Letter: Form

Letter: Form

Overall Structure

  • A letter, whether formal or informal, aims to communicate a specific message. It should have a clear opening, middle, and conclusion.

Addresses and Date

  • The sender’s address must be provided in the top right corner, and the recipient’s address should be mentioned on the left-hand side, just below the sender’s address.
  • The date should be written underneath the sender’s address.


  • The salutation is important. It can vary depending on the relationship with the recipient. For example, “Dear Mr. Smith” is formal, while “Dear John” is more informal.

Opening Paragraph

  • The opening paragraph should clearly establish the purpose of the letter, using courteous and appropriate language.

Main Body

  • The main body should present detailed arguments, examples or suggestions pertaining to the purpose mentioned in the opening.
  • Use clear, concise sentences split into easily readable paragraphs.

Closing Remarks

  • A polite valediction (closing remark) should be used before your name to signify the end of the letter. For instance, “Yours sincerely” in formal and “Kind regards” in less formal situations.


  • Your name should be written underneath the valediction, possibly with a space left for a signature above the typed or printed name.

General Guidelines

  • Remember to use an appropriate and respectful tone throughout, which will vary depending on the context.
  • The language should be clear and precise to prevent any misunderstanding.
  • Use complete sentences, proper grammar and punctuation.
  • When writing formal letters, avoid unnecessary familiarity or slang.
  • Letters, particularly formal ones, should be thoroughly checked for spelling and grammar mistakes.
  • When writing to persuade, argue or complain, remember to substantiate claims with evidence and interpret this to add weight to your argument.
  • Personal details should not be included unless it is needed for the purpose of the letter.
  • Practice writing different types of letters: formal letters, informal letters, letters of complaint etc, as the form will change depending on purpose and audience.