Mastering the Digital Pen: A Comprehensive Guide on How to Write a Letter on Computer
The digital age has revolutionized communication, and the art of letter writing has also been transformed. While the handwritten letter still holds sentimental value, writing a letter on a computer offers numerous advantages in terms of speed, efficiency, and professionalism. This guide will walk you through every step of crafting a compelling letter using your computer, covering everything from choosing the right software to formatting and final delivery.
From Blank Screen to Polished Prose: Choosing Your Software
Before you type a single word, you need the right tools. Fortunately, you have several excellent options for writing a letter on your computer, each with its own strengths.
Word Processors: The Workhorse of Letter Writing
The most common choice is a word processor. Microsoft Word remains the industry standard, offering a vast array of features, templates, and formatting options. It’s a powerful tool, but it comes with a cost. Google Docs, a free, web-based alternative, offers similar functionality, is collaborative, and accessible from any device with an internet connection. Other excellent options include LibreOffice Writer (free and open-source) and Apple Pages (for Mac users).
Email Clients: When Speed is of the Essence
For shorter, less formal correspondence, your email client can serve as a perfectly adequate letter-writing tool. Services like Gmail, Outlook, and Yahoo Mail provide basic formatting options, making them ideal for quick messages and replies. Remember, though, that email is generally less formal than a traditional letter.
Structuring Your Letter: A Guide to Professional Formatting
A well-structured letter is easy to read and leaves a positive impression. The standard format for a letter on a computer follows a few key principles.
The Header: Setting the Stage
The header typically includes your address (or your company’s address) in the upper left-hand corner, followed by the date, typically centered or right-aligned. If you are sending a business letter, include the recipient’s address below the date, on the left-hand side.
Salutation: Greeting Your Reader
The salutation is your greeting. Use “Dear Mr./Ms./Mx. [Last Name]” for formal letters. For less formal letters, you might use “Dear [First Name]” or a more casual greeting like “Hello [Name].”
Body Paragraphs: Conveying Your Message
This is where you write the main content of your letter. Keep paragraphs concise and focused, each addressing a specific point. Use clear, concise language and avoid jargon unless necessary. The body of your letter should be broken down into logical paragraphs.
Closing: Sign-Off and Signature
The closing phrase should be appropriate for the tone of your letter. Options include “Sincerely,” “Best regards,” “Yours truly,” or a more casual “Best.” Leave space for your signature (if printing and sending by mail), then type your name below the closing. If you are sending an electronic letter, you can use a digital signature or simply type your full name.
Formatting for Impact: Making Your Letter Visually Appealing
Beyond the basic structure, formatting plays a crucial role in the readability and professionalism of your letter.
Font Selection: Choosing the Right Look
Choose a professional font. Times New Roman and Arial are common, classic choices. Other acceptable options include Calibri, Georgia, and Helvetica. Ensure the font size is readable, typically 10-12 points.
Line Spacing and Margins: Creating Visual Breathing Room
Use single or 1.15 line spacing for the body of your letter. This provides a clean and uncluttered appearance. Set margins to at least one inch on all sides. This prevents the text from looking cramped and allows for easy reading.
Alignment: Justifying Your Text
In formal letters, justify the text (align it on both the left and right margins). For less formal letters, left-aligning the text is often preferred.
Crafting Compelling Content: Writing for Clarity and Impact
The content of your letter is, of course, the most important part. Here are some tips for writing effectively.
Know Your Audience: Tailoring Your Message
Consider who you are writing to. Formal letters to business contacts require a different tone than letters to friends or family. Adjust your language, level of formality, and the information you include accordingly.
Clarity and Conciseness: Cutting Through the Noise
Get straight to the point. Avoid unnecessary jargon or overly complex sentence structures. Use short, clear sentences and concise paragraphs. Proofread carefully to ensure your message is easy to understand.
Tone and Style: Finding the Right Voice
The tone of your letter should align with your purpose and audience. A business letter should be professional and respectful, while a personal letter can be more informal and friendly. Your style should match your tone, and be consistent throughout the letter.
Proofreading and Editing: The Final Polish
Before sending your letter, take the time to proofread and edit it thoroughly.
Grammar and Spelling: Avoiding Errors
Use your word processor’s spell checker and grammar checker. But don’t rely on them completely. Read your letter carefully, looking for errors in grammar, spelling, punctuation, and word choice.
Readability: Ensuring Smooth Flow
Read your letter aloud to catch any awkward phrasing or sentences that don’t flow smoothly. Consider asking someone else to read it for you, as a fresh pair of eyes can often spot errors you’ve missed.
Sending Your Letter: Digital Delivery and Printing
Once you’re satisfied with your letter, it’s time to send it.
Digital Delivery: The Modern Approach
For email, simply copy and paste the text of your letter into the body of your email. You can also attach your letter as a .doc, .docx, or .pdf file.
Printing and Mailing: The Traditional Touch
If you need to send a physical letter, print it on high-quality paper. Use a good printer and ensure the print quality is crisp and clear. Fold the letter neatly and place it in an envelope.
Advanced Techniques: Enhancing Your Letter Writing Skills
Once you’ve mastered the basics, you can explore advanced techniques to further refine your letter writing.
Templates and Styles: Saving Time and Ensuring Consistency
Use templates to save time and ensure consistency in your letters. Most word processors offer pre-designed letter templates. You can also create your own templates for frequently used formats. Styles let you apply a consistent look and feel to your letter.
Using Letterhead: Making a Professional Impression
For business letters, consider using letterhead. This includes your company’s logo, contact information, and other branding elements.
Seeking Feedback: Getting a Second Opinion
Don’t hesitate to ask someone to review your letters before sending them, especially for important communications. A second opinion can help you catch errors and improve the overall quality of your writing.
Frequently Asked Questions
Can I use any font for a business letter? While you have some flexibility, it’s best to stick to professional, easy-to-read fonts like Times New Roman, Arial, Calibri, or Georgia. Avoid overly decorative or unusual fonts, as they can make your letter look unprofessional.
Is it acceptable to use abbreviations in a letter? Generally, avoid abbreviations in formal letters. Use full words and phrases to maintain a professional tone. In less formal settings, you can use abbreviations sparingly, but always consider your audience.
How do I address a letter to a person whose title I don’t know? If you don’t know the person’s specific title, use a general greeting like “Dear Sir or Madam” or “To Whom It May Concern.” However, if possible, try to find out the person’s name and title before sending the letter, as it shows respect.
What’s the difference between a letter and a memo? A letter is typically sent to someone outside of your organization, while a memo (memorandum) is an internal communication used within a company or organization. Memos are usually less formal than letters and often have a specific format.
What should I do if I need to include attachments with my letter? Clearly state in your letter that you’ve included attachments and list them. For example, you might write, “Enclosed you will find a copy of my resume.” Ensure the attachments are relevant to the letter’s content and are easy to open and read.
Conclusion
Writing a letter on a computer is a valuable skill in today’s world. By following the guidelines outlined in this comprehensive guide, you can confidently create professional, well-formatted, and impactful letters for any occasion. From choosing the right software and mastering the formatting basics to crafting compelling content and polishing your work with proofreading and editing, you now have the tools to write effective letters that achieve your desired outcomes. Remember to always consider your audience and purpose, and adapt your approach accordingly. By consistently applying these principles, you can elevate your communication skills and make a lasting impression with every letter you write.