Day - 6 Formal Letter Writing Guidelines
Overview of Letters
- Target Audience: External audience, requiring formal communication.
- Writing Style: Aim to write for the general reader, ensuring clarity and professionalism.
- Helpful Resources: Refer to pages 192 and 196 for additional letter-writing guidance.
Writer's Address
- Format: Consists of 2 lines.
- Special Note: Leave off your own name, as it is considered more professional to begin with the address directly.
- Spacing: Single-spaced layout with a double space following the address.
Date
- Format: Should be written out in full (e.g., "March 15, 2023").
- Spacing: Double space after the written date.
Reader's Address
- Format: Consists of 3 lines, single-spaced.
- Spacing: A double space follows the reader's address.
Salutation
- Format: The salutation must be punctuated with a colon as it signifies the professionalism of the document.
- Examples of Greetings: Use titles such as Mr., Ms., Dr., or Attorney followed by the last name only.
- Spacing: Double space following the salutation.
Body of the Letter
- Introduction: Introduce the main purpose of your letter.
- Discussion: The main content of the letter, which should be single-spaced between lines to enhance readability.
- Conclusion: Summarize key points or express final thoughts.
- Spacing: Double space between paragraphs, and double space after the conclusion as well.
Complimentary Close
- Format: Ends with a complimentary close, punctuated with a comma.
- Examples of Complimentary Closures: "Sincerely," "Cordially," "Thank you," etc.
Signature
- Format: Leave a space for the cursive signature.
- Spacing: Add four spaces after the complimentary close before typing your typed name.