Letter Writing Etiquette: Do’s and Don’ts

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Good old letter writing has a replacement today—the email. There is something intimate about doing things the good old-fashioned way—a handwritten letter using pen, paper stationery, and the format you learned in school. However, that may no longer suffice or be appropriate due to how people consume "letter-like" information today.

People are busier than ever and only have a few minutes daily to review letters or emails. Most people will only bother opening letters from people they know, let alone go through its contents. And they will typically only have time to skim through letters from people they know.

So, as the person writing the letter, it is your job to ensure the recipient receives the message you want to convey in the way you want. How do you do that? Using a professional letter writer or following the dos and don'ts of letter writing detailed below.

Do's: Address the Recipient Correctly

A letter is different from sending a WhatsApp message to a friend. Letters or emails are generally written to people with whom you are not close or intimate but still have a cordial relationship. Often, these letters or emails are written to a business partner, potential investor, or client. The best way to address such recipients is to start the letter with "Dear, [recipient name], instead of an informal "Hi."

It shows the recipient that you respect them and have a serious matter to communicate. How you address the recipient at the start will set the tone for the rest of the letter. It can be the difference between the recipient receiving the intended message.

Do's: Use the Correct Format

When writing a letter, you must use the correct format. This will ensure that your letter has a logical and professional flow.

Start the letter by entering your (the sender's address) at the top left. Then, right beneath the recipient's address, add the date followed by the recipient's address (aligned to the left). The salutation should come next, then the body of the letter, and finally a closer, such as "yours faithfully" or "sincerely," with a signature or your name at the end.

Do's: Maintain a Professional But Polite Tone

It is essential to maintain a professional but polite tone throughout your letter. Be courteous and respectful of the recipient. Avoid using informal or slang words. Keep the tone professional and appropriate for a formal relationship.

Do's: Keep the Message Simple and to the Point

You mustn't complicate things and keep the message as simple as possible. Letter writing services will vouch for this. Using fancy vocabulary, technical jargon, or flower language in your letter is optional in the midst of all this.

So, it is in your best interest to communicate your message using as few words as possible while keeping the language simple and non-technical.

Do's: Make The Purpose of The Letter Clear

Professional letter writers will tell you that you should begin the body of the letter with the subject line that clearly states your letter's purpose. Keep the recipient from guessing about the purpose of the letter. Instead, clarify why you have written the writing by stating the issue, request, or offer in the subject line.

It will encourage the recipient to read the letter carefully, especially if the issue, request, or offer interests them.

Don'ts: Forget To Proofread the Letter

You must proofread your letter for errors and grammatical mistakes before sending it to the intended recipient. You must do so to maintain your professionalism and effectively convey the intended message. Make sure you read through the letter very carefully for typos and grammar.

Also, use more than just online tools like Grammarly for proofreading. These tools can often change entire sentences (when not needed), causing the intended message to be lost.

Don'ts: Use Technical Jargon

It is related to keeping the letter's message simple and to the point. Most letter writing services avoid using industry-specific or technical terms in a letter. Instead, they substitute the technical terms with simple words that anyone can understand. This is one of the reasons to use a professional letter writing service.

Don'ts: Forget To Do Your Homework On The Intended Recipient (s)

You must do your homework on the intended recipient (s) first to get the outcome from the desired letter. Most professional letter writers will tell you to study your letter's target audience or intended recipient to personalize the letter to them.

You can only address your recipient's needs or make an enticing offer if you know who they are, what they want, and what matters to them the most. Know the best way to entice your audience and craft your letter accordingly.

Don'ts: Forget To Add a Call-to-Action (CTA) When It Is Needed

A standard operating procedure (SOP) for all professional writing services is adding a call-to-action (CTA) to all letters written to get the recipient to respond or take action. Ensure the recipient is aware of the next step in the process:

• Calling you
• Signing up for a newsletter
• Filling out a form
• Visiting your website
• Scheduling a meeting

The call-to-action will ensure the purpose of your letter is served.

Don'ts: Forget To Sign-Off With Respect or Care

Any professional letter writer will sign off a letter with a closer that communicates a friendly or cordial relation with the recipient, such as "yours faithfully," "sincerely," "warm regards," etc. Ending the letter on a friendly or warm note will help keep a good impression of you in the mind of the recipient (s). You can also follow this sign-off with a signature if you're writing a business letter.

Conclusion

The do's and don'ts of letter writing detailed above are practices followed and advocated by professional letter writing services everywhere. Therefore, consider the suggestions above when writing letters so they have the intended impact on the recipient (s).

Brian Smith is a seasoned Senior Content Writer at Content Development Pros, where he brings his expertise and creativity to craft compelling, high-quality content.