How To Write A Letter To Mail Out: A Comprehensive Guide
Writing a letter to mail out seems simple enough, right? But getting it right—ensuring your message is clear, your formatting is professional, and your letter actually arrives where it needs to go—requires a bit more attention to detail. This guide will walk you through every step, from crafting your message to preparing your letter for postage, giving you everything you need to confidently send your next letter.
1. Planning Your Letter: Defining Purpose and Audience
Before you even pick up a pen (or open a document), consider why you’re writing this letter. What’s the goal? Are you trying to inform, persuade, request something, or simply connect? Knowing your purpose will shape your content.
Next, think about your audience. Who are you writing to? A potential employer? A friend? A government agency? The tone, language, and level of formality will vary significantly depending on your audience. Understanding your recipient is crucial for effective communication.
2. Formatting Your Letter: Setting the Stage for Clarity
Proper formatting is key to a professional-looking letter. Even if your content is compelling, a poorly formatted letter can undermine your message. Here’s a breakdown of the essential elements:
2.1. Your Address and Date (Heading 3 is not allowed)
Place your address in the upper-left corner. Include your street address, city, state, and zip code. Directly beneath your address, skip a line and add the date. This is the date you’re writing the letter, not the date you want it to be received.
2.2. Recipient’s Address (Heading 3 is not allowed)
On the left side, below the date, include the recipient’s full name (or title if you don’t know the name), their title (if applicable), their company/organization (if applicable), street address, city, state, and zip code.
2.3. Salutation (Heading 3 is not allowed)
Begin with a salutation. The most common and respectful option is “Dear [Mr./Ms./Mx. Last Name]”. If you don’t know the recipient’s name, use a general salutation like “Dear Sir or Madam” or “To Whom It May Concern”.
2.4. Body Paragraphs (Heading 3 is not allowed)
This is where you write the main content of your letter. Start with a clear and concise opening paragraph that states your purpose. Each subsequent paragraph should focus on a specific point, supporting your main message. Keep paragraphs relatively short (around 5-7 sentences) to maintain readability.
2.5. Closing and Signature (Heading 3 is not allowed)
Conclude with a closing, such as “Sincerely,” “Respectfully,” or “Best regards,” depending on the level of formality. Skip a few lines and leave space for your handwritten signature. Below your signature, type your full name.
3. Crafting Your Message: Content That Captivates
The content of your letter is, of course, the most important aspect. Here are some tips for writing a compelling message:
3.1. Clarity and Conciseness
Get straight to the point. Avoid unnecessary jargon or overly complex language. Your goal is to communicate your message clearly and efficiently.
3.2. Tone and Style
The tone should match your purpose and audience. For a formal letter, maintain a professional and respectful tone. For a more personal letter, you can be more informal. Always proofread your letter carefully to ensure your tone is consistent throughout.
3.3. Supporting Details and Examples
Provide supporting details, examples, or evidence to back up your claims or requests. The more specific you are, the more persuasive your letter will be.
4. Proofreading and Editing: Polishing Your Prose
Before you seal and send your letter, take the time to proofread and edit it meticulously. Even small errors can detract from your credibility.
4.1. Grammar and Spelling
Check for grammar errors, spelling mistakes, and punctuation errors. Use a grammar checker or ask someone else to review your letter for a fresh perspective.
4.2. Readability and Flow
Ensure your letter flows logically and is easy to read. Check for awkward phrasing and revise sentences as needed.
4.3. Formatting Consistency
Make sure your formatting is consistent throughout the entire letter. Pay attention to spacing, margins, and font size.
5. Preparing Your Letter for Mailing: The Final Touches
Once your letter is written and proofread, it’s time to prepare it for mailing.
5.1. Choosing the Right Paper and Envelope
Use high-quality paper for a professional look. White or off-white paper is generally preferred. Choose an envelope that is appropriately sized for your letter and the paper you’re using.
5.2. Folding Your Letter
Fold your letter neatly so it fits inside the envelope without being crammed. The standard method is to fold the letter into thirds.
5.3. Addressing the Envelope
Write the recipient’s address clearly and legibly on the envelope. The address should match the recipient’s address you included in the letter. Include your return address in the upper-left corner of the envelope.
5.4. Adding Postage
Affix the correct postage to the upper-right corner of the envelope. The amount of postage depends on the weight of the letter and the destination. Always check the current postal rates before mailing your letter.
6. Mailing Your Letter: Sending It On Its Way
Once everything is prepared, you’re ready to mail your letter. You can drop it in a mailbox, take it to the post office, or use a drop-off service.
7. Modern Alternatives: Exploring Email and Digital Communication
While this guide focuses on physical letters, it’s important to acknowledge the rise of digital communication. Email can be a convenient and efficient way to communicate, but it may not always be the best option. Consider the following:
7.1. When to Choose a Physical Letter
Physical letters are often preferred for formal communications, such as legal documents, official notifications, and personal correspondence that you want to feel more significant. They can also be useful when you want to make a lasting impression.
7.2. Advantages of Email
Email is faster, cheaper, and more convenient for many types of communication. It’s ideal for quick updates, informal conversations, and sharing documents.
7.3. The Hybrid Approach
Sometimes, the best approach is a combination of both. You might send a follow-up email after a physical letter, or use email to schedule a meeting related to your letter’s content.
8. Letter Styles: Adapting Your Approach
The style of your letter will vary based on the situation. Here are a few common examples:
8.1. Business Letters
Business letters are typically formal and follow a standard format. They should be concise, clear, and professional.
8.2. Personal Letters
Personal letters are more informal and can be more expressive. They are often written to friends and family.
8.3. Cover Letters
Cover letters accompany resumes and are used to introduce yourself to a potential employer. They should highlight your skills and experience and explain why you are a good fit for the job.
9. Common Letter Writing Mistakes to Avoid
Even experienced writers make mistakes. Here are a few common pitfalls to avoid:
9.1. Incorrect Formatting
Using the wrong format can make your letter look unprofessional.
9.2. Grammatical Errors
These undermine your credibility.
9.3. Lack of Clarity
Ensure your message is easy to understand.
9.4. Ignoring the Audience
Tailor your content to your recipient.
10. Tracking Your Letter: Ensuring Delivery and Follow-Up
While you can’t always track a standard letter, consider using services like certified mail with return receipt requested, especially for important documents. This provides proof of delivery. Also, if you are expecting a response, make a note of it and follow up if you don’t hear back within a reasonable timeframe.
Frequently Asked Questions
What’s the best font to use when writing a letter?
Times New Roman or Arial are generally good choices, offering a classic and easy-to-read appearance. Make sure the font size is between 10 and 12 points for optimal readability.
Is it okay to handwrite a letter?
Yes, handwriting a letter can add a personal touch, especially for personal correspondence. However, ensure your handwriting is legible. If you’re sending a professional letter, typing it is generally preferred.
How can I make my letter stand out?
Beyond excellent content, consider using high-quality paper and a professional font. Personalize your letter by mentioning specific details relevant to the recipient, showing you’ve taken the time to understand their needs.
What if I don’t know the recipient’s name?
If you don’t know the name, use a general salutation like “Dear Sir or Madam” or “To Whom It May Concern.” Researching the contact person is always preferable but not always possible.
How long should my letter be?
The length of your letter depends on its purpose. Keep it concise and focused. Generally, aim for one page, unless the complexity of the subject demands more.
Conclusion
Writing a letter to mail out is a craft that demands attention to detail, from the initial planning stages to the final postage. By following the steps outlined in this guide—understanding your audience, formatting your letter correctly, crafting a compelling message, proofreading meticulously, and preparing your letter for mailing—you can ensure your message is delivered effectively and professionally. Whether you’re writing a business letter, a personal note, or a cover letter, mastering the art of letter writing will serve you well in all aspects of communication. Remember that the ultimate goal is to communicate your message clearly and respectfully, leaving a positive impression on your recipient.