How to Write a Letter

The art of writing a letter takes practice, knowledge about proper form and the ability to put into
words the thoughts and feelings which are associated with the letter. Learning to write a letter can
be difficult, as there are multiple types of letters which can written. To avoid the time that it may
take to learn to write each one of these letters, if you are able to learn to write a basic letter, that
will help you to create letters for a variety of occasions.
Parts of the Letter:
Your address
At the top of your letter, you will put your address, so the reader will know where to send their
reply to.
Date
Put the date on which the letter was written in the format Month Day Year i.e. June, 15, 2009.
Inside Address
The inside address is only required for a business letter and will include the address of the person
you are writing to along with the name of the recipient, their title and company name. If you are not
sure who the letter should be addressed to either leave it blank or try to put in a title, i.e. "Director
of Human Resources".
The Greeting
The greeting will address the individual that the letter is being sent to. This is usually completed in
the form of "Dear Anne" or "Hey Anne", for less formal letters.
The Introductory Paragraph
The first paragraph and will generally outline the purpose for the letter and the reason that the letter
is being sent. This can address any issues that are outstanding and is used to set the tone for the
entire rest of the letter. In this first paragraph, the summary of the letter can be found and the
intentions which will be displayed through the rest of the letter should be outlined. From the first
paragraph of the letter, the introductory paragraph, the individual should be able to note the tone of
the letter.
The Body
The body of the letter will expand upon the introductory paragraph and the individual can extend
their thoughts and feelings further when it comes to the letter. The body of the letter can be
anywhere from multiple pages for personal letters, to one page or two pages for most business
letters and other types of proposals.
The Closing
In the closing of the letter, the individual will close the letter and finish any thoughts that have been
mentioned. The closing of the letter comes in various forms from yours truly, for those individuals
that are familiar with one another, to a traditional sincerely which is a versatile closing that can be
used in a variety of letters detailing many situations.
The Presentation of the Letter
The presentation of the letter can be hand-written for less formal letters that are addressed to friends
and family members, especially thank-you letters. In the case that you have illegible handwriting,
you may want to consider typing the letter in these cases, although proper etiquette dictates against
this type of behavior.
Formal letters which are written on behalf of businesses to or professional contacts should remain
typewritten and grammatical and spelling error free. These types of letters should be legible and
professional and therefore typing the letter is one of the most effective ways to ensure that the letter
demonstrates a professional appearance through the entire course of the letter, thereby creating a
positive impression on the recipient of the letter.
As well as outward presentation, it is important to determine the tone which will be written in the
letter, including a professional tone or a tone that will be taken with friends or family members in a
more informal setting. The tone should be established from the greeting of the letter, into the

The complaint letter should be written in the business letter format. When writing a complaint letter
you want to keep it short and to the point to help ensure that your letter will be read in its entirety, if
you write a seven page complaint letter, it's highly unlikely that someone will sit down and read all
seven pages.
The complaint letter should be addressed to the customer service/consumer affairs department or the
head office if there is no customer service department. The address and contact information of the
customer service department should be available on the company's products or website.

Business Letter Writing

Purpose of a Business Letter
A business letter (or formal letter) is a formal way of communicating between two or more parties.
There are many different uses and business letters. Business letters can be informational, persuasive,
motivational, or promotional. Business letters should be typed and printed out on standard 8.5" x 11"
white paper.
Elements of a Good Letter
The most important element of writing a good letter is your ability to identify and write to your
audience. If you are addressing your letter to the department of human resources, avoid using highly
technical terms that only engineers would understand, even if your letter is addressed to an engineering
company, chances are that the personnel in human resources does not have an engineering background.
The next element is that you make sure your present your objective in a clear and concise manner.
Don't be vague about your objective, most people will not have the patience to sit there and guess at the
meaning of your letter or the time to read a long-winded letter, just get to the point without going into
unnecessary details.
Another important element to remember is to remain professional. Even if you are writing a complaint
letter, remain polite and courteous, simply state the problem(s) along with any other relevant
information and be sure to avoid threats and slander.

Business Email Writing

The following are some tips to help you when you are writing business letters through email.
A heading is not necessary in an email (your return address, their address, and the date).
Use a descriptive subject line.
Avoid using an inappropriate or silly email, register a professional sounding address if you don't
have one.
Use simple formatting, keep everything flush with the left margin; avoid special formatting and
tabs.
Keep your letter formal, just because it's an email instead of a hard copy is no excuse for
informality (don't forget to use spell check and proper grammar).
Try to keep your letter less than 80 characters wide, some email readers will create line breaks
on anything longer and ruin the formatting.

 If possible avoid attachments unless the recipient has requested or is expecting an attachment. If
it is a text document, simply cut and paste the text below your letter and strip off any special
formatting.
If the persons name is unknown, address the person's title i.e. Dear Director of Human
Resources.
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Mr./Mrs./Ms./Dr. Full name of recipient. 3
Title/Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Ms./Mrs./Mr. Last Name: 4
Subject: Title of Subject 5
Body Paragraph 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
...................................................................6
Closing (Sincerely...), 7
Signature 8
Your Name (Printed) 9
Your Title
Enclosures (2) 10
Typist Initials. 113519 Front Street
Mount Celebres, CA 65286
October 5, 2004
Ms. Betty Johnson
Accounts Payable
The Cooking Store
765 Berliner Plaza
Industrial Point, CA 68534
Dear Ms Johnson:
It has come to my attention that your company, The Cooking Store has been late with paying their invoices for the past three
months.
In order to encourage our customers to pay for their invoices before the due date, we have implemented a discount model
where we'll give you 2% off your invoice if you pay us within 10 days of receiving the invoice.
I hope that everything is going well for you and your company. You are one of our biggest customers, and we appreciate
your business. If you have any questions, you can feel free to contact me at (555) 555-5555.
Sincerely,
Signature
Bob Powers
Accounts Receivable

Complaint Letter Writing

In the first paragraph you should identify what the issue is and any relevant information that you
believe is important. Be sure to include the following information if it's applicable to the situation: the
date/time of the issue, location, name of person on duty, name of product, what the problem was, your
account number, model number, price, warranty information and reference number. Be sure to stick
with the facts and avoid putting emotions into your letter.
The next paragraph should state what you would like done to resolve the situation. If you received poor
service, you could request an apology or a coupon. If a product malfunctioned, you could request that
you could exchange the product for a new one or request a refund.
The last paragraph should thank the reader for the time. You can also throw in some compliments about
something you liked about their company's product or service.
You should include your telephone number/e-mail address after your printed name so that they can
contact you ASAP if necessary.
65 Market Street
Val Haven, CT 95135
June 30, 2004
Customer Service
Cool Sports, LLC
8423 Green Terrace Road
Asterville, WA 65435
Dear Sir or Madam:
I have recently ordered a new pair of soccer cleats (item #6542951) from your website on June 21. I
received the order on June 26. Unfortunately, when I opened it I saw that the cleats were used. The
cleats had dirt all over it and there was a small tear in front of the part where the left toe would go.
My order number is AF26168156.
To resolve the problem, I would like you to credit my account for the amount charged for my cleats, I
have already went out and bought a new pair of cleats at my local sporting goods store so sending
another would result in me having two pairs of the same cleats.
Than you for taking the time to read this letter. I have been a satisfied customer of your company for
many years and this is the first time I have encountered a problem. If you need to contact me, you can
reach me at (555) 555-5555.
Sincerely,
Signature
Ken Thomas

What is a cover letter?

A cover letter is a brief one page letter sent along with the resume to potential employers. The purpose

of the cover letter is to present yourself to potential employers and to let them know what position you
are interested in and why you'd be a good fit for their company.
Cover Letter Format
The cover letter format should be almost identical to the regular business letter format.
Cover Letter Writing
Generally the cover letter will consist of three paragraphs. The first paragraph is an introductory one
which introduces yourself. You want to include information on the position you are looking for and
how you heard about and why you are interested in the position and/or company.
The second paragraph should provide information on your skill, strengths, education, qualifications
and/or experience. This paragraph should be concise and give specific examples of why you are the
ideal candidate and not simply restate your resume.
The final paragraph should close up the letter by requesting an interview and possibly suggestion times
that are convenient for you or stating that you can come in at a time that's convenient for the employer.
Also you should let the recipient know what the best way and/or time to contact you is (you should let
them know both your contact email and phone number so that they can contact you in their preferred
method). Or you can let them that you'll follow up on this letter with a phone call in several days. You
should thank them for their time to close up the letter.
Each cover letter that you send out should be unique and tailored to the specific company and position
you are applying to. Using one cookie cutter cover letter will lessen your chances for landing an
interview. Also be sure to check for grammar and spelling and keep the letter to one page in length.
527 West Ave.
Elmswood, CT 23865
October 28, 2004
Mr. Michael Black
Directory of Human Resources
Global Answers
6542 Sioux Falls, NY
Dear Mr. Black:
It is with great interest that I am applying for the position of chief accountant. When I read the job description in your ad on
the New York Times on August 12th, I felt that it was an ideal match with my career aspirations. I have always wanted to
work for a Fortune 500 company such as Global Answers.
I believe that I am the ideal candidate for the position due to my extensive experience as an auditor for KPMG. At my
current position at KPMG, I perform all of the same tasks that are described in your ad for the chief accountant position. In
addition to that I have a reputation for being a hard worker who makes sure the job is done right the first time. My reports
are always completed well ahead of the deadline.
Feel free to contact me and setup an interview at your earliest convenience. You can reach me by way of e-mail at
[email protected] or by way of phone at (555) 555-5555. I look forward to discussing with you my future with
Global Answers. Thanks for your time and consideration.
Sincerely,
Signature
Ken Jacobs
Enclosure: resume

Job Interview Thank You Letters

You should write a thank you letter as soon as possible (within 24 hours is recommended) after the job
interview, at a minimum this should be done through email but is recommended that you do this
through a hard-copy of a letter printed out of your computer which can be sent in through the postal
mail or faxed in. Hand written notes on thank you cards are also acceptable and good for short thank
you notes.
A hard-copy thank you letter should be written in the business letter format, while an email should be
sent in the same format but without the heading (your return address, their address, and the date).
Thank you letter writing
The first paragraph should consist of thanking the interviewer for the interviewing you (remind him/her
about the position you interviewed for and the date of your interview). You can also include
information about your impressions about the company.
The second paragraph should state your interests in the company and include any additional
information about yourself that was not brought up in the interview which would make you a good
candidate for the position. You can also emphasize your qualifications that were already discussed
during the interview (don't make this paragraph too long, try to keep it between 3-5 sentences, pick the
traits that you think were most important to the interviewer and emphasize them).
The last paragraph should let the recruiter know that you expect to hear from them soon. Also let them
know that you are available to come in again and are willing to discuss the job further. Write down your
contact information again and what the best method and/or time to contact you is. To finish up the
letter, thank them again for the interview.
Notes/Tips
A thank you letter shows that you have good business etiquette, your interest in the company
and the position, and reiterates your positive qualifications to the interviewer so it should not be
put off.
If there was more than one interviewer; write individual thank you letters to each of the
interviewers (make sure each letter is unique). If it was a panel of interviewers interviewing you
at the same time, you can send out one letter and address it to the head interviewer and the
interview panel and thank them as one group.
If you forget the spelling or the names of the interviewers, simply call the company and request
the proper spelling and title.
Keep the thank you letter brief; make sure the letter does not go past one page in length.
Check for proper grammar usage and spelling.

215 Casandle Drive

Middle Brook, FL 32634
December 15, 2004
Mr. Nigel Adams
Director of Human Resources
Nagata Resorts
6528 Castle Point Street
South Port, FL 38625

Dear Mr. Adams:

I would like to thank you for taking the time to interview me for the position of hotel manager on December 14. I was very
impressed with the amount of vacationers that you stay at Nagata Resorts every year.
I appreciate the time that you spent discussing the responsibilities of the position. I believe that my credentials make me an
ideal candidate for the position. As I mentioned in my interview with you, I already have 7 years experience as a hotel
manager. I am very organized and have a high attention to detail. I also believe that the customer is the most important asset,
so I always treat them with the utmost respect.
I look forward to hearing your decision about the position. You can contact me at (555) 555-5555, if you have any further
questions, I'd be more than willing to come in and discuss them with you. Thanks again for the opportunity to interview
with Nagata Resorts.
Sincerely,
Signature
Chad Ulster

Writing an Apology Letter

An apology letter shows that you are sorry and says that you value your relationship with the other
party. The sooner an apology letter is written and sent out the better it is for the relationship. Depending
on the nature of the letter, it can either be written in the friendly or the business letter format.
Friendly/Personal Apology Letter
If this is a personal letter you should start the letter by saying that you are sorry to the recipient. Next
you should admit your fault and take responsibility for your actions. Next you should volunteer or ask
if there is any way that you can help out to resolve the situation. Then you should let the recipient that
you will try to make sure that the situation will not happen again. To close off the letter you should
apologize again. When writing a personal apology letter it should come from the heart and be sincere.
Formal/Business Apology Letter
If this is a business letter you should start the letter by saying that you are sorry to the recipient. Next
you should give an explanation as to what went wrong. Then you should try to rectify the problem. To
close off the letter you should apologize again.
5868 Maple Wood Street
Fairfield, PA 37626
November 29, 2004
Mr. Joseph Bicman
358 Noncook Road
John's Town, PA 57323
Dear Mr. Bicman:
I apologize for the mix-up of order #: 26429782. We have just implemented a new packaging system that still has a few
bugs to be worked out, but we did fix your order and sent it out this morning. For your trouble, we have enclosed a $25 gift
certificate which can be used at any of our stores. Once again I would like to apologize for the mix-up in your order and any
inconveniences this may have caused you.
Sincerely,
Signature
Scott Mahoney
Customer Service Manager

68 Pine Zaggat Lane

Hampervile, NE 25385
January 5, 2005
Dear Jolene,
I am sorry about forgetting about our lunch date. It was completely my fault; I was so busy at work that it must have
slipped my mind. How about I treat you to lunch next Wednesday, at the new Italian restaurant Julie's at 12:30PM? I have
marked this date in my planner so I will not forget about it. I'd just like to apologize again for missing the lunch date.
Your Friend,
Signature

Requesting a Letter of Recommendation

Getting a good recommendation letter can significantly help you out in your application process so it is
important to ask someone who you are in good terms with for a letter. It is also important to ask
someone that knows you well for a recommendation and ask them for it in person. If you are seeking a
letter for college or graduate schools, then it is recommended that you request letters from your
teachers/professors. If you are seeking a letter for a job, business or professional school then it would
be ideal if you got one from your current company. If you have not been at your current company long
or if you are not currently employed then asking a previous employer is recommended. If that is not
possible seek recommendations from respected professionals that you may know, such as doctors,
lawyers, politicians, ministers and so on.
Ask for the letters early on, don't wait until the day before the letter is supposed to be sent in to request
the letters of recommendation. Instead ask ahead of time. If you are going to apply to school ask your
professor at least a month ahead of time. If you are seeking a professional letter, ask for a letter of
recommendation whenever you leave a job.
Assist the writer with as much material as necessary, providing the writer with your resume and a list of
achievments will make it easier on the writer. You may also want to give him/her any information that
will help with the letter including your plans for the future, your strengths, experiences and other
qualities you want to be presented in the letter. Be honest about the information you give, if you
embellish it'll catch up with you later.
You should provide the writer with a stamped and addressed envelope. Also if there is a guideline that
needs to be followed or any other material that needs to be filled out, you should provide that to
him/her.
After the letter is sent out, you should send a thank you note to the writer. You can also thank them in
person or over the phone as well.

Writing a Letter of Recommendation

If you are requested to write a letter of recommendation but think that he/she is a poor
employee/student or if you don't know him/her very well it is best if you decline. If you feel that you
know the employee/student well it is a good idea to ask for additional information and/or conduct a
short interview with him/her so that you'll have solid information to write in your letter
Follow the business letter format with the exception of the inside address which you can leave out if it
is unknown. Unless the name of the person is given to you, you should address the "To Whom It May

Concern:" Also be sure to include your phone number and/or e-mail so the reader can contact you with
any questions.
Letter of Recommendation Writing
The first paragraph should start out by stating your relationship to the applicant and how long you have
known him/her. You should also state your professional position at the company/school and any
additional information about yourself that will help build your credibility as a good reference.
The second paragraph should focus on building the applicant. It should give an overview of the
candidate and his/her strengths and qualities.
The next 2 to 3 paragraphs should focus on a single quality followed by an example(s) of how they
show that quality.
The closing paragraph should reiterate that the applicant would be a good employee/student and add
any additional comments that you may want to bring up. You can also write about why you think the
employee/student will be a good fit with the company, school, and/or position. Also let the reader know
that he/she can contact you if they have any additional questions.
562 Banquest Street
Fair Valley, AL 81356
September 28, 2004
To Whom It May Concern:
It is with great pleasure that I am recommending Rose Berdinger to you. I am the Head Sales Manager at Vacuums Plus and
Rose has been under my supervision from November of 2000 to August of 2004 as a saleswoman.
Rose would be a great asset to any company. She is one of the brightest employees that I have ever had. She also has a great
drive and passion for her work.
Rose is such a quick learner. Within her first two weeks at Vacuums Plus she had learned all the product names, their
features, and how they work. It normally takes a new employee at least two months to get familiar with all the products that
we sell.
Rose's drive has led her to great success at Vacuums Plus. She has had the honor of receiving the "Top Sales Person of the
Month Award" ten times in her last year at Vacuums Plus, which is a feat that no employee has ever achieved here before.
I believe that Rose Berdinger will be an excellent fit for your company. Rose has been nothing short of an exemplary
employee. If you have any further questions, feel free to contact me at (555) 555-555 and I'll be happy to answer any
questions you have.
Sincerely,
Signature
Peter Ziggad
Head Sales Manager

Writing a Letter of Interest

The letter of interest is also called a prospecting letter and with good reason. Its a type of cover
letter you write when youre searching for a golden job opportunity. The letter of interest is your first
chance to make a good impression on a prospective employer.
Letters of interest are written to express your interest in working for a particular company in a specific
field. Your letter may be written either in response to a job opening or just to investigate possible
employment.

Human resource departments receive dozens of letters of interest each week. However, make your
letter stand out from the crowd using the following tips:
1. Before you write, do your homework. Research the background of the company and familiarize
yourself with their products and/or services.
2. Be sure to find out the name of the individual who does the hiring. Address your letter to his/her
attention and use her/his name in the salutation. To Whom It May Concern and Dear Sir or
Madam are both outdated and considered to be lazy or even rude.
3. Start your introductory paragraph with the reason you are interested in pursuing employment
with this company. Try not to start the first sentence with I. (See sample letter of interest.)
Also, explain what prompted your inquiry, such as a classified advertisement, a media article or
interview, or a referral from an employee.
4. In the next paragraph(s), give specific examples of your qualifications. Dont hesitate to
indicate the reasons why you would be an asset to the company. Illustrate your skills, strengths,
and achievements in a professional, yet personable way. Stay away from strings of abbreviated
credentials. These, if you have them, should be on the resume youll enclose with the letter.
Direct the reader to your resume and any other enclosures.
5. In your final paragraph, thank the individual for his/her time in considering you as a new
employee. Indicate a precise time when you will contact him/her by phone to follow up on your
letter. Also, be sure to let the individual know how to contact you.
Like any business letter, use 8.5 x 11 paper and follow a business letter format. Keep your letter
short, no more than a single page. Remember to check it thoroughly for errors in spelling, grammar and
to be sure it addresses each point you wanted to make.
421 Liberty St.
Kenyon, MN 55021
June 7, 2007
DTI
111 Riverfront Ste 325
PO Box - Box 157
Wabasha, MN 55946
Attention: Jen Carlson
Dear Ms. Carlson:
Your recent advertisement in the Herald made it clear that customer satisfaction is an integral part of DTI. In addition, my
close friend, Paula Chavez who is in your employ, suggested that my special talents might benefit your customer service
department.
Part of my success is because I place a high value on personal integrity and represent both my employer and myself in an
ethical and respectable manner. Added to my diligence in paying close attention to detail, as a representative of your
company I would bring focus not only to the value of your services, but also to quality customer service and the ease of
doing business with DTI. Furthermore, I am a hard, smart-working, self-starter who works equally well in a team
environment or individually.
I will call you on June 15 to answer any questions about this letter or my resume in the hope of scheduling an interview. If
you prefer, please contact me by phone (555) 454-1307 or e-mail, [email protected].
Thank you for your time in considering my qualifications.
Sincerely,
Signature
Linda Jones

Writing a Letter of Appeal

In cases where unfair treatment was committed, a letter of appeal can help to rectify the situation. An
appeal letter allows you to state your side of the story using facts to support your cause to convince the
reader(s) to reconsider your case. The letter should be written in the business letter format.
Appeal Letter Writing
The first paragraph should introduce yourself and explain why you are writing the letter. Although it
may be difficult, be sure to keep your tone and emotions in check so that you can show that you can
present an objective viewpoint. Keep the first paragraph as concise and clear as possible so that the
reader can immediately understand its urgency.
The next paragraph(s) should narrate the account of what happened, and why your appeal should be
granted. Include all the necessary facts in order to legitimize your case. You can start by referring to
your handbook or guidelines as member of that particular group or institution. Also, provide specific
times and date when particular events occurred. To make your letter more reader-friendly, use bulletpoints every time you need to enumerate. After doing this, refer to testimonials from people related to
your work, transcript of records, and medical certificate, if necessary. Be certain to cover all the bases
necessary to
The last part should summarize everything you have stated above. Repeat the necessary points that
need to be elucidated. Also include the contact details and where you can be reached. Close out the
letter by thanking the reader for their time.
4682 Farrow Parkway
Chicago, IL 60621
June 20, 2007
Jack Copeland
Dean, Academic Division
Chicago College University
1323 E. 84th St., 5th floor
Chicago, IL 60621
Dear Mr. Copeland;
I am a senior Philosophy major who took PH401 Advanced Metaphysics class under Prof. Vanleer, and I am writing to you
to appeal a retake for the final comprehensive oral exam that was given on June 18, 2007.
I feel that Mr. Vanleer did not give my situation the proper respect and understanding that it truly deserved. On June 8, 2007
at 10:37 A.M., I was struck by a sedan going 65 mph on my way to the university. I survived the accident but fractured the
bones in my legs and hips. I have enclosed the medical documents detailing my stay at St. Francis Hospital along with this
letter.
Because of this setback, I had to reschedule all my exams for the following week (June 18-22, 2007) and move to the week
after that (June 25-29) to allow for me to recover. I had my classmate Tom Saunders send the necessary letters to all of my
professors requesting to postpone the date of my final exams by a week. All of them agreed except for Prof. Vanleer, who
did not send any reply at all. The doctors said that it would take me at least two weeks to properly recover, and even if I did
prepare for my exams for Prof. Vanleer, I would not be able to produce the expected output considering my debilitated
condition.
I feel that the situation is not warranted because I never got a grade lower than a B or (80-85) on his exams. Therefore, the
risk of me failing the course and being prevented from graduating because of not being able to take his final exams due to
an unavoidable circumstance is unacceptable. The handbook states in Article III, Section II that Students who have
medical emergencies prior to a particular exam will be given the option to reschedule that exam.
The medical situation which prevented me from taking the final at the scheduled time was beyond my control. I would ask
you to grant me another opportunity to take the final exam. I look forward to meeting with you to discuss this matter. Feel
free to call me with any questions at 555-555-5555. I appreciate the time that you have taken to read my appeal.
Sincerely,

Signature
Jordan Summer
Enclosure

Writing an Invitation Letter

An invitation letter serves the purpose of inviting a guest to a party, an event or a celebration while
conveying more information than a traditional invitations card. It serves two purposes; one, to invite
the individual to the event and two, to ensure that the person receiving the letter is going to attend.
There are two tenses used within the invitation letter, the present and the future. The present tense
conveys information about the event and the future tense ensures the guest is going to attend.
Business Invitation Letter
An invitation letter is a formal way to invite peers and clients to events which are being hosted by the
company and are one of the most popular ways of inviting guests to functions. The professional
invitation should be written in a formal tone, even when being sent to friends and family members, if
the letter is also being sent to professional contacts.
The introduction allows the host and sender to introduce themselves, as well as the organization in
which they have chosen to represent. A simple background of the individual or company will suffice in
this section of the letter.
Next, in the body of the letter it is important to outline all of the information about the event. The date
and time should be included as well as the theme and purpose for the event. At this point, a date should
be mentioned in which guests should provide their reply by, and it may also contain any information
regarding special roles played at the event, attire and items required for the guest to bring.
Be sure to mention any specifications about dress code in the invitation letter.
Next, in one sentence, the appreciation for the guest to attend the party should be shown. This can be
completed with a formal note, stating that you look forward to seeing the individual at the event.
Remember, this needs to keep in tone with the rest of the letter.
The conclusion should contain the sign off and a line that ties the complete letter together, drawing the
end of the invitation, with a salutation and a signature.
Friendly Invitation Letter
A friendly invitation letter is similar to a business letter but contains less formal speech and can make
nuances with memories that may be shared with the guests whom are being invited to the occasion.
Friendly invitation letters are used for a variety of reasons from engagement parties and showers to
wedding invitations. They can also be used for personal parties and showers as well as housewarming
get together. Personal invitation letters should be signed with a less formal sign off, such as; yours
sincerely, best, or sincerely.
Invitation letters are used as an alternative to traditional invitations. They allow the host to convey
different messages through the tone of the letter. Invitation letters allow the host to convey additional
information that what is traditionally shared in an invitation card. Memories can be shared with close
friends and family members that bring about memories of past events.
When sending an invitation letter, be sure to edit it completely, ensuring there are no punctuation,
grammatical or spelling errors before the letter is sent to potential guests. Using these techniques, you
should be able to create personal and professional invitation letters with ease.

Lockwood Middle School

307 Main Street
Lockwood, NJ 51686
December 17, 2008
Mrs. Jody Coling
President
Lockwood Health Association
23 Main Street
Lockwood, NJ
Dear Mrs. Coling:
My name is Susan Harris and I am writing on behalf of the students at Lockwood Middle School. We would like to invite
you to attend a special event being held at our school in a week's time.
A significant amount of the students at the school have been working on a project which relates to the unemployment
problem within the youth demographic of Lockwood. You are invited to attend a presentation that will be held within the
media room of the school where a variety of proposals that will demonstrate the ability of the community to develop
employment opportunities for the youth within the community.
At the presentation, there will be several students receiving awards which will recognize them within the community from
the Mayor. Refreshments will also be available at the presentation.
As one of the prominent figures in the community, we would be honored by your attendance. Please reply by Monday the
26th of February to confirm your attendance to the function.
We look forward to seeing you there,
Sincerely,
Signature
Ms. Susan Harris
97 Fir Crescent
Denver, CO 80409
December 17, 2008
Dear Mr. and Mrs. Johnson,
As the parents of the bride, I would like to take this opportunity to invite you to the wedding of our daughter, Sandra Green
to her fianc, Adam Locke. On this joyous occasion, we wish to share the day with our closest friends and family members.
Children grow faster than any of us can imagine, the time is upon us to watch our child grow and flourish into a new stage
of her life. He proposed while the two of them were on vacation, she happily accepted and now they are to be married.
The formal event will be located at the Fire Lake Golf and Country Club on the fifteenth of August at three o'clock, two
thousand and nine.
Please RSVP by the fifteenth of June to ensure attendance.
We hope to see you there, to enjoy this special day with friends and family.

Friendly Letter Writing

Sincerely Yours,
Signatures

Purpose of a Friendly Letter

A friendly letter (or informal letter) is a way of communicating between two people (sometimes more)
who are usually well acquainted. There are many uses and reasons for writing a friendly letter, but
usually friendly letters will consist of topics on a personal level. Friendly letters can either be printed or
hand-written.

Friendly Letter Writing

The friendly letter is typically less formal than that of a business letter. Usually the first paragraph of
the body will consist of an introduction which will give the recipient an idea about you're writing to
them with a short summary of the main topic of your letter. If you don't know the person you are
writing to, you may want to introduce yourself in this introductory paragraph as well.
The next few paragraphs will usually consist of the message you want to get across along with any
details you may want to convey.
The last paragraph will usually be the conclusion where you wrap everything up. You can sum up your
main idea in this paragraph, thank the recipient for their time, wish the recipient well, and/or ask any
questions.
Since friendly letters are less formal, you can feel free to write it however you like, but the above
format is fairly common.
Return Address Line 1 1
Return Address Line 2
Date (Month Day, Year) 2
Dear Name of Recipient, 3
Body Paragraph
1................................................................................
........................................................................
Body Paragraph
2................................................................................
........................................................................
Body Paragraph
3................................................................................
........................................................................4
Closing (Sincerely...), 5
Signature 6
P.S. 7

In the friendly letter format, your address, date, the closing, signature, and printed name are all
indented to the right half of the page (how far you indent in is up to you as long as the heading and
closing is lined up, use your own discretion and make sure it looks presentable). Also the first line of
each paragraph is indented.
Your Address 1
All that is needed is your street address on the first line and the city, state and zip on the second line.
(Not needed if the letter is printed on paper with a letterhead already on it.)
Date 2
Put the date on which the letter was written in the format Month Day Year i.e. August 30, 2003. Skip a
line between the date and the salutation.

Salutation 3
Usually starts out with Dear so and so, or Hi so and so. Note: There is a comma after the end of the
salutation (you can use an exclamation point also if there is a need for some emphasis).
Body 4
The body is where you write the content of the letter; the paragraphs should be single spaced with a
skipped line between each paragraph. Skip 2 lines between the end of the body and the closing.
Closing 5
Let's the reader know that you are finished with your letter; usually ends with Sincerely, Sincerely
yours, Thank you, and so on. Note that there is a comma after the end of the closing and only the first
word in the closing is capitalized.
Signature 6
Your signature will go in this section, usually signed in black or blue ink with a pen. Skip a line after
your signature and the P.S.
P.S. 7
If you want to add anything additional to the letter you write a P.S. (post script) and the message after
that. You can also add a P.P.S after that and a P.P.P.S. after that and so on.
506 Country Lane
North Baysville, CA 53286
July 16, 2007
Dear Susan,
It feels like such a long time since the last time I saw you. I know it's only been several weeks since I saw you. So far
my summer has been great!
I spend my all my weekends at the beach. I am getting a nice tan and you can no longer say I am paler than you. I have
been playing lots of volleyball, surfing and building a nice collection of sea shells. Just this past weekend I took second
place in a sandcastle building contest!
On the weekdays I work. I drive an ice cream truck around and sell ice cream to the kids. It is so cool. It is a
combination of the two things I love most, ice cream and kids. The pay isn't too great but I love the job so much.
I hope the summer's been going well for you too. There's only a month and a half left in summer vacation and after
that it's back to school. Would you like to meet up some time to before school starts?
Your friend,
Signature
P.S. John Austin says hi.

Article Writing - How to Outline Your Article

Once you have determined the subject matter and the title of your article, you can begin to
outline your article, so that you have a firm foundation on which to write.
1) Introductory paragraph or sentence(s)
2) 3 Supporting ideas to your article topic
3) Conclusion paragraph or sentence(s)
School violence: What can we do?
By Sarah King, SNN Opinion Editor, Bay Roberts, Newfoundland
The tragedies of Littleton, Colorado; Taber, Alberta and Jonesboro, Arkansas, perked up the ears of teens all
over the world.
Students lost friends, teachers and other members of their student body because some teens felt that life had
taken them for a ride and it was time to get off. The so called "Trenchcoat Mafia" in Littleton felt the need to get
revenge on the popular students in their school who had shunned them because of their beliefs.
What can we do to make sure we are safe?
A poll taken after the Columbine High tragedy found that 47 percent of students in grades 7 to 12 said that they
had easy access to a gun, 36 percent of teens aged 13-17 felt that there were students in their schools that they
felt were capable of such violence. Forty percent of the students polled said that poor peer relations were the
major cause of school violence. Close to one quarter said that personal problems were the second cause of
violence and only a small percentage felt that parents, teachers, movies, television, or warning signs that were
ignored were the cause of violence.
When students all over North America were asked what they thought would make them feel safer in school,
nearly 25 percent said that a combination of increased security, metal detectors, peer counselling,
communication and
tolerance would help.
Peer counselling, and communication are just methods for students that have already been harbouring hostile
feelings toward fellow school members to release them. How can we prevent these feelings from developing in
the first place?
What about friendliness? Where has this gone in today's schools? To many students, getting up in the morning
and going to school is like volunteering to walk into a burning building. So many teens are ridiculed because of
things they have no control over like their clothes, their religious affiliations, their attire or where the fit in the
pyramid of social life. How can we make sure that the students that don't have the money for the clothes and the
CD's feel that they are members of the school community?
We can help them by being friendly and not taking into consideration whether they are above or beneath us in
social status. Who knows? Perhaps if someone had come up to Dylan Klebold or Erik Harris and tried to make
friends, the whole massacre would never have happened!
At our school, we just finished a round of student council elections. More often than not, these kinds of elections
turn into a popularity contest, with students electing others because they are the BMOC instead of because they
are the right person to do the job well! This puts other students in a negative frame of mind because they want to
make the school a better place and they think that being popular is all that matters. How could one help feeling
left out and hurt after something like this?
I personally feel that there are not many students in our school that would resort to mass killings but that may be
because I live in rural Newfoundland. For many students elsewhere in the country, guns, knives, gangs and the
like are common in schools. Some students feel threatened and insecure in their own schools. In my school,
teachers and administrators are always pushing that we are all "one big happy family". Perhaps if all schools
were trying to project this image that we are all equal, maybe together we could stamp out and eliminate the
problem of school violence.