How To Write a Letter

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Writing a letter is an undeniably important part of communication in the professional world. It conveys respect, formality and can make a lasting impression - making it essential to ensure that it is properly written and effective. But why is it so important? The Genie AI team has the answers.

A letter’s formal nature conveys a certain level of seriousness, allowing you to take time to think through your message and ensure that your thoughts are presented effectively. It also provides detailed explanations or arguments for something, proving valuable for providing proof of skills when writing to potential employers, or making a strong case for something else.

Perhaps most importantly, letters also provide a written record of communication - invaluable in documenting conversations or referring back to what was said or agreed upon - all of which may become evidence in court should the need arise.

But it’s not just about practicality, as letters can be used to impress too; with carefully chosen words you can show enthusiasm for the job or express your feelings clearly, making a positive impression on whoever reads it.

So there’s no denying that writing a letter is an important aspect of professional communication but don’t worry if you’re feeling overwhelmed by the task at hand; with Genie AI’s extensive open source legal template library millions of datapoints have been used teach our AI model what a market-standard write a letter looks like - meaning anyone can draft and customize high quality legal documents without hiring expensive lawyers! And don’t forget: creating an account isn’t necessary so why not read on below for more step-by-step guidance and information on how to access our template library today?

Definitions (feel free to skip)

Planning: The process of organizing and preparing for a task or situation.
Research: Investigating and gathering information on a topic.
Outline: A summary or list of the main points of a subject.
Draft: A preliminary version of something, such as a document.
Edit: Make changes or corrections to a text.
Format: A particular way of arranging and presenting information.
Greeting: A polite address or acknowledgement of another person.
Body: The main text of a document.
Closing: A concluding statement.
Proofreading: Carefully reading through a document to detect and correct any errors.

Contents

• Planning
• Determine the purpose of the letter, the audience, and the goal of the letter.
• Research
• Gather information about the recipient and the topic of the letter.
• Outline
• Create an outline of the content and structure of the letter.
• Draft
• Write the first draft of the letter.
• Edit
• Make revisions to improve clarity and conciseness.
• Format
• Choose an appropriate letter format, such as full-block, modified-block, or semi-block.
• Greeting
• Write a formal or informal greeting, depending on the recipient.
• Body
• Include all of the necessary information in the body of the letter.
• Closing
• Choose an appropriate closing and sign off.
• Proofreading
• Check for grammar and spelling errors before sending.

Get started

Planning

• Brainstorm the key points you want to make in the letter
• Outline the structure of your letter
• Make a list of detail you want to include
• Research any information you need to include
• Double-check that all the information is accurate
• Once you have a plan and you’re happy with it, you can move on to the next step.

Determine the purpose of the letter, the audience, and the goal of the letter.

• Identify the reason you are writing, who you are writing to, and what you would like to achieve
• Consider the tone of the letter and the best way to communicate your message
• Ask yourself what outcome you are hoping to achieve with the letter
• When you have a clear understanding of the purpose, audience, and goal of the letter, you can move on to the next step of the process.

Research

• Research the recipient of the letter: Find out their name and contact information, their position, and any other relevant details.
• Research the topic of the letter: Gather information that supports your purpose or goal for writing the letter.
• How you’ll know when you can check this off your list and move on to the next step: Once you have gathered all the relevant information you need to write the letter, you can move on to the next step.

Gather information about the recipient and the topic of the letter.

• Determine the general purpose of your letter and the recipient.
• Research the recipient’s background and their needs.
• Gather relevant facts and other information related to the topic.
• Collect information to support facts and claims in your letter.
• Once you have all the necessary information, you can check this step off your list and move on to the next step.

Outline

• Brainstorm main points of the letter
• Decide on the opening and closing of the letter
• Decide which points are most important
• Outline the structure of the letter
• Make sure the points flow logically
• Make sure the letter is organized
• Make sure the letter is concise

When you can check this off: When you have an outline that contains the main points of the letter, the opening and closing, and the structure of the letter.

Create an outline of the content and structure of the letter.

• Decide what you want to write about and what message you want to convey
• Determine who your audience is and what tone you want to use
• Brainstorm what points you want to make and how you want to structure your letter
• Organize your thoughts and create a basic outline of the introduction, body, and conclusion of the letter
• When you have an organized outline of the letter, you are ready to move on to the next step of drafting the letter

Draft

• Start writing out the letter using the outline created in the previous step as a guide
• Take time to ensure the letter is well-worded and expresses the intended message clearly
• Check for spelling, grammar, and syntax errors
• When you’re satisfied with the content and structure, you can move on to the next step.

Write the first draft of the letter.

• Gather all of the information necessary to write the letter.
• Brainstorm ideas for what you want to include in the letter.
• Outline the letter’s structure.
• Write the letter using the outline as a guide.
• Proofread and edit the letter for any mistakes.
• When you’re finished, you can move on to the next step, editing.

Edit

• Read the letter out loud. Listen for awkward phrasing or any points that are unclear.
• Rewrite any sections that need to be improved.
• Check for grammar and spelling mistakes.
• Make sure the letter is concise and to the point.
• When you’re satisfied that the letter has been improved, you can move on to the next step.

Make revisions to improve clarity and conciseness.

• Read your letter out loud and make sure it is easy to follow and understand
• Use active rather than passive voice to make your writing more concise
• Use plain language and avoid jargon or complex words
• Remove any unnecessary sentences or words
• Make sure all of your points are relevant to the main topic
• Check for any typos or grammar errors
• When you are happy with the clarity and conciseness of your letter, you can move on to formatting.

Format

• Choose a format that best fits the purpose of your letter: full-block, modified-block, or semi-block.
• Be mindful of the recipient’s preferences and the accepted conventions of your field.
• Make sure all components of the letter (heading, salutation, body, closing, etc.) are aligned and properly spaced.
• Use a font that is easy to read, but is also professional.
• When you’re finished formatting your letter, check it for accuracy and make any necessary corrections.
• Once you are satisfied with the overall look of your letter, you can move on to the next step.

Choose an appropriate letter format, such as full-block, modified-block, or semi-block.

• Determine which format you need to use for your letter (full-block, modified-block, or semi-block).
• Select the format and ensure that it is appropriate for the type of letter you are writing.
• Make sure that all elements of the letter (heading, address, salutation, body, complimentary close, signature, and enclosure notation) are formatted consistently.
• You can check this off your list when you have selected an appropriate letter format and formatted the elements of the letter consistently.

Greeting

• Decide if the recipient is someone you know or someone you don’t know
• If the recipient is someone you know, use an informal greeting such as ““Dear [Name]””
• If the recipient is someone you don’t know, use a formal greeting such as ““To Whom It May Concern””
• When you are done with your greeting, you can move on to the next step in writing your letter.

Write a formal or informal greeting, depending on the recipient.

• Depending on the recipient, decide if you should use a formal or informal greeting.
• Examples of formal greetings: Dear Mrs. Smith, Good morning, Greetings
• Examples of informal greetings: Hi there, Hey [Name], What’s up
• When you’ve chosen and written the greeting, you can check this off your list and move on to the next step.

Body

• Start with the main purpose of the letter, such as requesting something or giving news
• Include any supporting information or evidence that is relevant to the purpose
• Use clear, concise language that is easy to understand
• Use a polite and professional tone
• Double-check for any spelling or grammar errors
• Once you have written the body of the letter, you can move on to writing the conclusion.

Include all of the necessary information in the body of the letter.

• Start your letter with a greeting - ““Dear [Name],””
• Give an introduction and explain why you are writing
• Include your main points and be sure to provide details
• Ask for what you need - be direct and specific
• Wrap up the letter with a closing - ““Sincerely,””
• Sign your name
• Add a postscript if necessary
• Check the letter for grammar, spelling, and punctuation
• When you’re satisfied with the content of the letter, you can move on to the next step

Closing

• Choose an appropriate closing phrase like “Sincerely,” “Warm Regards,” or something more specific to the purpose of the letter.
• Sign off with your name, typed or written clearly.
• Double check to make sure you’ve included all of the necessary information in the body of the letter.
• Read through the letter and edit for any errors or typos.
• When you’ve finished, you can move on to the next step of sending the letter.

Choose an appropriate closing and sign off.

• Consider your relationship with the recipient when deciding on an appropriate closing.
• Greetings such as ““Sincerely,”” ““Best regards,”” ““Yours truly,”” or ““Take care”” are all appropriate closings for a formal letter.
• If the letter is to someone you know well, you can use a more informal closing such as “Love,” or “Regards.”
• Sign off with your name written out in full.
• You can also include your contact information, such as your phone number or email address.
• When you’re done, check that you have chosen an appropriate closing for your letter.

Proofreading

• Read through your letter out loud to check for any errors
• Have someone else read through your letter to check for errors
• Check for any typos or errors that you may have missed
• Once you are confident that your letter is free of errors, you can move on to the next step of checking for grammar and spelling errors before sending.

Check for grammar and spelling errors before sending.

• Read through your letter carefully and make any necessary changes
• Use a spell checker or grammar checker to catch any errors you may have missed
• Have someone else read through the letter to make sure it reads clearly
• Once you are satisfied that your letter is error-free, you can send it off!

FAQ:

Q: Is there a difference in the way a letter is written in the UK compared to the US?

Asked by Anthony on 21st June 2022.
A: When writing a letter for the UK, there are certain conventions to adhere to. While some of these conventions may be similar to those used in the US, there are also some differences which you should be aware of. For example, punctuation is generally used more liberally in the UK, and dates are usually written using day-month-year order. Additionally, when writing a formal letter, British English requires the use of ‘Mr’ or ‘Ms’ instead of ‘Mr.’ or ‘Ms.’ as in American English.

Q: Is there any legal requirement to make sure my letter is written in a certain format?

Asked by Maria on 3rd January 2022.
A: Generally speaking, there is no legal requirement or formal guideline which states exactly how you should write a letter. However, depending on the purpose of your letter, there may be certain conventions which you should adhere to in order to ensure that your message is communicated effectively. For example, if you are writing a formal business letter, you may wish to use a more traditional format such as block style or open punctuation. Additionally, if you are writing a legal document such as a contract, it is advisable to ensure that all relevant legal terms and conditions are included in the document.

Q: What should I include when writing a letter for my SaaS business?

Asked by David on 12th August 2022.
A: When writing a letter for your SaaS business, it is important to ensure that all relevant information is included in order for your message to be communicated effectively. This may include details about your product or service, such as features and benefits, pricing plans and any special offers that are available. Additionally, it is important to include contact information so that customers can easily get in touch with you if they have any queries or issues that they need help with. In addition, depending on the purpose of your letter, you may wish to include information about relevant legal terms and conditions which apply to your services.

Q: How do I write a persuasive letter?

Asked by Emma on 5th April 2022.
A: Writing a persuasive letter can be challenging but also rewarding if done correctly. It is important to begin by understanding the purpose of the letter and who it is intended for - this will help guide the content and tone of the message. Once you have identified the audience and goal of your letter, you can start to build an argument which will be persuasive and convincing. This could involve detailing facts and evidence which support your point of view and using strong language which appeals to the emotions of your reader - for example, using words such as ‘radical’ or ‘revolutionary’ instead of ‘innovative’ or ‘original’.

Q: What should I consider when writing an email versus a physical letter?

Asked by John on 14th April 2022.
A: When writing an email versus a physical letter, there are several things that you should consider before deciding which medium would better suit your needs. Generally speaking, emails are faster and more convenient than physical letters as they can be sent instantly and do not require postage or delivery time - however physical letters have the added benefit of being tangible documents which can often make them more memorable than emails due to their tactile nature. Additionally, while emails tend to be less formal than physical letters, they typically require more attention to detail when it comes formatting as it is easy for emails to appear unprofessional if not structured correctly - this includes ensuring that any images or attachments are correctly embedded within the email itself rather than sent separately as an attachment.

Q: What should I include when writing an international business letter?

Asked by Matthew on 8th November 2022.
A: When writing an international business letter, it is important to take into account cultural differences between countries which could impact how your message is received - for example, some countries may favour more formal language while others prefer more casual communication styles. Additionally, it is advisable to research local customs before sending any letters overseas as there may be certain protocols which need following - for example, some countries may require additional forms or documents alongside business letters in order for them to be valid or recognised officially. Furthermore, when addressing international businesses it is essential that all contact information (including email addresses) are correct and up-to-date so that communications can take place without any delays or misunderstandings arising due to incorrect contact details being provided.

Q: How do I write an effective cover letter for my job application?

Asked by Isabella on 29th October 2022.
A: Writing an effective cover letter for a job application requires careful consideration of both content and structure - it should be tailored specifically towards the job role that you are applying for and demonstrate why you would make an ideal candidate for the position in question. You should begin by introducing yourself briefly before outlining relevant skills and experience which relate directly to the role - this could involve highlighting specific accomplishments from previous roles or achievements outside of work which demonstrate qualities such as leadership or problem-solving capabilities which could make you stand out from other applicants. Additionally, when concluding your cover letter it is important to thank the reader for taking their time to consider your application before providing contact details so that they can get back in touch with any queries or requests for additional information if required.

Example dispute

Suing a Company Over an Unsatisfactory Letter

• Familiarize yourself with relevant legal documents, regulations and civil laws.
• Figure out what information or actions resulted in the suit being raised.
• Identify any damages that may have occurred as a result of the letter and estimate their value.
• Consider possible settlement options.
• Draft a complaint letter that outlines all relevant facts and the legal claims being made.
• Establish a timeline for when the letter was written and sent, and when the negative consequences began.
• Collect evidence to support your case.
• File the lawsuit in the appropriate court.
• Represent yourself or hire an attorney to represent you in court.
• Provide evidence and testimony in court to support the claims made in the complaint letter.

Templates available (free to use)

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