In the top left corner, you should include first, your full address, second, the date, and third, the full address of the sender. [1] X Research source There should be a line of space between each of these. You may also include a subject line after the recipient’s address, but this is optional. [2] X Research source
If you know the person you are writing to, you can use their first name, e. g. “Dear Tim. " Otherwise, you should use the person’s last name and the proper title, (eg. Dr. , Mr. , Ms. or Mrs. ). [3] X Research source If you do not know the name of the person you are writing to, use a salutation like “Dear Sir or Madam,” or “To Whom It May Concern. "
If you have had any previous interaction with the recipient of your letter, the opening paragraph is also a good place to remind them of the nature of your association or the contact you’ve had in the past. [5] X Research source For example: “I am a student in your drama 101 class,” “I’m the president of the Boston Citizens Charity Fund, an organization you’ve generously donated to for the last 10 years,” or “I contacted you last month about the possibility of a class trip to your amusement park. " Establishing a connection is not only helpful to the recipient but may also promote feelings of affinity with you that might increase the chances of your request being granted.
Be thorough but brief. You should clearly explain what it is you are requesting and why the matter is worthy of consideration, but your reader will not want to read your life story. [7] X Research source Be straightforward and specific about what you are requesting. The receiver should be left with no doubt as to what you want. [8] X Research source For example: “I’m hoping you’ll consider repeating your generous contribution this year,” or “I’d like to respectfully request an opportunity to resubmit this paper. " Be courteous and use a tone that is appropriate for your reader. [9] X Research source Be factual and keep your emotions in check. If you must discuss your feelings about a matter, state them factually rather than emotionally, e. g. “I was very disappointed when I saw my grade,” not “I’m so mad about this grade!"[10] X Research source
For example, if you are writing to request information or a meeting with someone that must occur before a certain date to be of any use to you, politely make that clear in the conclusion. Even if your recipient ultimately does not grant your request, the fact that they have taken the time to read your letter and consider your wishes is worthy of thanks.
If you are sending a physical letter, leave four lines of empty space between the closing and your typed name. In this space, sign your name with a pen. If you are enclosing any materials with your letter, this information should come after your closing, e. g. “Enclosures: 2. “[14] X Research source
A good way to assess your writing is to read your letter out loud. This will help you to notice any missing words and generally get a sense of whether the language flows well and strikes the appropriate tone. [16] X Research source
It’s a good idea to have someone else read your letter for this purpose as well. It is much easier to overlook your own errors. [17] X Research source
A good way to make sure your thoughts about these topics are clear is to get three blank pieces of paper and label them “why I am writing this letter,” “the purpose of this letter,” and “other thoughts. “[19] X Research source Without worrying too much about details, take a few minutes and write down your thoughts about the letter on these three pieces of paper. Make lists and brainstorm the big picture ideas you have about the situation that has prompted you to write the letter, what you hope the letter will achieve, and any other important information you think may need to be included.
For example, what is this person’s position, and how can he or she be of help? Will this person be making a final decision about your request, or making a decision about whether or not to pass your request on to a higher authority? It’s also a good idea to consider the recipient’s knowledge of the topic you are writing about. If your reader is not well versed in the topic you are writing about, this will necessitate a different type of writing (i. e. use of simpler language and the inclusion of more background information) than if your recipient is already an expert on the matter.
Consider the main points you want to make and the secondary points you will use to support those points. Make sure your ideas are organized in a way that will make sense to your reader.
