Writing To People At Angol: A Guide

Writing a letter in English can be challenging, especially if it's your first time. The structure of a letter is important, and there are different styles depending on whether your letter is formal or informal. A good letter should always have a clear purpose and be written with your audience in mind. This introduction will guide you through the steps of writing a letter, from the date and greeting to the body and conclusion, so you can effectively communicate your message to your Anglophone recipient.

How to structure a letter

To structure a letter, there are a few key steps to follow. Firstly, choose your format, whether it be email, paper and mail, or another option. Next, include your contact information and the date at the top of the letter. If you are using a block style, this will be left-aligned, whereas in an AMS style, the date will go directly under your address with no blank line.

After this, write a salutation or greeting, such as "Dear Ms. Smith" or "To Whom It May Concern". The body of the letter should be written in a standard paragraph format, typically consisting of two or three paragraphs. The first paragraph should introduce yourself and state the purpose of your letter. The second paragraph should emphasise your message, and the final paragraph should summarise the purpose of your letter and include a call to action.

Following this, include a complimentary close, such as "Sincerely" or "Best", and then sign your name. If you are sending additional materials, mention these after your signature.

How to start a letter

Knowing how to start a letter is a valuable skill, and one that requires practice and a correct assessment of the situation. Here are some tips on how to start a letter in different situations:

Personal Letter

• Include your address in the upper right corner of the letter.
• Provide the date after your address.
• Address your recipient with a salutation such as "Dear" followed by their name. If you are writing to a group of people, use a greeting like "Hi everyone".
• Ask a question to show your interest in what the recipient is doing or how they are. For example, "How are you?" or "How is your new job going?"
• Express your interest in something the recipient said or did. For example, "Congratulations on your award!" or "Your vacation sounds amazing!"

Business Letter

• Include your address at the top of the letter, either on the left or right side.
• Add the date underneath your address.
• Place the recipient's name and full address on the left side of the letter, leaving a space between the date and their details.
• Decide whether to use "Dear" as your opening. This is standard but may not always be appropriate, depending on the context and your relationship with the recipient.
• Use the most professional form of the recipient's name. This may include their title and last name, or both their first and last name.
• Begin the letter with an agreeable tone. For example, "I hope this letter finds you well."
• State your purpose for writing clearly and directly after your opening sentence.

Cover Letter

• Use the same formatting as a business letter for your address and the recipient's details.
• Provide a summary of your accomplishments at the beginning of the letter to grab the reader's attention and increase your chances of getting an interview.
• Express your enthusiasm for the role and explain why you are passionate about the company and the work.
• Incorporate relevant keywords, such as specific skills or experience mentioned in the job posting.

Formal Invitation

• Write out the date in full, spelling out the month instead of using numbers or abbreviations.
• Include the full names of the guests, without abbreviations or nicknames.
• List the names of the hosts and the event.

Personal Thank-You Letter

• Include your address in the upper right corner of the letter, followed by the date underneath.
• Begin with a salutation such as "Dear", followed by the recipient's name.
• Include a "thank you" within the first sentence. For example, "Thank you for attending our wedding and for your generous gift."

Business Thank-You Letter

• Include your organisation's name and address in the top right corner of the letter, followed by the date underneath.
• Add the name of the recipient one line below the date.
• Include the recipient's full business address.
• Use a salutation such as "Dear", followed by "Mr." or "Mrs." and the recipient's last name.
• Include a "thank you" within the first sentence, along with the reason for your gratitude. For example, "I am writing to thank you for honouring the contract with our company."

How to write an introduction

When writing an introduction, it is important to follow a clear structure to ensure your letter is coherent and easy to understand. Here is a step-by-step guide on how to write an effective introduction when writing to people at Angol:

First Paragraph:

This is the introductory paragraph, where you explain the reason for writing the letter. Begin with a clear and concise statement of your purpose. For example, you may be writing to express gratitude, make a request, lodge a complaint, or inquire about something. Be sure to adopt a formal tone if your letter is of an official nature.

Second Paragraph:

In this section, provide additional context and details about the topic of your letter. Explain the specific issue or matter that has prompted you to write. If your letter is informal, you can include some personal information about yourself, such as your relationship to the recipient or any relevant updates about your life. This helps to build a connection with the person you are writing to.

Third Paragraph:

Depending on the content and purpose of your letter, you may need to include another paragraph or two to fully elaborate on your topic. This is where you can go into more depth about the subject matter, providing necessary explanations, descriptions, or justifications for your inquiry, request, or complaint. Remember to use clear and concise language throughout to ensure your message is easily understood.

Final Paragraph:

Conclude your introduction by summarising the main points you have raised. This provides a neat transition to the rest of your letter, which may include additional details, requests, or actions you would like the recipient to take. End the introduction with a phrase that expresses your anticipation of their response, such as "I look forward to hearing from you" or "I hope to receive your reply soon."

Remember, the key to writing an effective introduction is clarity and conciseness. Provide just enough information to give context to your letter, without veering off into tangents or unnecessary details. This will ensure your message is conveyed effectively and respectfully.

How to write the body of a letter

The body of the letter is the most important part of the letter as it contains the most important information. This part of a letter requires creativity. The language of the letter can be formal, informal, or a bit of both, depending on the type of letter and the relationship between the writer and the recipient.

The body of the letter should be written in a standard paragraph format. It usually consists of three or four paragraphs. The first paragraph is the introduction, where you explain why you are writing the letter. In formal letters, you should also state the reason for writing the letter—depending on the type of letter, this could be a thank-you, request, complaint, inquiry, apology, application, etc.

In the following paragraph(s), detail the purpose of your letter and the topic. In informal letters, you can write some information about yourself and ask about the recipient. If you are responding to a letter, reply to any questions.

The last paragraph is about concluding the letter. In a formal letter, this is where you summarize everything the recipient needs to know. In an informal letter, this is where you say goodbye.

Some phrases that are usually used in this part include:

• I look forward to hearing from you
• I hope to see you soon
• I hope you are well
• How are things?
• How are you?

Although different company cultures have different communication standards, it’s best to avoid casual phrasing and jokes. Some even advise against using contractions. It should go without saying, but don’t use slang, profanity, or other inappropriate language.

How to end a letter

Knowing how to end a letter is crucial as it is the final impression you leave on your reader. A well-crafted closing can set the tone for future communications, provide clear next steps or instructions, and help build rapport with your audience. Here are some tips for how to end a letter effectively:

Define the Desired Action

Clearly outline what you want the reader to do next and briefly summarise the main points if needed to reinforce your message. For example, "To recap, please reach out to the finance team at your earliest convenience to review our new budget and start planning for the next quarter."

Consider the Reader's Emotions

Reflect on how you want the reader to feel after reading your letter. Use language that encourages the desired emotional response. For example, "Thank you for taking the time to read my message. I understand it contains a lot of information, so feel free to contact me with any questions about the new process."

Include Necessary Information

Make sure your closing provides all essential details, such as contact information, relevant dates, times, and specific instructions. For instance, "You can reach me at [your phone number] or [your email address] if you need further information. Please review the attached document before our meeting next Monday."

Choose an Appropriate Sign-Off

Select a closing phrase that matches the formality of your letter and your relationship with the recipient. For formal letters, popular options include "Sincerely," "Best regards," "Kind regards," or "Thank you." For casual letters, you can use sign-offs like "Cheers," "Take care," or "Warm regards."

Format Your Letter Closing

When finalising your letter, ensure you format the closing properly to maintain a professional and polished appearance. Follow these steps:

• Selection: Choose a polite and appropriate closing phrase that matches the tone of your letter.
• Punctuation: Always follow the closing phrase with a comma.
• Space: Leave 2-4 lines of space between the closing phrase and your signature to enhance readability and visual appeal.
• Handwritten Letters: Sign your name, include your printed name, and add essential contact details such as your email address and phone number.
• Electronic Letters or Emails: Type your full name directly below the closing phrase, followed by your email address, company website, and other relevant details. If appropriate, include your company logo.

Frequently asked questions