How To Write A Letter On The Computer: A Comprehensive Guide
Writing a letter on your computer might seem like a simple task, but achieving a polished, professional result often requires a little more than just typing words. This guide walks you through everything you need to know, from choosing the right software to formatting your letter for maximum impact. We’ll cover the essentials, helping you craft compelling letters for various purposes.
Choosing the Right Software for Your Letter
The first step is selecting the program you’ll use. You have several options, each with its own strengths.
Word Processors: The Standard for Letter Writing
Microsoft Word and Google Docs are the industry standards. They offer a wide range of features, including templates, advanced formatting options, spell-checking, grammar-checking, and the ability to easily save and share your work. Word is a paid software (though part of the Microsoft Office suite), while Google Docs is free and web-based, making it accessible from any device with an internet connection.
Open-Source Alternatives: Free and Functional Options
If you’re looking for a free alternative, LibreOffice Writer is an excellent choice. It’s a powerful word processor that’s compatible with Microsoft Word files. Apache OpenOffice Writer is another open-source option, offering similar functionality. These programs are perfect for users who need robust features without the cost.
Simple Text Editors: For the Minimalist Approach
For basic letters and quick notes, a simple text editor like Notepad (Windows) or TextEdit (macOS) might suffice. However, these programs lack advanced formatting options, making them less suitable for formal letters. This is best for a quick draft or if you just want to focus on the words.
Understanding Letter Formatting: The Foundation of Professionalism
Proper formatting is crucial for a professional-looking letter. Adhering to established conventions shows respect for the recipient and ensures your message is easily readable.
The Block Format: A Modern Approach
The block format is the most common and generally preferred style. In this format, every element of your letter, including the date, the recipient’s address, the body paragraphs, and the closing, is left-aligned. This creates a clean, uncluttered appearance.
The Modified Block Format: A Variation
The modified block format is similar to the block format, but the date and closing (along with your signature) are typically right-aligned. The body paragraphs remain left-aligned. This format adds a touch of formality.
The Semi-Block Format: A Less Common Choice
The semi-block format is less frequently used. In this format, the date, the recipient’s address, and the closing are left-aligned, while the first line of each paragraph is indented.
Composing the Body: Crafting Your Message
The body of your letter is where you convey your message. Clarity, conciseness, and a professional tone are essential.
The Opening: Setting the Tone
Start with a clear and concise greeting, such as “Dear Mr./Ms./Mx. [Last Name],” or “To Whom It May Concern,” if you don’t know the recipient’s name.
The Body Paragraphs: Developing Your Argument
The body paragraphs should be well-organized and focused on your specific purpose. Each paragraph should address a single point or idea. Use clear language and avoid jargon unless you’re confident the recipient understands it.
The Closing: Summarizing and Requesting Action
The closing should summarize your main points and, if appropriate, request a specific action. Common closing phrases include “Sincerely,” “Best regards,” or “Yours faithfully,” followed by your typed name.
Formatting Your Letter: Making it Look Great
Once you’ve written the content, formatting is key to achieving the desired look.
Setting Margins: Ensuring Readability
Standard margins for letters are typically 1 inch on all sides. This provides ample white space, making the letter easier to read. Adjusting the margins can improve the overall aesthetic.
Font Selection: Choosing the Right Typeface
Choose a professional and easy-to-read font. Common options include Times New Roman, Arial, Calibri, and Georgia. Use a font size of 11 or 12 points.
Spacing and Alignment: Creating Visual Harmony
Use single spacing within paragraphs and double spacing between paragraphs. Ensure consistent alignment throughout the letter (left-aligned for block format, etc.).
Proofreading and Editing: The Final Polish
Before sending your letter, proofread it carefully.
Spell Check and Grammar Check: Catching Errors
Use the spell-check and grammar-check tools in your word processor to identify and correct any errors.
Reading Aloud: Uncovering Awkward Phrasing
Read your letter aloud to catch any awkward phrasing or sentences that don’t flow smoothly.
Getting a Second Opinion: A Fresh Perspective
Ask someone else to read your letter and provide feedback. A fresh pair of eyes can often catch errors you’ve missed.
Saving and Sharing Your Letter: Getting it to the Recipient
Once you’re happy with your letter, you need to save and share it.
Saving Your Work: Protecting Your Progress
Save your letter frequently to avoid losing your work. Choose a descriptive file name, such as “Letter to John Smith - Application.”
Printing Your Letter: The Traditional Method
If you need a physical copy, print your letter on high-quality paper.
Sending Your Letter Electronically: The Modern Approach
You can save your letter as a PDF file and send it via email. This ensures your formatting remains intact, no matter what software the recipient uses.
Using Letter Templates: Saving Time and Effort
Letter templates can significantly streamline the writing process.
Finding Ready-Made Templates: A Variety of Choices
Word processors often include built-in letter templates. You can also find free and paid templates online for various purposes.
Customizing Templates: Making it Your Own
Customize templates to fit your specific needs. Change the wording, add your own contact information, and adjust the formatting as needed.
Troubleshooting Common Letter Writing Issues
Even with the best intentions, issues can arise.
Dealing with Formatting Problems: Fixing Common Errors
If your letter doesn’t look right, check your margins, font, spacing, and alignment settings.
Addressing Grammar and Spelling Errors: Correcting Mistakes
Use the spell-check and grammar-check tools, and proofread your letter carefully. If you’re unsure about a particular word or phrase, consult a dictionary or grammar guide.
Handling Difficult Correspondence: Writing Sensitive Letters
If you’re writing a letter that contains difficult information, be clear, concise, and empathetic. Avoid accusatory language and focus on the facts.
FAQs About Computer-Based Letter Writing
Here are some common questions.
What if I don’t know the recipient’s name?
If you don’t know the recipient’s name, use a general greeting such as “To Whom It May Concern” or “Dear Sir/Madam.” However, if possible, try to find out the recipient’s name to personalize your letter.
Can I use a handwritten signature on a digital letter?
Yes, you can scan your signature and insert it as an image into your letter. Alternatively, you can use a digital signature, which is a more secure option.
How do I choose the right paper for a printed letter?
Use high-quality paper, such as a slightly heavier weight than standard printer paper. This gives your letter a more professional appearance. Consider using a paper with a subtle watermark.
Is it okay to use emojis in a formal letter?
Generally, it’s best to avoid using emojis in formal letters. They can make your letter seem unprofessional.
How can I ensure my letter arrives safely?
For printed letters, use a sturdy envelope and proper postage. For electronic letters, ensure your email address is correct, and consider requesting a delivery receipt.
Conclusion: Mastering the Art of the Computer-Written Letter
Writing a letter on the computer is a valuable skill in today’s world. By understanding the software options, formatting conventions, and composition techniques, you can create professional, impactful letters for any purpose. From choosing the right software to proofreading your final draft, each step contributes to the overall success of your communication. With practice and attention to detail, you can master the art of crafting effective computer-written letters.