How To Write An Impressive Personal Letter? Follow Our 14 Steps!
Personal lettering is an essential skill you will use in business, at school, how to write an impressive personal letter and in personal relationships for communication, goodwill, or show affection. The message you write will probably be the first impression to maintain a familiar business partner (How to write an impressive personal letter) or as a souvenir that your friends and family read repeatedly. Knowing how to write an excellent standard letter demonstrates etiquette’s professionalism in business and personal affairs.
Do you already know how to write an impressive personal letter? If you are still having trouble, please follow our article below. This article will teach you how to write a perfect personal letter with 14 practical steps! So, it’s time to find out!
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How to Write a Personal Letter – Remember 14 Steps Below!
1. Consider how formal is the letter being written
The way you write to someone depends on the relationship between you and that person. Therefore, depending on the subject, you will have different ways of writing letters. Please see the following guidelines:
- If you are writing to government officials, prospective employers, senior holders, teachers, or anyone else you want to have a professional relationship with, the words in the letter should be formal.
- If writing to your current employer, rarely-seen co-workers, unrelated people, or elderly relatives, generally people you know but not very close to, your words don’t need to be as formal as the above group. However, you still need to make sure to use the most polite words.
2. Decide the way you send
The way you send a letter also indicates how formal it is. Most formal letters will be typed and sent by the post office. Only when the time is too short, or the recipient makes an offer will it receive (How to write an impressive personal letter) an exception to send an email.
For less formal letters, you should call for the recipient’s opinion before sending it. If they ask to receive an email, do as they please. If you are not sure, writing a letter by hand will be the surest way.
3. Use letterhead or write your address at the beginning of the letter (formal letters only)
If you’re writing a business letter and have a paper with your business name ready to go, take advantage of it. If you want a little more professionalism, you can use drafting software to design the letterhead. If not, enter your complete address and left-align. You should write the street address on the first line, the name of a province, and the second line’s postal code.
4. Write the date
After writing the address, you should take a space and then write the date. However, in some cases, you can write the date before writing the address. When writing dates, you should align left.
5. Write the name, title, and address of the recipient
After entering the date, write down one line and then write the recipient’s name and title. On the next line, write the name of the company or organization (if applicable), along with the address and postal code.
However, for email, you do not need to do so. Partly formal or informal mail is not necessary because the information needs to write on the envelope is enough.
6. Begin the letter with the greeting procedure
Depending on the level of your relationship and the recipient, you will use appropriate greetings. Here are a few specific cases you should keep in mind:
- For formal letters but not addressed to one particular individual, the greeting can be “Dear related parties.”
- If you do not know who the recipient is and only know their gender is male or female, you have more ways to greet. It could be “Dear Sir/Madam.” You should also be careful because if you say it incorrectly (How to write an impressive personal letter), the readers will misunderstand that you are insulting them before they can read or open your letter.
- In the formal case and now that you know the recipient’s name, the safest opening greeting would be “Dear Sir/Madam.”
- If not formal, you can use daily greetings like “Hi.”
7. Write the recipient’s name after the greeting
Depending on the recipient object, you need to have the different spelling of names. You can refer to the following cases:
- Please use positions such as “Doctor,” “Professor,” etc. or the military or government positions for formal cases. After the position will be the recipient’s surname.
- You must consider carefully whether you can call them by their first name for a partially formal thing. Still use position words to ensure safety.
- For informal letters, you can usually address your last name by first name and nothing more.
8. Decide what’s in the letter
The main purpose of the letter is the exchange of information. So, before you write, think about what information the person in the letter will get. Think if you need to tell them the price of your product, tell people how much you miss them, or thank them for a birthday gift—whatever kind of information focus on it.
You also need to know what not to write. An angry letter filled with coarse sentences should not be sent at all. Once you have written down such a letter and wonder whether to send it out (How to write an impressive personal letter), let it go for a few days. Maybe you will change your mind then!
9. Start writing your message
- If you are writing a letter to someone, start with wellness. Usually, “How have you been?” or “Hope you stay healthy.”
- If you are writing for business or other formal situations, get straight to the point.
- Then let’s get into the main body of the letter. Give each section one main point and make sure you use correct punctuation, spelling, and grammar.
10. Review your letter
Before sending it, read it repeatedly to make sure the message is exactly what you want and without any self or grammar errors. You can use the spell check feature in other word processing software or have a friend check it out for help and make some changes if needed.
11. Use your conclusion
Here’s how to establish a relationship with the recipient. After you have finished writing your final paragraph, leave a single line to write your closing sentence.
- For formal letters, use “Thank you very much,” “Very pleased,” or “Have a nice day.”
- You can use the same as above or shorter sentences like “Best regards” or “Good luck” for partial formal letters.
- For ordinary letters, the conclusion should reflect the relationship with the recipient. If you write letters to your lover or spouse, close friends, or family, you should use “Love you” or “Love everyone so much,” etc.
- If you have ambitions for a relationship, you can use the same classic style of lettering when you write formal letters (or write to a close best friend you treasure). Make the closing sentence part of your body sentence. For example, write “As always, I hope …” after finishing this sentence, line down one line and write “Thank you.” In this way, you have turned the closing sentence into the “ending” of the letter because it associates the content with the paragraph above. There is not only one way but create more unique closures.
How you sign depends on the content of the letter. You can refer to the following ways of signing:
- The signature will have a 4-line space between the closing line and your full typed name line right below for typed letters. You should sign your name in blue or black ink between the two lines.
- In the case of formal web mailing, type your full name after the closing line. If desired, add your position after your name.
- For partial formal mail, it is up to you to use your full name or not. You can sign and write your name as formal letters, or simply signing is enough.
13. Add missing messages
If you still want to add more after you sign, use P.S and then write a few text lines that you want. In case you still have something to say, use P.P.S and write down what you want to add a second time to a certain paragraph in the message.
14. Expedite and send
- If you send it by post, fold the letter and ensure it fits neatly into the envelope.
- After folding the letter, put it in the envelope and write down the recipient’s address. In the center of the envelope, including the width and the verticality, is where you will write the recipient’s address.
- On the envelope, you can also include a response address. If the post office is unable to submit your test for any reason, they will return the mail to the response address at no additional charge.
Here are our guides to helping you write the most complete and impressive personal letter you can get. Writing a letter will make others appreciate who you are and show the nature of your relationship with the recipient. So, pay attention to the above when writing a letter to someone.
We hope you will have meaningful and perfect letters!
Thanks for reading!