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

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

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.

Differences between Informal and Formal Letters

Main differences: tone, language, and structure

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 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:

1. Incorrect format: Make sure to follow the appropriate format for your letter, whether it’s informal or formal.
2. Spelling and grammar errors: Check your letter for spelling and grammar errors, as these can make you appear unprofessional.
3. Unclear message: Make sure your message is clear and concise. Avoid using overly complex language or lengthy explanations.
4. Unprofessional tone: Avoid using emotional language or making personal attacks. In formal letters, make sure to use a professional tone.
5. 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.
6. Omitting important information: Make sure to include all relevant information, such as addresses, dates, and reference numbers, in your letter.
7. 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.