How to Write Formal and Informal Letters

1. Overview

Letters are still a vital form of communication, whether you are applying for a job, sending a thankyou note, or chatting with a friend. The key distinction lies in tone, structure, and language. Formal letters adhere to a professional style, while informal letters adopt a relaxed, conversational voice.

2. Formal Letters

2.1 When to Use

• Job applications and cover letters
• Business inquiries or proposals
• Complaints or requests to an organization
• Academic applications and recommendations

2.2 Standard Structure

1. Senders address top left (or right in some regions). Include street, city, postal code, and optional phone/email.
2. Date written in full (e.g., 8 June 2026).
3. Recipients address leftaligned below the date.
4. Salutation Dear Mr./Ms. LastName, or Dear Sir/Madam, if the name is unknown.
5. Subject line optional but helpful; written in bold or underlined, e.g., Re: Application for Marketing Assistant.
6. Opening paragraph state the purpose clearly.
7. Body paragraphs give details, evidence, or arguments in a logical order.
8. Closing paragraph summarise, request action, or express gratitude.
9. Complimentary close Yours sincerely, (if you know the name) or Yours faithfully, (if you dont).
10. Signature handwritten above typed name; include position if relevant.

2.3 Language Tips

• Use full sentences; avoid contractions (write do not instead of dont).
• Maintain a respectful tone; avoid slang or colloquialisms.
• Prefer active voice, but keep the tone polite.
• Be conciseaim for 12 pages maximum.

2.4 Example

3. Informal Letters

3.1 When to Use

• Writing to family or friends
• Thankyou notes for personal gifts
• Invitations to social events
• Updates or personal news

3.2 Flexible Structure

Informal letters are less rigid. The essential parts are:

1. Opening Hi Tom, Dear Grandma, etc.
2. Opening line a friendly greeting (Hope youre well!).
3. Body share news, stories, or requests in a conversational tone.
4. Closing line express goodwill (Cant wait to hear from you).
5. Signoff Love, Take care, Best wishes, followed by your first name or nickname.

3.3 Language Tips

• Feel free to use contractions, idioms, and colloquial expressions.
• You may employ emotive language, humor, or emojis if appropriate.
• Paragraphs can be short; use line breaks for a chatlike feel.
• Keep the tone consistent with your relationship to the recipient.

3.4 Example

4. Common Mistakes to Avoid

• Mixing tones using slang in a formal letter or being overly stiff in an informal one.
• Incorrect address format missing postcode, wrong order, or no date.
• Spelling and grammar errors proofread carefully, especially for formal correspondence.
• Lengthy paragraphs keep each paragraph focused; long blocks of text can be offputting.
• Missing attachments always doublecheck before sending.

5. Further Resources

For deeper guidance you may consult:

• Business Writing Essentials
• Purdue OWL Letter Writing
• Cover Letter Samples and Tips