Letters have been one of the most important forms of communication for centuries. Despite the rise of digital communication tools like emails and instant messaging, knowing how to write a letter remains a crucial skill—particularly for university students. Whether you’re drafting a formal letter to a potential employer, a university professor, or a business, or writing an informal letter to a friend or family member, the ability to convey your message clearly and appropriately is essential.
In this guide, we’ll walk you through the different types of letters, how to write both formal and informal letters, and provide useful examples to ensure your letters are well-written and impactful.
How Many Types of Letters Are There?
When it comes to letter writing, it’s important to recognise that there are two main types of letters: formal and informal. Understanding the distinction between these can help you decide on the right tone, structure, and language for your communication.
- Formal letters are typically used in professional or official settings. They are characterised by a polite and respectful tone, with clear and direct language. These types of letters are often addressed to people you do not know well or to organisations such as universities, companies, or government bodies. Common examples include cover letters, job application letters, and letters of complaint.
- Informal letters, on the other hand, are written to friends, family, or acquaintances. They tend to be more relaxed and conversational in tone, and while they may still follow a specific structure, they leave more room for personal expression. Personal letters, birthday invitations, and thank-you notes fall under this category.
Now that we know the basics, let’s dive deeper into how to write each type of letter effectively.
How to Write a Formal Letter
When writing a formal letter, the tone should be polite, professional, and to the point. Whether you’re writing a letter of recommendation for a peer, a complaint about an issue with your university, or a cover letter for a job, these steps will help you structure your letter properly.
Format and Structure
Formal letters generally follow a specific format, with certain sections that need to be included. Here’s a breakdown of what your letter should contain:
- Your address: This should appear at the top left corner of the letter. If you are using letterhead, this step is often omitted.
- Date: Write the full date underneath your address (e.g. 13th December 2024).
- Recipient’s address: This should be written below the date, on the left-hand side.
- Salutation: A formal greeting is essential. Use “Dear [Title] [Last Name],” (e.g. Dear Professor Smith). If you don’t know the person’s name, “Dear Sir/Madam” is a safe option.
- Body of the letter: Begin with an introduction stating the purpose of your letter. The following paragraphs should contain detailed information in a clear, logical sequence.
- Closing: End the letter with a formal closing, such as “Yours sincerely,” (if you know the recipient’s name) or “Yours faithfully,” (if you don’t know the recipient’s name). Then, leave space for your signature and type your full name.
Tone and Language
In formal letters, language should be polite, concise, and objective. Avoid contractions (e.g. “don’t,” “isn’t”) and be cautious with the use of informal expressions. Your message should be respectful and convey your points without being overly emotional or informal.
Here’s a block-style letter format example to help guide your writing:
[Your Address]
[Street Address]
[City, Post Code]
13th December 2024
[Recipient’s Address]
[Recipient’s Name]
[Position/Title]
[Organisation Name]
[Street Address]
[City, Post Code]
Dear Professor Smith,
I hope this letter finds you well. I am writing to request a review of my recent assignment in your History of Art module. I believe there may have been an error in the grading, as I had followed all the guidelines provided in the module syllabus. I would greatly appreciate it if you could reconsider my submission.
Please let me know if you require any further information. Thank you for your time and consideration.
Yours sincerely,
[Your Full Name]
[Your Student Number]
Common Types of Formal Letters for Students
- Cover Letters: When applying for jobs or internships, a cover letter is often required. It should introduce you to the potential employer and explain why you’re a good fit for the position.
- Letters of Complaint: If you encounter an issue at university, such as problems with course materials or facilities, writing a formal complaint can be an effective way to address it.
- Letters of Recommendation: Professors or employers may ask you to write a letter of recommendation, or you may need one for a job or academic application. The tone should remain respectful and professional.
How to Write an Informal Letter
Informal letters are more personal and relaxed, but still follow a basic structure to ensure your message is clear. You don’t need to worry about formalities such as addresses or salutations in the same way you would with a formal letter. The focus is on expressing yourself and sharing thoughts, experiences, or updates with someone you care about.
Format and Structure
Here’s a simple structure for informal letters:
- Opening: You can simply begin with a casual greeting, like “Dear [Name],” or even “Hi [Name].”
- Body of the Letter: This is the part where you write the main message. Feel free to be more expressive here—share your thoughts, emotions, and any updates.
- Closing: Wrap up with a warm closing, such as “Best wishes,” “Kind regards,” or even “Love,” depending on your relationship with the recipient.
Tone and Language
In informal letters, the tone should reflect the nature of your relationship with the recipient. Feel free to use contractions and colloquial language. Unlike formal letters, informal letters may include anecdotes, jokes, or emotional expressions.
Here’s an example of an informal letter:
Hi Emily,
I hope you’re doing well! It’s been such a busy few weeks, with all the assignments piling up, but I finally managed to finish my essay on the Victorian novel, so I’m taking a break to write to you.
I can’t believe how much we’ve learned in our English Lit course this semester. I’m looking forward to our Christmas break. Have you planned anything exciting yet?
Take care and catch up soon!
Best wishes,
Lucy
Common Types of Informal Letters for Students
- Letters to Friends: Sharing updates about life, studies, or plans for the future.
- Thank-You Letters: Writing to express appreciation for a gift or gesture.
- Invitations: Inviting friends to events, parties, or get-togethers.
Key Tips for Writing Letters
- Know Your Audience: Always consider who you are writing to, and adjust your tone and language accordingly.
- Be Clear and Concise: Whether formal or informal, always ensure that your letter is easy to read and gets to the point without unnecessary embellishments.
- Proofread: Before sending any letter, read it through to check for grammar or spelling mistakes. A well-written letter reflects your professionalism and attention to detail.
- Use Appropriate Punctuation: Ensure that punctuation is correct in both formal and informal letters. Incorrect punctuation can lead to confusion or make your letter seem less professional.
Conclusion
Writing letters is a valuable skill for university students. Whether you’re applying for a job, reaching out to a professor, or simply sending a note to a friend, knowing how to write a letter that’s clear, respectful, and well-structured is essential.
If you’re looking for assistance with proofreading your letters, whether formal or informal, our services can help ensure your messages are polished and error-free. We provide expert proofreading tailored to university students, helping you communicate effectively and confidently. Get in touch with us today to find out how we can help elevate your writing.
