reason for the thank you.

Yours truly, / Sincerely,

  • Thank you so much for…
  • I was thrilled to receive your gift!
  • I am touched by your generous gift.
  • I really appreciate your [gift / assistance].
  • You have my heartfelt thanks.
  • It was very kind of you to…

Write Express has a number of examples of informal thank you notes . You could also look at Thank You Note Samples , a website that has a huge collection of thank you letters for every occasion.

A letter of complaint is exactly what it sounds like: It’s a letter to bring something negative to the attention of the recipient. This letter can be difficult to write because it’s not always easy to say something negative without being offensive or rude.

Remember: Just because it’s a letter of complaint, doesn’t mean it’s an attack! A good way to avoid being unnecessarily rude is to state the facts without adding personal statements.

If you have any documents related to the issue (like receipts or transcripts), make sure to include a copy with your letter.

– If you know your recipient’s name, use “Dear Mr./Mrs. [Recipient’s full/last name].”

– State the product or service you have an issue with.

– Describe the problem you had, including dates, names, product numbers and other specifics.

– If you’ve taken any steps towards resolving the issue already, mention them here.

– Explain how you would like the problem to be resolved.

– If you paid money for something that didn’t work, request to be reimbursed (paid back).

– Include a phone number or email address where you can be reached.

– Thank the recipient for taking the time to read and respond.

Sincerely / Respectfully yours,

[Your name]

[Account number or reference number, if applicable]

  • I am writing to report an issue I experienced with…
  • I’d like to bring an error to your attention.
  • I am dissatisfied with…
  • I would like to be compensated for my troubles in the form of [reasonable compensation request].
  • I look forward to resolving this issue together.
  • I can be reached at [your phone number] to discuss the matter further.

You can find an excellent complaint letter template at the Georgia Department of Law website . The Federal Trade Commission website has their own template as well .

Now that your letter is ready, it’s time to send it.

How do you make sure your letters don’t get lost on the way? By writing the address correctly on the envelope! Different countries have their own ways of doing this.

The address on an envelope being sent in the  United States looks like this:

Jane Smith 1234 Washington St. Apt. 14A Chicago, IL 60290

Some things you need to know about envelopes mailed in the United States:

  • The top line has the first and last name of the recipient (in that order).
  • On the second line, the house or building number goes first, followed by the street name.
  • Apartment numbers or PO boxes are listed last. You can put them on their own line beneath the address, or abbreviate “Apartment” as “Apt.”
  • The third line is the city followed by a comma, then the abbreviation of the state, then the zip code (no comma).
  • The zip code is a five-digit number, sometimes followed by a dash and four more numbers.

When you’re in the United States, the return address (that’s your address, where the letter is coming from) goes on the top left corner of the front of the envelope, and the recipient’s address is right in the middle of the envelope.

https://ideas.hallmark.com/wp-content/uploads/2020/04/AddressEnvelope_In-Post-Image2.jpg

Image source: https://ideas.hallmark.com/articles/card-ideas/how-to-address-an-envelope/

In the United Kingdom , addressed envelopes look a bit different. Here’s an example of a UK-addressed letter, taken from the British Royal Mail website :

Miss S Pollard 1 Chapel Hill Heswall BOURNEMOUTH BH1 1AA

UK envelopes use these rules:

  • The top line lists the first and last name of the recipient, or the last name and first initial.
  • The second line has the house or building number followed by the name of the street.
  • The third line lists the local area or village name—that is, the part of the town or city where the recipient is located.  
  • The fourth line names the town in all capital letters. Note that on this line you may see the county named (e.g., Hertfordshire) in capital letters, although this is optional and not a requirement. 
  • Finally, the fifth line has the UK postal code (postcode), in all capital letters as well.

If you don’t know the full UK address, for example you may know the house number, street name and town but not the postcode, then you can use the Royal Mail Postcode Finder to search for the full address.

In the UK, the recipient’s address is written on the bottom left corner of the envelope, and the return address is written on the back, under the words “Return address.”

Image Source: https://personal.help.royalmail.com/app/answers/detail/a_id/81/~/clear-addressing—how-to-address-your-mail

These rules are important to know if you’re mailing letters in the US or the UK!

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Well, dear readers, you’re now ready to apply to jobs, resign from jobs and even complain without offending anyone. Writing letters in English (and writing in English in general!) is a very useful skill to have in your toolbox!

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The FluentU app and website makes it really easy to watch English videos. There are captions that are interactive. That means you can tap on any word to see an image, definition, and useful examples.

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How to Write a Letter

Last Updated: November 16, 2023 Fact Checked

This article was co-authored by Tami Claytor . Tami Claytor is an Etiquette Coach, Image Consultant, and the Owner of Always Appropriate Image and Etiquette Consulting in New York, New York. With over 20 years of experience, Tami specializes in teaching etiquette classes to individuals, students, companies, and community organizations. Tami has spent decades studying cultures through her extensive travels across five continents and has created cultural diversity workshops to promote social justice and cross-cultural awareness. She holds a BA in Economics with a concentration in International Relations from Clark University. Tami studied at the Ophelia DeVore School of Charm and the Fashion Institute of Technology, where she earned her Image Consultant Certification. There are 10 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 15,060,933 times.

Knowing how to write a letter is a fundamental skill you'll use in business, school, and personal relationships to communicate information, goodwill, or just affection. Here is a basic guide on how to put your thoughts on paper in the correct format.

Things You Should Know

  • Write formal letters for business, semi-formal letters to acquaintances or distant relatives, and casual letters to friends and close family.
  • Start informal letters with a friendly greeting. Begin formal letters with your name and address, the date, and the recipient’s name and address.
  • Write in clear language so the reader knows what you want to communicate. Sign off with a closing that matches the tone of the letter.

Sample Letters

easy letter writing in english

Writing a Formal Letter

Step 1 Know when to...

  • These letters should be typed, then printed. You can use any text editing software to do this, such as Microsoft Word, OpenOffice, or Text Edit. If the letter is urgent or the recipient prefers email, you can send an email instead.
  • When addressing your current boss or coworker, you can be slightly less formal. Email is usually fine, and you don't need an address at the top of the page.

Step 2 Write your address and today's date at the top of the page.

  • Write out the full date. 19 September 2014 (British) or September 19, 2014 (American) are both preferable to Sept. 19, 2014 or 19/9/14. [2] X Trustworthy Source Reading Rockets Online resource supported by PBS providing research-based strategies for assisting children to become confident readers Go to source
  • Skip the date when writing an email.

Step 3 Write the name and address of the recipient.

  • Full title and name
  • Company or organization name (if applicable)
  • Full address (use two or more lines, as needed)

Step 4 Write the salutation.

  • If you know the job title but not the person's name, you may write "Dear Health Inspector:" or a similar phrase. It's usually possible to find the name with an online search, so try that first.
  • If you don't have a specific contact, write "Dear Sir or Madam:" or "To Whom It May Concern:". These sound a little stiff and old fashioned, so try to avoid it when possible. [5] X Trustworthy Source American Psychological Association Leading scientific and professional organization of licensed psychologists Go to source

Step 5 Write the letter.

  • If you are writing on official business, keep it short and direct. If you are writing a distant relative or an acquaintance for social reasons, you can be a little more conversational. It's still best to keep it to under a page.

Step 6 Use a complimentary close.

  • For typed formal letters, leave about four spaces between the complimentary close and your typed full name. Print the letter, then sign your name in blue or black ink in that blank space. [8] X Research source
  • In a formal email, type your full name after the complimentary close. [9] X Research source
  • You may use a courtesy title for yourself when you put your name at the end of a formal letter. For instance, a married woman could sign as "Mrs. Amanda Smith."

Step 7 Fold...

  • Mr. John Smith
  • 123 ABC St.
  • New York City, NY 99999

Step 9 Write your return...

Writing an Informal Letter

Step 1 Decide how formal your letter needs to be.

  • If you're writing to a distant or elderly relative, or a social acquaintance, write a semi-formal letter. If that person has sent you emails before, you may email them as well. If not, a handwritten letter is a safer bet.
  • If you're writing a friend or close family member, an email or handwritten letter are both fine.

Step 2 Start with a salutation.

  • If you're writing a semiformal letter, you might use "Dear" or "Hello" as a salutation. Use the first name if that's how you talk to each other, or the courtesy title (Mr or Ms) if not.
  • If you're writing an informal letter , you can use "Dear" or "Hello," as well as more informal greetings such as "Hi" or "Hey." Follow it with the first name.

Step 3 Start the letter.

  • Know what not to write. A letter written in anger or to solicit pity is probably not a letter you should send. If you've already written such a letter and you're unsure about sending it, let it sit for a few days before you pop it into the mailbox — you might change your mind.

Step 5 End the letter.

  • A very old-fashioned close fits into the last sentence. This was originally a formal style, but you can have fun with it when writing a light-hearted letter to a friend. For example, the last paragraph of your letter could read "I remain, as ever, your devoted servant," and then your name.
  • If you want to add something after the letter's written, use P.S, which means Postscript ("after the writing").

Step 6 Send the letter.

Expert Q&A

Tami Claytor

  • Try to keep the letter focused on what would interest the recipient. Thanks Helpful 0 Not Helpful 0
  • "Dear" and other salutations are usually followed by a comma, but a formal letter can use a colon instead. Thanks Helpful 0 Not Helpful 0
  • Be as reasonable and polite as possible when you're writing a complaint letter — if you do, you're a lot more likely to get a favorable response. Thanks Helpful 0 Not Helpful 0

easy letter writing in english

  • Drawing or doodling on envelopes might interfere with delivery. If you do want to decorate your envelope or add stickers, do so on the back. Thanks Helpful 11 Not Helpful 1

Quick Letter Slideshow

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You Might Also Like

Write a Letter of Complaint to Human Resources

  • ↑ https://edu.gcfglobal.org/en/business-communication/how-to-write-a-formal-business-letter/1/
  • ↑ https://www.readingrockets.org/topics/writing/articles/introduction-letter-writing
  • ↑ https://hbr.org/2021/07/the-science-of-strong-business-writing
  • ↑ https://site.uit.no/english/writing-style/letters/
  • ↑ https://www.apa.org/advocacy/guide/letter-email
  • ↑ https://hwpi.harvard.edu/files/ocs/files/hes-resume-cover-letter-guide.pdf
  • ↑ https://wmich.edu/writing/rules/addresses
  • ↑ https://wmich.edu/writing/rules/addresses++
  • ↑ https://positivepsychology.com/gratitude-messages-letters-lists/
  • ↑ https://nmu.edu/writingcenter/parts-business-letter

About This Article

Tami Claytor

To write a formal letter, start by putting your address and the date at the top left-hand side of the page, followed by the recipient's name and address. Then, open your letter with a formal salutation, like "Dear Dr. Brown" or "To Whom It May Concern." When you write the body of your letter, try to avoid using contractions, like "aren't" or "wasn't," since they can make your letter seem informal. Also, keep the body of your letter short and direct so it isn't longer than a page. When you're finished, end with a complimentary close, like "Sincerely" or "Best wishes." To learn how to write a casual, informal letter, scroll down! Did this summary help you? Yes No

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How to Write a Letter: A Guide to Informal and Formal English

By: Author Sophia

Posted on Last updated: October 24, 2023

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The writing style is the manner of expressing thought in language characteristic of an individual, period, school, or nation… Learn how to write a letter in formal and informal ways.

How to Write a Letter: A Guide to Informal and Formal English 1

How to Write A Letter in English

A letter is a written message sent from one person to another through a medium such as email, snail mail, or facsimile. Letter writing is an important communication skill in both personal and professional settings.

There are different types of letters, including informal letters to friends and family and formal letters used in business and academic settings. Understanding the differences between informal and formal letters and the appropriate tone, language, and format to use is essential for effective letter writing.

Informal Letter

  • Write your full name and address even if it is an informal letter.
  • Divide your letter into small paragraphs.
  • Keep your writing simple.
  • Make a good choice of words especially if you are writing an apology letter or a letter to express your condolences in case of a death.
  • Most people close the letter with phrases like ‘Yours affectionately/With love/All the best/Take care’ etc.

Formal Letter

Let us understand a few ground rules while writing formal letters:

  • You need to write your full name, address, and date before you begin the letter
  • Address the person you are writing the letter to with the correct name and designation.
  • It is always advisable to start the letter with ‘Respected Sir/Madam’ or ‘Dear Sir/Madam’ and then mention the name and the address.
  • Before beginning to write the letter you must state the purpose of the letter in one line titled ‘Subject’.
  • Your letter should be very crisp giving out only the information which is required.

Informal Letter Writing

Informal letters, also known as personal letters, are written to friends, family, or acquaintances. The tone of informal letters is personal and friendly, and the language used is less formal than in formal letters.

Characteristics of Informal Letters

  • Personal, friendly tone
  • Use of first name or nickname
  • Contractions and informal vocabulary
  • Less formal grammar and sentence structure
  • May include personal anecdotes and emotional language

How to Write a Letter: A Guide to Informal and Formal English 2

Tips for Writing Informal Letters

  • Start with a friendly greeting, such as “Dear [Name],”
  • Use a personal and conversational tone
  • Avoid formal language and technical terms
  • Use contractions, such as “can’t” instead of “cannot”
  • Share personal news and feelings
  • End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.

In informal letters, it’s important to be yourself and write in a way that reflects your relationship with the recipient.

Formal Letter Writing

Formal letters are used in professional or academic settings, and they require a more formal tone and language. Formal letters typically follow a specific format and may include specific information such as addresses, dates, and reference numbers.

Characteristics of Formal Letters

  • Professional, respectful tone
  • Use of formal vocabulary and grammar
  • Use of titles (e.g., Mr., Mrs., Dr., etc.) and surname
  • Specific format, including heading, date, reference number, and clear structure
  • Avoidance of contractions and colloquial language

How to Write a Letter: A Guide to Informal and Formal English 3

Tips for Writing Formal Letters

  • Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”
  • Use a professional tone and avoid emotional language
  • Follow a specific format, including a heading with your address, the date, and the recipient’s address
  • Use formal language, proper grammar, and proper punctuation
  • Include a reference number, if applicable
  • End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

In formal letters, it’s important to be clear, concise, and professional. Make sure to use the appropriate tone and language, and follow the format and structure to ensure your message is taken seriously.

Differences between Informal and Formal Letters

Main differences: tone, language, and structure.

The main differences between informal and formal letters lie in their tone, language, and structure.

  • Tone : Informal letters have a personal and friendly tone, while formal letters have a professional and respectful tone.
  • Language : Informal letters may use contractions, personal anecdotes, and colloquial language, while formal letters use formal vocabulary, proper grammar, and avoid colloquial language.
  • Structure : Informal letters may have a less structured format, while formal letters typically follow a specific format, including a heading with addresses, date, and reference number, and a clear structure.

It’s important to choose the appropriate tone and format for your letter based on the purpose of your message and the recipient’s relationship with you.

How to Write A Letter

The layout of informal and formal letters

The layout of informal and formal letters can also vary. Here are some of the key differences in layout between the two types of letters:

Informal Letters:

  • Greeting: Start with a personal greeting, such as “Dear [Name],”
  • Body: May have a less structured format, with paragraphs or bullet points
  • Signature: End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.

Formal Letters:

  • Heading: Includes your address, the date, and the recipient’s address
  • Greeting: Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”
  • Body: Follows a clear structure, including an introduction, main body, and conclusion
  • Signature: End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

It’s important to follow the appropriate format for your letter, as it helps to ensure that your message is clear, concise, and professional.

How to Write A Letter

How to Start and End a Letter

Starting and ending a letter appropriately is important, as it sets the tone for the rest of the letter and leaves a lasting impression on the recipient.

Starting a Letter

  • Informal letter: Start with a personal greeting, such as “Dear [Name],”
  • Formal letter: Start with a formal greeting, such as “Dear Sir/Madam,” or “To Whom it May Concern,”

Ending a Letter

  • Informal letter: End with a friendly closing, such as “Take care,” or “Love,” followed by your signature and name.
  • Formal letter: End with a formal closing, such as “Yours sincerely,” or “Sincerely,” followed by your signature and typed name.

In both informal and formal letters, make sure to include your signature, as it gives your letter a personal touch and provides proof of your authorship.

Common Mistakes to Avoid When Writing a Letter

When writing a letter, it’s important to avoid common mistakes that can detract from the professionalism and clarity of your message. Here are some of the most common mistakes to avoid:

  • Incorrect format : Make sure to follow the appropriate format for your letter, whether it’s informal or formal.
  • Spelling and grammar errors : Check your letter for spelling and grammar errors, as these can make you appear unprofessional.
  • Unclear message : Make sure your message is clear and concise. Avoid using overly complex language or lengthy explanations.
  • Unprofessional tone : Avoid using emotional language or making personal attacks. In formal letters, make sure to use a professional tone.
  • Improperly addressing the recipient : Make sure to use the correct title and surname for the recipient, and avoid using overly familiar language unless it’s appropriate for the relationship.
  • Omitting important information : Make sure to include all relevant information, such as addresses, dates, and reference numbers, in your letter.
  • Not proofreading : Always proofread your letter before sending it to catch any mistakes or typos.

By avoiding these common mistakes, you can ensure that your letter is professional, clear, and effective in communicating your message.

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Write a Letter in English | Formal and Informal Letter Writing

How to write a letter a Formal and Informal Letter Examples

Welcome to our comprehensive guide on how to write a letter in English! Writing a letter may seem outdated in the digital era, but it can leave a lasting impression on the recipient. Whether you’re a student, a professional, or want better communication skills, mastering the art of writing a clear and effective letter is essential. We’ll cover both formal and informal letters with easy-to-follow instructions and practical tips. So, let’s get started and learn how to write a letter in English!

Table of Contents

How to Write A Letter in English

A letter is a written message that you send to someone to communicate your thoughts, feelings, or information. It’s an important skill for communicating with others, whether it’s for personal or professional reasons. To write a letter in English, start with a greeting like “Dear [Name],” then introduce yourself and explain why you’re writing. Share your thoughts or information in the main part of the letter, and end with a closing like “Sincerely” or “Best regards,” followed by your name. Letters can be informal, like the ones we write to friends and family, or formal, like the ones we use in business or school. Knowing how to write these types of letters with the right tone, words, and structure, is essential for making your letters effective and meaningful.

Parts of the Letter

There are 6 basic parts of a letter:

6 basic parts of a letter

Heading: The top part of the letter that includes the address and the date.

Salutation (Greeting): How you start the letter, like “Dear [Name],“

Introduction: The beginning of the letter where you introduce yourself and the reason for writing.

Body: The main part of the letter where you share your thoughts, information, or message.

Closing: How you end the letter, like “Sincerely,” or “Best regards,”

Your Signature: Your handwritten name at the end of the letter.

To write a letter follow these 12 steps of writing a letter

12 Basic Steps of Writing a Letter

  • Identify the Purpose Decide why you want to write the letter – whether it’s to inquire about something, express appreciation, share news, or request information.
  • Choose the Format Select the appropriate letter format – it could be a formal letter for business or official purposes or an informal letter for personal communication.

basic steps of writing a letter name and address

  • Date and Address Write the date on the top right corner of the letter. On the top left corner, include your address and contact details.

Address the recipient/ (greetings)

  • Address the Recipient (Greetings) Address the person you are writing to with a proper salutation. If possible, use the recipient’s name, like “Dear Mr. Smith” or “Dear Sir/Madam.”

Opening paragraph

  • Opening Paragraph Begin the letter with a friendly greeting and briefly state the reason for writing.

main part of the letter

  • Body of the Letter [main part] In the following paragraphs, expand on the purpose of the letter. Provide details, explanations, or anecdotes to support your message. Use separate paragraphs for different topics.
  • Be Clear and Concise Write clearly and directly. Avoid using overly complex language or jargon that the recipient may not understand.
  • Include Relevant Information Make sure to include any relevant information, such as order numbers, account details, or dates, if applicable.
  • Use Proper Grammar and Spelling Check for grammar and spelling mistakes. Poor language can distract the reader from your message.
  • Show Appreciation or Request Action Conclude the letter by expressing gratitude if necessary or requesting the recipient to take specific action (if applicable).
  • Closing Choose an appropriate closing, such as “Sincerely,” “Best regards,” “faithfully,” or “Thank you,”.

complimentary closing and signature

  • Sign the Letter Sign the letter by hand above your printed name, especially for formal letters.
  • Review and Send Review the entire letter for clarity, correctness, and completeness. Make any necessary changes before sending it.

By following these steps, you can write a well-structured letter that effectively conveys your message to the recipient.

Types of letters

There are two basic types of letters and each type has its own specific format and purpose.

  • Formal letter
  • Informal letter

Formal letter 

A formal letter is a type of letter that you write to someone you don’t know well, or to someone you want to show respect and politeness. It is used for official or professional purposes.

Characteristics of Formal Letters:

  • Language: Use polite and respectful language. Avoid slang and casual expressions.
  • Greetings: Begin with a formal greeting like “Dear Mr./Mrs. [Last Name],” or “To Whom It May Concern.”
  • Tone: Maintain a professional tone throughout the letter. Stick to the main purpose and avoid personal stories or jokes.
  • Structure: Follow a standard letter format with clear headings and proper paragraphs.
  • Closing: End the letter formally with phrases like “Yours faithfully,” or “Sincerely.”

Examples of formal letters:

  • Complaint to a company
  • Resignation from a job
  • Cover letter for a job application
  • Government agency
  • Job or school application
  • Acceptance letter
  • Rejection letter
  • Resignation letter
  • Recommendation or referral
  • Offer or proposal
  • Cover letter
  • Interview follow-up or thank you
  • Business proposal letter

write formal letter in English

Informal Letter:

An informal letter is a type of letter you write to friends, family, or people you know well. It is used for personal communication and allows a more casual and friendly tone.

Characteristics of Informal Letters:

  • Language: Use relaxed and friendly language. You can use familiar words and expressions.
  • Greetings: Start with a casual greeting like “Dear [Name],” or “Hi [Name],”
  • Tone: Feel free to share personal stories, emotions, and jokes in an informal letter.
  • Structure: While you can still have paragraphs, the structure is more flexible and relaxed compared to formal letters.
  • Closing: End the letter informally with phrases like “Take care,” “Best wishes,” or “Lots of love,”

Examples of informal letters;

  • Letter to a friend or family member
  • Thank-you letter to someone for a gift or help
  • Congratulatory letter to celebrate someone’s achievement
  • Sympathy or condolence
  • Friendship/thinking of you
  • Appreciation
  • Announcements, such as a name or an address change
  • Letter to the editor

write an informal letter in English

Difference between Formal and Informal Letter 

formal vs informal letter

Basic Rules for Writing a Letter 

Be Clear : Use simple and easy-to-understand language so that the reader can easily understand your message.

Use Proper Structure : Follow the standard letter format with a heading, greeting, introduction, body, closing, and signature.

Address the Reader Politely : Begin the letter with a respectful greeting, such as “Dear [Name],”

Introduce Yourself : In the introduction, briefly tell the reader who you are and why you are writing the letter.

Stay on Topic : Keep your letter focused on one main subject or purpose to avoid confusion.

Organize Your Thoughts : Arrange your ideas in a logical order, using paragraphs to separate different points.

Use Examples : If possible, provide examples or anecdotes to clarify your message and make it more relatable.

Be Courteous : Use polite and friendly language throughout the letter.

Avoid Slang : Refrain from using informal language or technical terms that the reader might not understand.

Check Grammar and Spelling : Proofread your letter to correct any grammar or spelling mistakes.

Keep It Concise: Be brief and to the point, avoiding unnecessary details or long explanations.

Use Punctuation Correctly : Properly use punctuation marks like commas and periods to make your writing clear.

Stay Positive : Maintain a positive tone and avoid negative language.

Thank the Reader : In closing, express gratitude to the reader for their time and consideration.

Formal and Informal Letter Examples

how to write a formal letter how to write a letter in english letter writing format write a letter in english

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How to Write Letters in English ✉ (formal & informal)

So you want to write letters in English. These simple guide will help you to write a well organized letters in English. Writing letters in English, both formal and informal, is an essential skill. Here’s a guide on how to write them:

How to Write Formal Letters:

1. Address and Date:

  • Start with your address at the top right or use letterhead. Skip a line and add the date.

2. Recipient’s Address:

  • Skip another line and add the recipient’s name, address, and job title, if applicable.

3. Salutation:

  • Begin with a formal salutation, like “Dear Mr. Smith” or “Dear Sir/Madam.”

4. Opening Paragraph:

  • State the purpose of your letter in a clear and concise manner. For example, “I am writing to inquire about…”

5. Body of the Letter:

  • Explain your reason for writing in detail. Use separate paragraphs for different points.

6. Closing Paragraph:

  • Summarize your main points and suggest possible actions. Express gratitude when necessary.

7. Closing Salutation:

  • Use a formal closing, such as “Sincerely” or “Yours faithfully.”

8. Signature:

  • Sign your name in the space between the closing and your typed name.

9. Enclosures:

  • If you’re including any documents, mention them at the end of the letter.

10. Postscript (optional):

  • Add any extra information here.

How to Write Informal Letters:

  • Begin with your address in the top right, or simply start with the date.

2. Greeting:

  • Use a casual greeting like “Hi” or “Hello,” followed by the recipient’s first name.

3. Introduction:

  • Begin with a friendly opening, for example, “I hope this letter finds you well.”

4. Body of the Letter:

  • Share your news, thoughts, or stories. Be conversational and informal in tone.

5. Closing:

  • End the letter with a personal closing, such as “Take care” or “Best wishes.”

6. Signature:

  • Sign your name by hand.

7. Postscript (optional):

  • Add any additional thoughts or comments here.

Key Tips for Both:

  • Be clear and concise.
  • Use paragraphs to separate different ideas.
  • Be polite and respectful in your tone.
  • Adjust your language to the relationship between you and the recipient.
  • Proofread your letter for errors before sending it.

easy letter writing in english

Sample – Letter to a Relative

“Dear Aunt Mary,

How are you? I haven’t seen you for a few months, so I thought I should write you a letter and say “Hi!”

I have been pretty good lately. I will finish elementary school soon, and I can’t wait to go to junior high! Last week, I got a perfect score on my biology test, so my parents took my out to eat ice cream and watch a movie!

Summer will be here soon, and I am very excited for summer vacation. I hope to join a baseball team. I want to be a pitcher, but I know that I need to practice because right now I am not good enough. Maybe you can come watch me play sometime! That would be great!

Well, that’s all for now. I hope to see you soon. I will have a birthday party in July. I hope you can come! And I hope you are well. If you have time, please write me back!

Your nephew, Brian”

Sample – Formal Letter

easy letter writing in english

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Home » Letter Writing » How to Write Formal Letters: A Step-by-Step Guide

How to Write Formal Letters: A Step-by-Step Guide

Writing formal letters is a valuable skill, whether you’re a student, professional, or an individual addressing various situations. To craft an effective formal letter, follow these steps:

  • Your Address: Start your letter by writing your address at the top. This should include your House number, Street name, City, Country and PIN code.
  • Date: Just below your address, write the date when you are writing the letter. Remember to spell out the month, add the day, and put in the year.
  • Recipient’s Address: Leave a little space and then add the recipient’s name, their position (like Principal or Teacher), the name of the school, and the school’s address. If you are not sure of the person’s name, you can use a formal greeting like “To Whom It May Concern.” Salutation: Begin your letter with a polite greeting, for example, “Respected Principal” or “Respected Teacher.”
  • Opening Paragraph: In the first paragraph, clearly and briefly mention the reason you are writing the letter. For instance, if you’re writing to request information about a scholarship, specify which scholarship you’re interested in.
  • Main Body of the Letter: In the body of the letter, explain your purpose in more detail. Organize your thoughts logically using separate paragraphs. Use simple and correct language, and make sure your spelling and grammar are accurate.
  • Closing Paragraph: Summarize the main points of your letter and remind the reader about the purpose. If you’re attaching any documents or providing extra information, mention it here.
  • Formal Closing: End your letter with a formal closing, such as “Yours truly” or “Sincerely.” Use a comma (,) after the closing.
  • Your Signature: Leave enough space below the closing for your handwritten signature. If you’re typing the letter on a computer, a typed signature is okay.
  • Enclosures and CC: If you’ve added any extra documents or sent copies to others (CC), let the reader know at the end of the letter. For example: “Enclosures: Certificates, Mark Sheet” or “CC: Parent’s Name.”
  • Formatting: Make sure your letter looks neat with a clear font and a standard letter size. Keep your tone formal and respectful, and avoid using informal words or slang.
  • Proofreading: Before sending the letter, read it carefully to check for spelling or grammar mistakes. A well-written letter shows that you’re careful and thorough.
  • Mailing (if needed): If it’s a physical letter, put it in an envelope, write the recipient’s address, and add the right postage.

Writing a formal letter is an important skill. It can help you communicate effectively with your school, office or in other situations where you need to write a formal letter.

  • 10 Tips for Effective Letter Writing
  • How to Write Informal Letters: A Step-by-Step Guide

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  • Letter Writing

Letter Writing - Explore What is, Different Types with Examples

Ever wondered how the practice of writing letters came into being? Letters were one of the earliest forms of passing communication across to family and friends, and it has continued to exist since then. Letter writing is no mere ornamental accomplishment. Even today, letter writing has been thought of as a necessary skill that every individual should acquire.

easy letter writing in english

This article will take you through the following topics

What Is Letter Writing?

Different types of letters, types of letters examples, faq on letter writing and its types.

Letter writing has been deemed as one of the most useful forms learnt and used for various reasons. There are several kinds of letters, each of which has its own form and style. However, there are certain parts of the letter which remain the same. They include:

  • Sender’s address

Greeting or Salutation

Body of the letter, subscription, sender’s address.

The writer’s complete postal address has to be mentioned at the beginning of the letter on the left-hand side of the paper. This lets the receiver know where you wrote the letter from.

The date is written just below the sender’s address, and It lets the recipient know when exactly the letter was written. The date may be written in any of the following ways:

4th July 2005

July 4, 2005

The Salutation depends on the relationship between the sender and the receiver.

  • To members of your family and friends, it could be Dear Father, My Dearest Friend, Dear Uncle, Dear Diana, etc.
  • To Business people or any officer of higher rank, it could be Dear Sir, Dear Sirs, Sir/Ma’am, etc.

The message that you want to convey is stated in the body of the letter. The style, however, depends on the type of letter you are writing. The style of a friendly letter differs completely from that of a business letter or an official letter, but there are certain points that apply to both formal letters and informal letters.

Generally, when you draft the body of your letter, see to that you divide it into short paragraphs, according to the change in the subject matter. Use simple and direct language that is easy to comprehend. Put down all your points in a logical order. Mind your punctuation; incorrect punctuation will alter the meaning of the sentence completely.

The subscription helps you end the letter in a polite and courteous manner. The subscriptions change according to the type of letter you are writing. It can be written as Yours faithfully, Yours lovingly, Yours sincerely, With love, etc.

The signature or the name of the writer should be written just before the subscription.

Letters can be classified into two main types according to the purpose of the letter. Informal Letters, also known as Social Letters, include Friendly Letters and Notes of Invitations.

Formal Letters, also known as Business Letters, include Letters of Application, Letters to Higher Authorities, and Letters to Newspapers.

Informal Letter

Letters to friends and family can be written in a conversational style. They are just a composition of spontaneous thoughts, and they are easy and personal. When writing an informal letter, you are free to use colloquial language, which would be quite out of place in a formal letter. This does not mean that you can pen down random thoughts that are totally disconnected and make no sense. Wrong spelling, punctuation and grammar are not allowed even though the letter is informal and personal.

An informal letter can be written by following a basic format that includes the sender’s address, date, greeting, body of the letter, subscription and signature. To know more about how to write an informal letter, visit Informal Letter Format .

Formal Letter

Formal letters or Business letters should be clear and concise. You should always remember that formal letters are written to bring important information into consideration, so you should always take care to draft the letter carefully by providing only the necessary information.

The language used in formal letters is a lot more professional than informal letters. The format of formal letters is the same as explained above, with a few additions, viz., ‘the Receiver’s Address’, ‘Subject’ and ‘Signature’. Check out Formal Letter Writing in English for more information on formal letters.

Sample Informal Letter – Letter to a Friend in Reply to Her about Planning a Trip Together

16/65, Martins Castle

Hyderabad 500023

Dearest Caro,

I was happy to see your letter, and I loved your idea. I have been wanting to go on a trip with you for a long time, and I think both of us can finally make time to plan and make it happen.

I have a list of places that I thought would be fun to visit. I also do have a list of things I would like to do on our trip. I am too scared of heights, and I know you are too, but I have always wanted to try out bungee jumping with you. Let me know what you think about it. We can also find affordable and beautiful places to stay, and I am sure we can chart it all out. I cannot wait to go on this adventure with you. I know it is a secret to be kept since it is going to be just us, and that makes it all the more exciting. I know for sure that it is going to be worth it too.

I will make sure that I meet you next weekend and make plans for the trip. It would definitely be difficult to get our parents to allow us on this trip, but let’s try hard and make this work. See you soon.

Sample Formal Letter – Letter of Application

3, Old Gate

Nagpur 440003

20 th April, 2018

The Principal

Taurina High School

Mumbai 500043

Subject: Application for the post of English Teacher

I am applying for the position of English Teacher in your organization with reference to the advertisement on The Indian Express dated 18/04/2018. I have great interest in this position and would highly appreciate it if you could consider my application.

I have completed my Post Graduation in English and have experience of working as a High School English Teacher for two years. In my teaching experience, I have come across various challenging situations with kids and parents, and I have learnt to handle all of them well. I have enjoyed connecting with the children and being a part of their growth and development as considerate and intelligent individuals.

I have attached my resume and experience certificate for your kind perusal and hope to hear from you in this regard.

Yours faithfully,

SEAN ALEXANDER

Explore More Sample Letters,

Writing a Letter to Your Friend

More Letter Formats,

How do I start writing a letter?

To start writing a letter, you will have to know who you are writing to and the reason behind the letter. With that in mind, you can start drafting your letter with the Sender’s address on the left-hand side of the paper at the beginning, followed by the date.

What are the types of letter writing?

Letter writing can be divided into two main types – Formal Letters and Informal Letters. Formal letters are letters that are written for official purposes, whereas informal letters are written about anything you want to let your friends or family know.

What are the parts of a letter?

A letter can be said to have six main parts. They include the Sender’s Address and Date, Receiver’s Address, Salutation, Body of the Letter, Complimentary Close and Signature.

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Letter Writing

Before the advent of modern technology made communication so easy, the art of writing a letter was considered an important requirement. Even today a letter is an important means of communication in both the workspace as well as our personal lives. So let us educate ourselves with the nuances of letter writing.

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easy letter writing in english

A letter is a written message that can be handwritten or printed on paper. It is usually sent to the recipient via mail or post in an envelope, although this is not a requirement as such. Any such message that is transferred via post is a letter, a written conversation between two parties.

Now that E-mails ( Advantages and disadvantages ) and texts and other such forms have become the norm for communication, the art of letter writing has taken a backseat. However, even today a lot of our communication, especially the formal kind , is done via letters. Whether it is a cover letter for a job, or the bank sending you a reminder or a college acceptance letter, letters are still an important mode of communication. Which is why it is important that we know the intricacies of letter writing.

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Types of Letters

Let us first understand that there are broadly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing etc. Let us have a look at the few types of letters .

  • Formal Letter : These letters follow a certain pattern and formality. They are strictly kept professional in nature, and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
  • Informal Letter : These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
  • Business Letter : This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
  • Official Letter : This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum.
  • Social Letter : A personal letter written on the occasion of a special event is known as a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social letters.
  • Circular Letter : A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond some important information like a change of address, change in management, the retirement of a partner etc.
  • Employment Letters : Any letters with respect to the employment process , like joining letter, promotion letter, application letter etc.

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Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on some tips for the actual letter writing.

1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type of letter you are to be writing. This will be dictated by the person the letter is addressed to and the information that will be conveyed through the letter. Suppose you were writing to the principal of your college to ask for leave, this would be a formal letter ( Types of formal letters with samples ). But say you were writing to your old college professor catching up after a long time. Then this would be a personal ( informal ) letter.

2] Make sure you open and close the letter correctly

Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any informal greeting as the writer wishes.

easy letter writing in english

Even when closing the letter, it must be kept in mind what type of letter is being written. Formal letters end respectfully and impersonally, whereas informal letters may end with a more personal touch.

3] Establish the main intent of the letter

Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is important to immediately make clear the purpose of the letter.

4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of letters.

5] Length of the letter

And the other important factor to be considered is the length of the letter you are writing. It should be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the desired effect on the reader. The length of an informal letter is determined by the message in the letter and the relation to the recipient.

Solved Example for You

Q: Alex was to write a letter to her class teacher asking permission to remain absent from school for 2 days on account of some personal matter. What type of letter will he be writing?

  • Personal Letter
  • Business Letter
  • Formal Letter
  • Any of the above

Ans: The correct option is C. While the teacher is a personal acquaintance of Alex, the situation demands a formal letter and not a personal letter.

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  • formal letter writing format

Formal Letter Writing Format In English PDF: Definition, How To Write, Topics, Sample Examples

Nov 06 2023

easy letter writing in english

Formal Letter Writing Format In English PDF: A formal letter is sent to officials to show gratitude or to voice complaints about a person or circumstance. Therefore, a professional letter must follow a specific structure that is concise, clear, and error-free. When writing a formal letter, avoid making spelling errors and the letter should be short and to the point. You can send formal letters to government departments, businesses, and educational institutions. You will learn more about the formal letter format in this post as well as the guidelines. Let's first read what a formal letter is to get a better understanding of it before we look at the formal letter format. Aspirants in search of formal letter writing in English, Letter writing formal letter formal letter format, letter formal letter to principal, formal letter writing format, formal letter writing topics, formal letter writing examples, formal letter writing questions, etc., can refer to the complete details provided here related to the formal letter writing format in this article. Many aspirants have questions about how to write a formal letter in English, how to write a formal letter to principal, how to write date in formal letter, etc. Now, let's look at the formal letter meaning and the format.

Check Informal Letter Writing Format

Descriptive Writing For Bank Exams - Mock Tests

easy letter writing in english

What Is A Formal Letter?

Formal Letter Meaning: A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Types Of Formal Letter

The formal letter comes in a variety of forms and is utilized as a communication tool by all organizations, whether they are public or private. Both internal and external communication uses formal letters. Here are some examples of formal letter formats.

  • Recovery Letter
  • Resignation Letter
  • Order Letter
  • Promotion Letter
  • Job offer letter
  • Complaint letter
  • Business letter
  • Appointment letter
  • Leave application for Marriage/ Sick/ maternity
  • Letter of Enquiry
  • Sales Letter

easy letter writing in english

Formal Letter Writing Format In English

Candidates can use the English formal letter writing format that is given below for any type of formal letter.

easy letter writing in english

Details Of Formal Letter Writing Format

The sender's and recipient's addresses are the first item in the formal letter format. Sender's Address: Be sure to include your street address, city, state, zip code, and phone number when writing your address in the left-hand corner of the page. Address of Recipient – Always include the address of the recipient in the right-hand corner, just below the date.

The date and salutation are the second essential component of a professional letter format. The date should always be written with a line gap just below the sender's address.

3) Salutation

"Dear Sir/Madam" is sufficient; if you know the person's name, address them directly. If you don't know their name, use "Rev.", "Dr.", "Mr.", "Mrs.", or "Ms." in a formal manner, along with their complete name.

The official letter comes next. The letter's subject and body are its format: The agenda or purpose of the letter's drafting is its subject. Keep the letter's subject short and, if you can, limit it to one line.

  • Always break up your work into paragraphs, and make sure to use a sophisticated vocabulary as well as correct punctuation and spelling.
  • To keep the reader engaged and to distinguish one idea from another, paragraphs are used.
  • The goal is to provide the reader with as much clarity as possible.
  • Mention the goal of the letter in the first paragraph itself so that the reader is clear on your intentions when writing the letter.
  • The first paragraph, also known as the introduction, should be brief and to the point.
  • The middle paragraphs, generally known as the body of the letter, should include some relevant information on the goal outlined in the first paragraph.
  • The final paragraph, sometimes referred to as the conclusion, should discuss the action you expect the letter's reader to take.
  • As much as you can, keep the final paragraph in a requesting mode.

6) Conclusion

The ending, or how to end the formal letter, is another element of the formal letter format. Putting a formal letter to bed - The preferred concluding salutations are Yours Faithfully, Your Sincerely, etc., followed by your entire name and a suitable closing sentence. An appropriate closing statement shows that you value the receiver by expressing your admiration for them.

7) Signature

The signature at the end of the formal letter is the final component of the format. In the signature line of a formal letter, the sender should include their name, signature, and, if applicable, their position within the employer. Recognizing the information sent by the sender aids the recipient.

easy letter writing in english

Formal Letter Writing Examples

Formal letter writing format example 1 - appointment  letter, formal letter writing format example 2 - promotion letter, formal letter writing format example 3 - resignation letter.

easy letter writing in english

Formal Letter Writing Format Example 4 - Business Letter

How to write a formal letter to principal.

Have a look at the examples  of formal letters  provided  below  for  your  reference.

Formal Letter To Principal From Student 1

Formal letter to principal from student 2, formal letter writing topics.

Formal letter writing questions expected in the upcoming exams are curated and provided as formal letter writing topics in the table below.

easy letter writing in english

Do's And Dont's Of Formal Letter Writing

Do's: formal letter writing format.

  • Make your letter's goal clear; it should be straightforward and focused.
  • Your letter should be left-justified.
  • In your letter, a single space and a space between each paragraph are required.
  • Examples of plain typefaces are Arial, Times New Roman, Courier New, and Verdana. The font size ought to be 10 or 12.
  • Leave a blank line between the salutation and the closing.
  • Business letters should always be produced on white bond paper as opposed to colorful paper or personal stationery.
  • If you're writing an email letter, follow these instructions for what to include and how to format your signature.
  • After you've finished writing your letter, always proofread it for spelling and grammar mistakes.

Don't's: Formal Letter Writing Format

Here are the common mistakes in formal letter writing that should be avoided.

  • Make sure to adhere to the right formal letter format. This comprises a suitable headline, salutation, body, conclusion, and signature.
  • Make sure the goal of your communication is stated in full. Be specific in what you want to say or what you are asking for.
  • Check your letter carefully for any spelling or grammar mistakes before sending it. Use the appropriate punctuation and capitalization.
  • Avoid employing slang or informal language in formal correspondence. Be respectful and professional in your tone.
  • Double-check that the recipient of your letter has the correct name and address. This will guarantee that your mail gets to the correct person.
  • Keep your letter brief and crisp. Don't blather on or provide unnecessary details.
  • Make sure your letter is understandable and clear. Avoid using technical phrases unless absolutely required and speak plainly.
  • If you expect a response to your letter, make sure to follow up if you don't get one in a timely manner.
  • You may write a formal letter that is both effective and professional by keeping these most common errors to a minimum.

FAQs - Formal Letter Writing Format

Q. What is a formal letter?

A formal letter is one that uses formal language and is written in a formal style. Such letters are not addressed to private individuals, such as friends or family members, but rather to authorities, dignitaries, coworkers, and seniors for official objectives. Writing formal letters requires adherence to a variety of conventions.

Q. What are the types of formal letters?

The types of formal letters are Recovery Letter, Resignation Letter, Order Letter, Promotion Letter, Job offer letter, Complaint letter, Business letter, Appointment letter, Leave application for Marriage/ Sick/ maternity, Letter of Enquiry, Sales Letter, etc.,

Q. What is the formal letter writing format?

The sender's address, the date, the recipient's address, the subject, the salutation, the content of the letter, a complimenting ending, and finally the signature with name (in block letters) and designation should all be included in a professional letter.

Q. How To Write A Formal Letter?

Make sure you are familiar with the format of a formal letter before you begin writing one. Include all the information required to understand the topic under discussion. Be sure to speak in plain, basic words. Make sure the recipient is aware of both your expectations and your needs. Always be truthful.

easy letter writing in english

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You can always do advanced rewrite for your texts from here !

Welcome to Formal Converter - Your All-in-One Tool for Formal Writing

Are you struggling to convert your informal writing into a more professional and formal tone? Look no further than Formal Converter - the ultimate tool for transforming your language quickly and easily. With range of services, including an informal to formal converter, formal writing generator, and more, you'll be able to write with confidence and impress your audience.

Transform Your Informal Language into Formal Language with a Informal to Formal Converter

Our free informal to formal converter makes it simple to convert casual and colloquial language into more sophisticated and professional language. No more worrying about sounding unprofessional - this tool will provide you with high-quality language that's suitable for any formal occasion.

Create Effective Sentences with a Formal Writing Generator

Our formal writing generator is an excellent resource for anyone who needs to write in a formal style. The tool provides you with sentence templates and ideas for formal writing, so you don't have to struggle with writing in a formal tone. Whether you're writing an academic paper, a business letter, or any other formal document, this generator will help you create effective sentences that make an impact.

Convert Your Existing Text with a Formal Text Converter

If you're struggling to write in a formal style, a formal text converter is here to help. The tool analyses your text and replaces casual language with formal language, making it easier for you to write in a professional tone. With this converter, you can transform your existing text into language that's suitable for any formal occasion.

Transform Formal Language into Informal Language with a Formal to Informal Converter

Our formal to informal converter is perfect for anyone who needs to convert complex language into a more conversational tone. Whether you're writing for social media, emails, or any other informal communication, this tool will help you convert your language with ease.

Create Professional Emails with a Formal Email Converter

If you want to create a lasting impression with your emails, this formal email converter is a must-have tool. The tool analyses your email and suggests changes to make it more formal and professional. With an email converter, you can avoid common mistakes and ensure that your emails are taken seriously.

Write Effective Sentences with a Formal Sentence Converter

Our formal sentence converter is an excellent resource for anyone who struggles with writing formal sentences. A tool provides you with different sentence structures that are suitable for formal writing, making it easier for you to create effective and professional sentences.

Transform Your English with a English to Formal English Converter

If English isn't your first language, writing in a formal tone can be challenging. That's why we offer an English to formal English converter that analyses your text and suggests changes to make it more formal and grammatically correct. With an English to formal English converter, you can write with confidence and avoid common mistakes.

Create a Lasting Impression with a Formal Letter Converter

Our formal letter converter is an excellent resource for anyone who needs to write a formal letter. The tool analyses your text and suggests changes to make it more professional and effective. With a formal letter converter, you can write letters that make a lasting impression.

Write Professional Language with a Formal Language Converter

Our formal language converter is designed to help you write in a more professional tone. The tool analyses your text and replaces casual language with formal language, making it easier for you to create effective and professional writing.

Start Writing with Confidence Today

In conclusion, Formal Converter is the ultimate tool for anyone who wants to write in a more professional and formal style. With a range of services, you'll be able to transform your language quickly and easily. So what are you waiting for? Start using Formal Converter today and take your writing to the next level.

Quick FAQ on converting informal & formal texts

Q: how can informal language be converted to formal language.

A: Use a formal language converter tool or manually use professional vocabulary and avoid slang and contractions.

Q: What are the differences between formal and informal language translation?

A: Formal language translation is more complex and technical, while informal language translation requires more creativity and interpretation.

Q: How do you transform a sentence from formal to informal/casual?

A: Use contractions, slang, and casual language, while keeping the context and audience in mind.

Q: What is the distinction between informal and formal language?

A: Formal language is professional and academic, while informal language is more casual and conversational.

Q: What are some tips for making text more formal?

A: Use professional vocabulary, avoid slang and contractions, follow grammar rules, use complex sentence structures, and adjust tone and formality based on audience and context.

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How to convert informal text to formal text online?

How to convert informal text to formal text online?

Check out various online platforms and tools specifically designed to convert informal text into a more formal style, ensuring clarity and professionalism in your written communication.

Best tools for making emails more formal & professional

Best tools for making emails more formal & professional

Here's a list of some of the best tools to help you craft polished, professional, and formal emails.

Differences between informal and formal writing styles

Differences between informal and formal writing styles

Check the nuances and distinctions between informal and formal writing styles to better understand their appropriate applications.

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Your guide to the English alphabet

If you're studying English, you'll need to know the English alphabet: what the letters are, how to pronounce them, and when to use them. The alphabet is sometimes called the ABCs , and you'll hear them in many common situations.

This simple guide will get you spelling English words and understanding English speakers in no time!

What is the English alphabet?

The English alphabet consists of 26 letters. There are 5 vowels: A, E, I, O, and U (and sometimes Y is included). The remaining 21 letters are consonants. Each letter has a distinct name, and although the names are mostly tied to the letters' pronunciations, English letters can make multiple sounds —so don't be surprised if the name of a letter doesn't match how it's pronounced in a particular word!

audio-thumbnail

Each letter has two versions: uppercase and lowercase. Uppercase letters are also called capital letters or big letters, and these are the versions you'll use at the start of a sentence and for proper nouns (like the names of people, countries, languages, and companies). Lowercase letters are sometimes called little , so you might hear people refer to a "big A" or "little A" for the different versions.

How to use the English alphabet

To help clarify what letter is meant, for example, while talking on the phone or in a noisy environment, English speakers often use an example word to distinguish between similar-sounding letters. There are many systems of example words, including the NATO Phonetic Alphabet , but there are less formal systems as well.

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For example, Lily might spell her name on the phone by saying "L as in lion, I as in ice, L as in lion, and Y as in yak."

Fun facts about the English alphabet

While the alphabet itself is the same in all English-speaking countries, one letter has a different pronunciation in different regions : Z ! For example, Z is pronounced "zee" in U.S. English, while in the U.K. it's pronounced "zed." That's because this letter gets its name from the Greek letter zeta !

The names of the English vowels might be especially hard to remember—they're pronounced very differently than in related languages . The reason is because of dramatic sound changes that happened in English hundreds of years ago , a process called the Great Vowel Shift . You might need extra practice to get the vowel names right!

Another big change in the English alphabet was the addition of new letters and the removal of others. English originally used the letters "æ," "þ," and "ð"—but didn't have the letters J, U, and W. And W has gone through an evolution of its own: it was originally written as two Us next to each other, which is why its name in English is double u ! 

As easy as ABC!

From reading your address on the phone to hearing new words spelled aloud, there are lots of ways you'll use the English alphabet. Learning to pronounce your ABCs is just the beginning!

Chart of the English alphabet. The 26 letters are listed out and next to each is the International Phonetic Alphabet transcription of how to pronounce it: A /ei/, B /bi/, C /si/, D /di/, E /i/, F /ɛf/, G /dʒi/, H /eitʃ/, I /ai/, J /dʒei/, K /kei/, L /ɛl/, M /ɛm/, N /ɛn/, O /ou/, P /pi/, Q /kju/, R /aɹ/, S /ɛs/, T /ti/, U /ju/, V /vi/, W /dʌbəl ju/, X /ɛks/, Y /wai/, Z /zi/ or /zEd/.

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16+ Mother Letter Writing in English – Samples, Tips & Ideas

  • Letter Writing
  • February 1, 2024
  • Family Letters

Mother Letter Writing in English: Letter writing is an art of communication, and it allows one to express their feelings, thoughts, and ideas in writing. Writing family letters to one’s mother is a way to show love and appreciation towards her. It can be a heartfelt message expressing gratitude for all she has done, a letter of encouragement or just a simple note to brighten her day. Mother letter writing can be used to express any emotion or feeling. It is a way to connect with one’s mother and show her that she is loved and valued.

Also Check: Write a Letter to your Mother

Mother Letter Writing in English – Tips & Ideas

Content in this article

When writing a letter to your mother, consider the following tips and ideas:

  • Start with a heartfelt greeting and express your love and appreciation for her.
  • Share personal stories, memories, and experiences that you both share.
  • Be specific and mention moments that you cherish and make her feel special.
  • Acknowledge the sacrifices and hard work she has put in for you and the family.
  • Share your thoughts, feelings, and emotions openly and honestly.
  • End the letter with a warm closing and sign it off with love and gratitude.

Letter to mother for Mother’s Day – Sample 1

This sample format states how to write “Mother Letter Writing in English”.

On this special day of Mother’s Day, I want to express my gratitude and love for everything you have done for me. You are the most important person in my life, and I am so grateful to have you as my mother.

I cannot thank you enough for all the sacrifices you have made to ensure that I have a good life. You have always been my rock, my confidant, and my support system. Your love and care have been my guiding force, and I cannot imagine my life without you.

On this Mother’s Day, I want to celebrate you and all that you mean to me. I have a small surprise planned for you, and I hope it brings a smile to your face. Thank you for being the best mom in the world.

With love and gratitude,

[Your Name]

Thank you letter to mother – Sample 2

Thank you letter format – Mother Letter Writing in English

I am writing this letter to express my heartfelt thanks for everything you have done for me. You have always been there for me, providing unwavering support and unconditional love, and I cannot thank you enough for it.

Your guidance, love, and care have helped me become the person I am today. I have learned so much from you and cannot imagine where I would be without your wisdom and compassion.

This Mother’s Day, I want to express my deepest gratitude and appreciation for all that you do. You are the best mom in the world, and I feel incredibly lucky to have you as my mother.

Once again, thank you for being an amazing mother.

With love and gratitude, [Your Name]

Letter to mother for her birthday – Sample 3

Birthday letter format – Mother Letter Writing in English

Happy Birthday to the most amazing person in my life! Today is a very special day as it marks the day you were born and I am grateful for every moment that I get to spend with you. You are the reason why I am who I am today and I will always cherish the memories we have created together.

I want to thank you for all the sacrifices you have made for me, the endless love and support you have given me and for being the rock in my life. You have always been there for me, through the ups and downs, and I cannot imagine my life without you.

On this special day, I wish you all the love, happiness and joy that you deserve. May your birthday be as wonderful as you are and may all your dreams come true. Thank you for being the best mom in the world.

Love always, [Your Name]

Letter to mother from son – In Email Template – Sample 4

Email template example for Mother Letter Writing in English

Subject: A Letter to My Dearest Mother

I hope this email finds you well. I just wanted to take a moment to express my love and gratitude to you. As your son, I feel blessed to have you as my mother. You have always been there for me, through thick and thin. You have shown me what it means to be strong, loving, and kind.

As I grow older, I realize more and more the sacrifices you made for me and our family. Your hard work and dedication have been an inspiration to me. You have always put our needs before your own, and for that, I am eternally grateful.

I hope this email finds you on your birthday. May this day be filled with joy, happiness, and love. You deserve all the best things in life, and I wish you nothing but the best.

Thank you for being the best mother in the world. I love you more than words can express.

Your loving son,

Letter writing to your mother is a great way to express your love and appreciation for all that she has done for you. Whether it’s for Mother’s Day, her birthday, or just to say thank you, taking the time to write a heartfelt letter can mean so much to her.

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IMAGES

  1. Letter writing || How to write letter- Formal Letter and Informal

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  2. How to Write Informal Letters in English (With Examples)

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  3. How to Write a Formal Letter in English: Useful Tips, Tricks and Things

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  4. How to Write a Letter: A Guide to Informal and Formal English

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  5. How to Write Informal Letters in English (With Examples)

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  6. Formal letter writing

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  1. How to Write a Letter: Step-By-Step Guide With Tips

    Choose your format (email, paper and mail, etc.) Write your contact information and date at the top if you're using block style (see below). On a new line write a salutation, such as "Dear Ms. Smith," or "To Whom It May Concern." Write the body of your letter in a standard paragraph format.

  2. Writing Letters in English: 5 Essential Letters With Useful ...

    1. Cover letter Cover letter outline Commonly-used phrases Sample cover letters 2. Letter of resignation Resignation letter outline Commonly-used phrases Sample letters 3. Follow-up letter Follow-up letter outline Commonly-used phrases Sample letters 4. Thank you letter Thank you letter outline Commonly-used phrases Sample letters 5.

  3. 3 Ways to Write a Letter

    Method 1 Writing a Formal Letter Download Article 1 Know when to write a formal letter.

  4. How To Write a Letter (With Types and Example)

    Choose between block or indented form. Include addresses and the date. Include a salutation. Write the body of your letter. Include a complimentary close. List additional information. 1. Choose the right type of paper. Your letter should be typed and printed on standard white paper.

  5. How to Write Informal Letters in English (With Examples)

    Mr. Johnson (British English) Mr. Johnson (American English) Secondly, if you are sending a letter to a married woman, the correct abbreviation is "Mrs," and if you are sending a letter to a non-married woman, the correct abbreviation is "Ms." Mrs. Johnson is the wife of Mr. Johnson. Ms. Johnson and her fiancé will be married this summer.

  6. Formal Letter Writing in English

    Table of Contents Definition of a Formal Letter Structure of a Formal Letter - Types of Formal Letters Writing a Formal Letter - Parts of a Formal Letter Formal Letter Writing Samples FAQs on Formal Letter Writing Format in English Definition of a Formal Letter

  7. How to Write a Letter: A Guide to Informal and Formal English

    Informal Letters: Formal Letters: How to Start and End a Letter Starting a Letter Ending a Letter Common Mistakes to Avoid When Writing a Letter How to Write A Letter in English A letter is a written message sent from one person to another through a medium such as email, snail mail, or facsimile.

  8. Write a Letter in English

    To write a letter in English, start with a greeting like "Dear [Name]," then introduce yourself and explain why you're writing. Share your thoughts or information in the main part of the letter, and end with a closing like "Sincerely" or "Best regards," followed by your name.

  9. How to Write Letters in English (formal & informal)

    1. Address and Date: Start with your address at the top right or use letterhead. Skip a line and add the date. 2. Recipient's Address: Skip another line and add the recipient's name, address, and job title, if applicable. 3. Salutation: Begin with a formal salutation, like "Dear Mr. Smith" or "Dear Sir/Madam." 4. Opening Paragraph:

  10. How to write a formal letter

    CEFR Level. B1-B2. Time. 5-10 minutes. Skills. Grammar. Writing. Practise how to write a formal letter in this writing and grammar exercise. You need to choose the correct words or phrases to write a formal letter.

  11. Writing

    A1 writing Writing practice to help you write short, simple texts about known topics and fill in forms. Texts include messages, emails and forms. A2 writing Writing practice to help you write short, simple texts, notes and messages. Texts include messages, forum posts, personal profiles, forms and emails. B1 writing

  12. How to Write Formal Letters: A Step-by-Step Guide

    November 2, 2023 Writing formal letters is a valuable skill, whether you're a student, professional, or an individual addressing various situations. To craft an effective formal letter, follow these steps: Your Address: Start your letter by writing your address at the top.

  13. How to Improve Writing Skills in 15 Easy Steps

    Company 15 Ways to Improve Your Writing Skills Dramatically Karen Hertzberg Updated on September 11, 2020 Writing Tips Learning a variety of tricks to improve writing skills isn't as difficult as you may think. We've put together a list of steps to help you make dramatic improvements to the quality of your writing in short order.

  14. Informal Letter Format

    It is just like a long talk with a friend or relative. In this article, the format of an informal letter is explored under the following headings. What Is an Informal Letter? What Can You Write about in an Informal Letter? How to Write an Informal Letter? Informal Letter Format Samples

  15. A1 writing

    Practise writing with your classmates in live group classes, get writing support from a personal tutor in one-to-one lessons or practise writing by yourself at your own pace with a self-study course. Writing practice to help you write short, simple texts about known topics and fill in forms. Texts include messages, emails and forms.

  16. Letter Writing

    4.6.2005 Greeting or Salutation The Salutation depends on the relationship between the sender and the receiver. To members of your family and friends, it could be Dear Father, My Dearest Friend, Dear Uncle, Dear Diana, etc. To Business people or any officer of higher rank, it could be Dear Sir, Dear Sirs, Sir/Ma'am, etc.

  17. Letter Writing: Introduction, Types of Letter, Letter Writing Tips

    Letter Writing Tips. Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on some tips for the actual letter writing. 1] Identify the type of letter. This obviously is the first step of the letter writing process. You must be able to identify the type of letter you are to be writing.

  18. 7 Ways to Improve Your Writing Skills

    Consider forming a writing group or joining a writing class. Find writing courses online, at your local community college, or independent writing workshops in your area. 5. Think about structure. Grammar and spelling keep your writing consistent and legible, but the structure ensures the big ideas get across to the reader.

  19. Formal Letter Writing Format In English PDF, Examples

    Formal Letter Writing Format In English PDF: A formal letter is sent to officials to show gratitude or to voice complaints about a person or circumstance. Therefore, a professional letter must follow a specific structure that is concise, clear, and error-free.

  20. 29+ Letter Writing in English for Friend

    January 30, 2024 Friendship Letters, Friendly Letters Letter Writing in English for Friend - Letter writing in English for a friend is a way to express feelings, emotions, and share personal experiences. It helps to maintain and strengthen a friendship by staying connected even when physical distance separates friends.

  21. 19+ Formal Letter Writing in English for Class 9 Students with Examples

    Formal Letter Writing in English for Class 9: Formal Letter Writing is an important skill that students need to master, especially in English language classes.In Class 9, students are expected to learn the basics of formal letter writing, including the format, language, and tone. Formal letters are written for a variety of purposes, such as making a complaint, requesting information, or ...

  22. 20+ Letter Writing in English for Class 6

    [Your Name] [Your Address] [City, State ZIP Code] [Date] [Recipient's Name] [Recipient's Address] [City, State ZIP Code] Dear [Recipient's Name], I am writing to request your help in organizing a community clean-up day.

  23. Informal & Formal Converter

    With an English to formal English converter, you can write with confidence and avoid common mistakes. Create a Lasting Impression with a Formal Letter Converter. Our formal letter converter is an excellent resource for anyone who needs to write a formal letter. The tool analyses your text and suggests changes to make it more professional and ...

  24. The English Alphabet: Pronunciation Guide and How to Use It

    The remaining 21 letters are consonants. Each letter has a distinct name, and although the names are mostly tied to the letters' pronunciations, English letters can make multiple sounds—so don't be surprised if the name of a letter doesn't match how it's pronounced in a particular word!

  25. 16+ Mother Letter Writing in English

    Mother Letter Writing in English - Tips & Ideas. Letter to mother for Mother's Day - Sample 1. Thank you letter to mother - Sample 2. Letter to mother for her birthday - Sample 3. Letter to mother from son - In Email Template - Sample 4. When writing a letter to your mother, consider the following tips and ideas: Start with a ...