Letter Writing

Letters remain hugely important in our everyday lives. People still feel the need to have
something confirmed in writing and a letter can add the all important personal touch. But
there are pitfalls to letter writing. Below are our top tips for getting your letter right.

1. Define your purpose

Before you begin writing a business letter ask yourself:

• Why am I writing this letter – what has led up to it?

• What do I hope to get out of it (my maximum aims)?
• What do you expect to get out of it (my realistic aims)?
• What is the best way to achieve this?
What information do I need to provide? For example, dates of previous letters,
dates you saw advertisement, dates of appointments, addresses of shops and
people, names of people involved, reference or account numbers.
What arguments do I need to use?

2. The first paragraph

The first paragraph of the letter should introduce the subject matter and either state or
imply your purpose in writing.

3. The body of the letter

The body of the letter should consist of one or more paragraphs. It should develop clearly
and logically the argument and facts of the case. If there is more than one paragraph, each
paragraph should focus on a separate aspect of the subject matter and there should be
clear links between paragraphs.

4. The final paragraph

The final paragraph should leave the reader in no doubt about your attitude towards the
subject of the letter. It may, for example, spell out what you would like to see happen. It
should be positive and unambiguous.

5. Achieve the right tone

Although the reader of your letter may be unknown to you, it is important to achieve a
suitable tone in your writing and not to be too casual or too formal. So, as far as possible:

• Avoid Jargon whenever possible.

• Use shorter sentences rather than longer ones.
 • Avoid using the passive. For example write, ‘We sent you that letter by mistake’,
rather than the more pompous, ‘Our letter was sent in error’.
• Don’t let your feelings get the better of you.
• Don’t try to be too clever.
• Be clear and to the point, but don’t be too blunt.

6. Adopt a clear layout

Adopt a letter layout that is clear and consistent. For example, if you put a comma after
the person’s name in the greeting, include one after Yours faithfully/Yours sincerely;
either indent the paragraphs or leave a space between them, without indentation.

7. Sincerely or Faithfully?

If you are writing to someone whose name and title you do not know, use the greeting
Dear Sir or Madam, and the ending Yours faithfully, signing yourself with your initials
and surname.

If you are writing to a named person, address them as Dear Mr/Mrs/Miss/Ms, and end
Yours sincerely, followed by your first name and surname.

If you have met them or spoken to them by phone, or otherwise feel that you have some
acquaintance with them, address them by their first name and sign yourself Yours
sincerely, using your first name.

If you need some extra inspiration then we have sample letters for almost every occasion
from letters of resignation to letters of condolence, letters of complaint to letters booking
a holiday.

We also have plenty of useful phrases to get your letter started, finished, and on the right
track.
Letter Writing: Useful Phrases
Phrases for Personal and Social Correspondance
Openings:

The standard opening for personal correspondence is Dear but variations include:

My dear …
My dearest …
Darling …

Useful phrases:

Thank you for your letter [inviting, offering, I am delighted to announce that
confirming]
I am very grateful to you for [letting me I was delighted to hear that
know, offering, writing]
It was so kind of you to [write, invite, send] I am sorry to inform you that
Many thanks for [sending, inviting, I was so sorry to hear that
enclosing]
I am writing to tell you that

Closures: For acquaintances and formal situations

Best wishes
With best wishes
Kindest regards

Closures: Affectionate variations for close friends and family

All my love See you soon

All the best Once again many thanks
Love I look forward to seeing you soon
Lots of love With love and best wishes
Much love With love to you all
With love Do give my kindest regards to …
Love from us both

Letter Writing: Useful Phrases

Phrases for Letters about Employment
Openings:

The standard opening for formal correspondence is Dear

Dear Sir Dear Mr

Dear Madam Dear Mrs
Dear Sir or Madam Dear Ms
Dear Sirs

Useful phrases:
I am writing in response to your
advertisement in [publication]
I am writing to apply for the post of
I should be pleased to attend an interview
Thank you for your letter of [date] offering
me the post of
I am delighted to accept the position of [job
title]
I look forward to starting work with you

Closures:

Thank you for considering this application

I should be pleased to attend an interview
Please do not hesitate to contact me on the above number if you should require further
information
I look forward to hearing from you

If you know the name of the person use:

Yours sincerely

If you don’t know the name of the person use:

Yours faithfully

Letter Writing: Useful Phrases

Phrases for Business Letters
Openings:

The standard opening for formal correspondence is Dear

Dear Sir Dear Mr

Dear Madam Dear Mrs
Dear Sir or Madam Dear Ms
Dear Sirs

Useful phrases:
Thank you for your letter of [date]
concerning
Thank you for sending me a [catalogue,
quotation]
Thank you for your enquiry of [date]
I refer to your letter of [date] concerning
Further to our telephone conversation of
[date]
I am writing to confirm our telephone
conversation of [date]
I would be grateful if you could forward me
a [price list, catalogue]
I am contacting you regarding
I am writing to complain
I apologise for the delay in replying
As stated in your letter/fax of [date]
I wish to draw your attention to the
I wish to inform you that
I am writing to inform you that
I am writing to express my dissatisfaction
with
Please note that
Please find enclosed

Closures:

I look forward to hearing from you I trust that you will give this matter your
urgent attention
I look forward to hearing your response I hope you can settle this matter to my
satisfaction
I would be most grateful if you would look Please do not hesitate to contact me should
into this matter as soon as possible you require further information
Please let me know as soon as possible what Please contact me if you require further
action you propose to take details

If you know the person’s name use:

Yours sincerely

If you don’t know the person’s name use:

Yours faithfully