Mastering the Art of the Written Word: How to Write a Letter to Send in the Mail
Let’s face it: in the age of instant messaging and email, the act of writing and sending a physical letter feels almost… nostalgic. But there’s a certain magic, a tangible connection, that a carefully crafted letter provides, something digital communication simply can’t replicate. Whether you’re composing a heartfelt note to a loved one, a formal business communication, or simply trying to reconnect, understanding how to write a letter to send in the mail remains a valuable skill. This guide will walk you through every step of the process, from brainstorming your content to ensuring your letter arrives safely at its destination.
1. Deciphering the Purpose: Why Are You Writing This Letter?
Before you even pick up a pen (or open a word processor), define the purpose of your letter. Are you expressing gratitude, offering condolences, making a complaint, or providing an update? The “why” dictates the “how.” Knowing your objective will shape your tone, structure, and the specific details you include. A thank-you note requires a different approach than a formal business proposal. Consider your recipient, your relationship with them, and the desired outcome of your letter.
2. Choosing Your Canvas: Selecting the Right Stationery
The physical presentation of your letter is important. The type of paper, the envelope, and even the writing instrument contribute to the overall impression. For personal correspondence, consider using high-quality stationery – a simple, elegant choice. For business letters, crisp white or cream-colored paper is generally preferred. Avoid overly decorated paper or envelopes for professional communications. Think about the recipient; what would they appreciate? A thoughtful selection of stationery demonstrates care and attention to detail.
2.1. The Power of the Pen (or Keyboard)
The choice between handwriting and typing is another consideration. Handwritten letters often feel more personal and intimate. They convey a warmth that typed letters sometimes lack. However, if your handwriting is difficult to read, or if you need to maintain a professional appearance, typing is a perfectly acceptable option. If typing, ensure your font choice is clear and easy to read. A standard font like Times New Roman or Arial is generally recommended for professional letters.
3. Structuring Your Thoughts: The Basic Letter Format
A well-structured letter ensures clarity and professionalism. While variations exist, the following format provides a solid foundation:
- Heading: This includes your address and the date. Place this in the upper right-hand corner.
- Inside Address: This is the recipient’s name, title (if applicable), and address. Place this below the date, typically on the left-hand side.
- Salutation: Begin with a greeting. “Dear [Name],” is common. For a less formal letter, you might use “Hello [Name],” or “Hi [Name]”.
- Body: This is the main content of your letter, divided into paragraphs.
- Closing: Use a closing phrase like “Sincerely,” “Best regards,” or “Yours truly,” followed by a comma.
- Signature: Leave space for your handwritten signature, followed by your typed name.
4. Crafting the Content: Writing the Body of Your Letter
This is where you get to express yourself! Remember to keep your tone appropriate for the recipient and the purpose of your letter.
4.1. The Opening Paragraph: Setting the Stage
Start with a clear and concise opening. Briefly state your purpose for writing. If you’re responding to something, reference it. If you’re initiating contact, introduce yourself or your subject.
4.2. The Middle Paragraphs: Providing the Details
This is the “meat” of your letter. Provide the necessary information, details, or arguments in a logical and organized manner. Use paragraphs to separate different ideas and keep your writing easy to follow. Be specific, clear, and concise. Avoid rambling or including unnecessary information.
4.3. The Closing Paragraph: Summarizing and Expressing
Conclude your letter by summarizing your main points, reiterating your purpose, and expressing your desired outcome. If you’re asking for something, clearly state your request. Thank the recipient for their time and consideration.
5. Polishing Your Prose: Editing and Proofreading
Before you seal the envelope, meticulously edit and proofread your letter. This is crucial to ensure accuracy and professionalism. Check for spelling errors, grammatical mistakes, and awkward phrasing. Read your letter aloud to catch any inconsistencies in flow. Consider asking a friend or colleague to review it for a fresh perspective. A well-edited letter demonstrates respect for the recipient and reflects positively on you.
6. Addressing the Envelope: The Final Touch
Correctly addressing the envelope is essential for ensuring your letter reaches its destination. Use the recipient’s full name, title (if applicable), and address.
6.1. Formatting the Address
The address should be formatted as follows:
- Recipient’s Name (and Title): Begin with the recipient’s full name and title (if applicable).
- Company Name (if applicable): If the letter is for a business, include the company name below the recipient’s name.
- Street Address: Write the street address on the next line.
- City, State, Zip Code: Place the city, state, and zip code on the final line. Use the correct abbreviations for the state.
6.2. Your Return Address
Place your return address in the upper left-hand corner of the envelope. This ensures the letter can be returned to you if it’s undeliverable. Include your full name, address, city, state, and zip code.
7. Selecting the Right Postage: Ensuring Delivery
Choose the correct postage based on the weight and size of your letter. Using insufficient postage can result in the letter being returned to you or delivered to the recipient with postage due. You can typically purchase stamps at the post office, online, or from various retailers. If you’re unsure about the postage, it’s best to have the letter weighed at the post office.
8. Sealing the Deal: Folding and Inserting Your Letter
Properly folding and inserting your letter into the envelope adds a final layer of professionalism.
8.1. Folding Your Letter
The standard method for folding a letter for a business envelope is to fold the bottom of the paper up to approximately 1/3 of the way up, then fold the top down to the same level. This allows the recipient to easily read the letter when they open the envelope.
8.2. Inserting into the Envelope
Insert the folded letter into the envelope with the top of the letter facing the flap. This ensures the recipient can easily open the letter and read it.
9. Sending Your Letter: The Final Act
Once everything is checked and double-checked, it’s time to send your letter! You can drop it in a mailbox or take it to the post office. Consider the delivery time, especially if your letter contains time-sensitive information.
10. Digital Alternatives: When to Consider Email
While this article focuses on physical letters, it’s worth acknowledging the prevalence of email. Email is often more efficient for quick communication, especially when speed is essential. However, for formal communications, matters requiring a physical signature, or for situations where you want to make a more personal connection, a well-written letter remains a powerful tool.
Frequently Asked Questions
What if I don’t know the recipient’s title?
If you’re unsure of someone’s title, it’s perfectly acceptable to omit it. Focus on getting the name right. If you’re writing to a business, and you can’t find the specific person, address it to “To the attention of the [Department].”
Can I use colored ink or paper?
While you can use colored ink or paper, it’s generally best to stick to black or blue ink on white or cream-colored paper for professional correspondence. Personal letters offer more flexibility.
Is it okay to use pre-printed letterhead?
Yes, if you have professional letterhead, it’s perfectly appropriate to use it. It adds a touch of professionalism. Ensure the letterhead is clean and well-designed.
How do I know if I should send a letter or an email?
Consider the purpose of your communication, the urgency, and the desired level of formality. If you need a physical signature, or if you want to make a lasting impression, a letter is the better choice. If you need to communicate quickly, email is usually more efficient.
What are some common closing phrases?
Common closing phrases include “Sincerely,” “Best regards,” “Yours truly,” “Respectfully,” and “Cordially.” Choose the phrase that best reflects your relationship with the recipient and the tone of your letter.
Conclusion: The Enduring Power of the Personal Letter
In conclusion, writing a letter to send in the mail is a skill that transcends time. From defining your purpose and selecting the right stationery to structuring your content and addressing the envelope, each step contributes to a thoughtful and impactful communication. While digital alternatives exist, the tangible nature of a physical letter offers a unique opportunity to connect with others on a deeper level. By mastering the fundamentals outlined in this guide, you can confidently craft letters that are not just received, but remembered. So, embrace the art of the written word, and experience the enduring power of the personal letter.