Letter Writing Etiquette

Love letters help you step out of your comfort zone and reveal your deepest feelings in front of your loved ones. Love letters have always been considered as the epitome of romance since ages. However, this classic approach seems to be rather dead today. History has witnessed several examples of 18th century romantics penning down their masterpieces from quill, sealing them in wax and wrapping them up with special ribbons before handing it over to their loved ones. It used to a trend back then. The success mantra was that it was completely from the heart.

Love letters are personal sensitive, honest, sincere, and caring. Presentation is one of the most important factors in writing love letter. Let’s revive the 18^th century love today. Here is the highly rated basic love letter writing etiquette that your loved ones will cherish forever.

Top 10 Romance Love Letter Etiquette for him & for her

1. Organize your thoughts first. Reach out for exactly what you wish to let your lover to know and start with your first draft.

2. Love letters look all the more special if it is hand written with the right selection of stationary such as good pen and high quality paper.

3. Never skip on the date in love letters. It gives certain gravity to your letter.

4. Talk about special events and instances that had a huge impact on your love life. 

5. Give your lover a reason to reciprocate.  Your letter should be directly out from the heart and true in all aspect.

6. Write as if you are conversing with him/her. Your language should be normal and easily understandable. Keep it as personal as you can.

7. Another interesting idea will be to cite a song and if possible dedicate it by including in a CD along with the letter.

8. Take special care of handwriting, grammar and punctuation in your love letter.

9.  ‘Love Always’, or ‘You are my Valentine’ are a few of the complimentary closing you may use.

10. If you plan on mailing your letter instead of hand deliver, never use season holiday stamps for the same.

Love Letters is the medium that help you take your relationship to the next level of intimacy.

But of course, the most important of all, spell the name correctly! 😉

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Business letters are important. They convey business communication where the tone is normally kept formal. As a business professional you require a very good understanding of the kind of relationship you hold with your colleagues, clients, vendors or suppliers. However, with the influx of the new media where email and instant messaging are on hot platter, executives in many organizations still prefer to good the old style with business letters.

The Right Business Writing Perspective

Whenever you consider writing a business letter, make sure to keep the goals, situations, expectations and objective of the reader in mind. This is important because different letters are linked to different emotions and even the level of intimacy is different from one another. Organize your thoughts and include their expectations and try to get the most out of the communication so that you may use it to your advantage. No matter what the message it contains, try to make it as positive as possible. Avoid negatives such as not, refuse, unfortunately and failure as much as you can. The letter should carry information in a positive perspective.

Basic Business Letter Writing Etiquette and Rules

Here are a few of the basic business letter writing etiquette you should follow to get your deals done in the most professional manner.

1. What happens in business letter is information and ideas are shared, offers are made and accepted, new people are introduced, apologizes are made and recommendations are served. They normally rotate between company owners, executives, consumers, job seekers, employees and community members.

2. Business letters normally come under three formats: block, modified block and semi-block. Block letters are left justified and single-spaced; modified-block letter’s sender’s and recipient’s addresses are left-justified, single-spaced and the date center aligned; semi-blocks are indented, not left justified.

3. Almost every business letter starts with the date on top followed by both the sender and recipient’s mailing addresses. With the introductory salutation greet the recipient and carry on with the body where the main purpose of the letter is explained on a positive note. These letters normally end with ‘Thanks’ or ‘Sincerely’ with your name and job profile beneath it.

4. Explain the purpose of your letter in the opening letter itself. Avoid jargon or highly technical language. Make it precise and to the point. Do not beat round the bush. The objective should be to make even the secretary or assistant understand the significance of the letter without technical grounds.

5. The first paragraph should be detail specific. Your recipient must be able to fully understand the reason behind the letter received. Write it in a highly professional tone and focus more on the positives. For example, focus more on what the company can do rather than what it can’t.

6. Close your letter by asking the recipient to take action. Ask them to get in touch. Provide them with your contact address or number in which you will be available. If you have shared your email, proofread it, in case you have made in mistake. Addresses are case sensitive.

7. Business letters are normally written to potential employers, clients or business associates. It should hence be understandable, clear and to the point. Check for grammar mistakes and typographical errors. Spell the recipient’s name correctly and double-check his/her mailing address. And most importantly, proof read, before sending it out.

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Introductory salutation has a very important role to play in every kind of letter writing. It actually sets the ambiance for the rest of the letter. It can make or simply break the effectiveness linked with the sentiment of the letter. You need to consider the kind of relationship you entertain with the recipient. This is very important especially in business letters. The level of formality is always linked to the name, gender and position of the person the letter is sent to.

Basic Introductory Salutation Letter Etiquette

Here is a list of the basic introductory salutations you need to keep in mind in the letter writing process:

• ‘Dear’ followed by the person’s name is generally the most standard way to open a business letter. Examples may be Dear Patrick, Dear Ms. Wong, Dear Mr. and Dr. Simpson, Dear Professor Ben etc.
• If you are not must familiar with the reader or your relationship is a bit formal, you may use ‘Dear’ followed by the title and the last name or simply use the first name. For example, Dear Ms. Herper or Dear Rose.
• If you are uncertain if a woman uses Miss or Mrs., use Ms. just to be on the safe side.
• Use Professor, Dean, Sister, Rabbi, Imam, Senator, Governor, Captain, Admiral, and Judge instead of Mr., Ms., Mrs., and Dr. for these designations.
• Use both names in the introductory salutation if you are writing to two people. For example, Dear Mr. Watson and Ms. Taylor
• If you are uncertain about a person’s gender, use the full name instead. For example, Dear M.K. Cooper.
• If you are uncertain about a person’s name or gender use generic greetings like ‘Dear Recruiter’, ‘Dear Sir or Madam’ instead of ‘To Whom It May Concern’.

Here is a tip: If you know the recipient quite well, salutations won’t matter much, but of you are in any kind of dilemma, always choose the formal route. The bottom line is salutation can make or break the success of your communication. The more appropriate your salutation is the more is the chance of a positive response.

To sum up, what matters in salutation is to determine the level of formality you want to forecast. If you could get this part right, you won’t have much difficulty in choosing the right salutation.

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Introduction to Letter Writing Etiquette and Tips

Even letter writing is a form of art. It has to be presented in a certain format obeying certain rules. And when it comes to business communication, first impression counts. Generally business letters are written on 8.5 x 11 sheet plain paper with the company letterhead clearly visible. The address and other contact information are also mentioned distinctly. A consistent type size and style is chosen while writing letters. The layout is normally kept justified to the left margin and extra space for new paragraphs. The margin should also be kept balanced and right justification should not be entertained.

Following are the introductory steps to be following as a part of basic letter formatting etiquette.

1. Start your letter with the address of the receiver on the top left corner. It should include the following information on separate lines: Name; Title or position; Company name; Street Address; City, State, Zip Code, and Country

2. Then follows the date on which the letter is sent. Abbreviations are normally avoided. You may use any one style from March 19, 2014 or 19 March 2014. It is written after a space of two to three lines from the address.

3. The next is the subject line. Summarize the objective of the letter in a few words so that the recipient gets an idea of what the letter is about.

4. Basic letter writing protocol urges letter to begin with ‘Dear’ followed by the addressees honorific and last name. For example, ‘Dear Dr. Riddle’. First names sound informal and hence should be avoided in business letters.

5. The next in line is the body text. Mention about the main objective of your letter in not more than three paragraphs separated by two line spaces in between. In the last paragraph express your kind gratitude for the anticipated consideration. Start and conclude all correspondence with cordial sentiments.

6. End salutation normally goes by ‘Sincerely’, ‘Yours Truly’, ‘Best Regards’ etc. for different purposes followed by a comma. They are always kept cordial.

7. Signature lines follows. Mention the name of the sender and sign the letter with the first and last name. For multiple senders, you will require to include a signature line for each sender.

8. If your letter has to be sent with attached Enclosures, Postscripts, and Courtesy Copies, it is normally mentioned two line spaces below the second signature line.

What is most important in letter writing is that it should be devoid of silly mistakes. Errors kill the essence of professionalism and are subjected to high risk of being underestimated. Therefore, whenever in doubt, ask multiple people to review your letter. Plus keep the spell check and grammar check on in your system while writing.

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The success or failure of a business depends on how strong and full proof the core business plan is. Such plans form the foundation to any start up. It is by and large created before the launch of the new business venture. Such plans are then sent to banks or other financial institutions to seek for loans to implement the plan. Market experts urge the inclusion of a professional cover letter along with the business plan for better positive response.

Hence we have come up with a list of the right etiquettes to help you come up with the most effective business plan cover letter. 

Basic Business Plan Cover Letter Writing Etiquette

Here is the basic writing etiquette to keep in mind while proceeding with plan cover letters:

• Take special care of the recipient’s needs, questions or interests. Get your background research right. If you feel that the targeted investor has concerns about your marketing plan, do include information like how you plan to market the offering to your target market in your cover letter.
• If you are not quite familiar with the person you intend to send out your business plan, do write a follow-up cover letter mentioning that it is a continuation to your previous conversation on the matter mentioned in the letter. Give a short description about what was discussed in the meeting and then lay out your proposal. 
• Also many entrepreneurs include a rough idea about the features and benefits of the product or service will entertain in their cover letter. This marketing strategy comes handy as the preview may grab attention of the recipient and persuade the investor to take interest in your plan.
• Cover letters are normally written in a personal tone. Use a few lines from the past correspondence for that matter. Thank your recipient for the time and attention in the beginning of the letter and carry on with the same tone of conduct.

Read also: How to Write Business Letters with Right Etiquette

Introductory format of Business Plan Cover Letter

Here are the 8 major steps to help you with Business Plan Cover Letter writing:

1. Your name, the name of your business and your contact information should go on the top of the cover letter. You may include your business address, contact number and email address as well.
2. Mention recipient’s name, title, bank name, location and address thereafter. Be specific about whom to send the cover letter and business plan. Least it will end up in garbage.
3. Mention the date under the recipient’s information.
4. Use introductory professional greeting salutations like “Dear Mr. Bell”.
5. In the first paragraph, mention that you are sending the banker your business plan and wish for a positive response. 
6. In a paragraph or two mention your objective behind your planned business setup. Include details about your financial planning and how will it prove to be a worthwhile investment.
7. In the last paragraph, thank the recipient for the time and consideration and show your appreciation for the same. Ask for a face-to-face interview to discuss about your business plan in detail.
8. Use professional closings like ‘Sincerely’ followed by your name. Sign your name in the space between the closing and your typed name after you print out the cover letter.

To sum up, the right etiquette is to keep the letter professional with a slight hint of personal appeal. Make it persuasive and let the letter compliment your business plan.

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Letter writing is very important in business communication. It is considered as one of the basic advertisement strategy adopted by companies. However, writing requires a lot of skills and techniques especially while writing formal letters. The key to successful business is mastering the mechanics of language but sadly, not many are quite acquitted to this art. They normally depend on their administrative assistants to produce satisfying letters. With the tough competition around, many companies have come up with their signature letter writing presentation for both business and public usage.

Common Etiquette for writing Business Letters

The basic etiquette to formal letter writing is it should look professional and have a businesslike appearance. It should be neat and symmetrical with no typographical, grammatical, or spelling errors as mistakes of any such sort look quite unprofessional. You need not write hyperbolic words. Stick to simple and plain language instead.

For a more distinctive approach, use a contemporary letterhead and envelope design template. These letters are normally written in block style with left justification. The text is normally kept single spaced. It is only between paragraphs double spaces is preferred.

Different Fractions of Business Letter

Business letters include the following sections. Read through:

The date line is written two to six lines below the last line of the printed letterhead.

Reference line which happens to be a numerical file number, invoice number, policy number, or other reference information appears below the date.

If you require using special notations like ‘confidential’ it normally goes two lines below the date.

In the inside address, addressee’s title and full name, business title, business name, and full address is included.

If the addressee is not specific, you may add ‘Attention: ________________.’

Basic introductory salutation goes with ‘Dear ______________’ after the attention line.

The main body should contain the main text. Use may also use paragraphs, bullet lists, and number lists (optional).

Complimentary closing is introduced two lines below the last line of the message. It is normally kept left justified.

Signature block include your typed name and title along with your signature.

Enclosures if any are termed as enc, encl, enclosures (3), or 3 encs.

In case of required postscript, it is included below the last text on the page followed by a short sentence.

Basic Business Letter Layout

Thought different companies follows different layout there is still a basic design which goes this way:

• Date
• Addressee’s name, title, company name and address
• Salutation
• Subject line
• Main body
• Signing off
• Sender’s own name and title

Professional business writing follows the phrase ‘Keep it simple silly’. The wordings should be as clear as possible. And as already mentioned above, your business letter should be free of typographical, grammatical or spelling errors.

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Addressing to government officials does not always follow the same pattern as other professional letters. Etiquette are quite different in this field of writing. These public servants are mostly accustomed to hearing to constituents and its tone. Hence, letters need to be kept official with just the right tone and must be short. They never have time to read long meaningless letters. 

10 Tips on Government Official Letter Writing

Before writing to any government officials make sure about your recipient and his/her position. Understand your subject matter and decide what and how to write accordingly. For example, if you plan on writing about a neighborhood park repair, your letter could be sent to the Department of Parks and Recreation in your area.

Here are the 10 basic etiquette to writing such letters:

1. Your letter should not be more than one page long.

2. Every letters sent should address to only one issue at hand. Avoid multiple issues.

3. Try to be as polite and respectful as possible.

4. Use of proper salutation is very important while addressing to government officials.

5. It is okay to use the CC: option if you have to send your letter to more than one government official.

6. Information like name, place and dates are very important in government official letter writing. Hence, never forget to mention them with special attention.

7. In case of issues as sensitive as crime related, mention the full name of prisoners or victims and facts like the arrest and place of detention.

8. Your letter can always be signed by multiple persons depending on the demand.

9. Use complimentary closings such as ‘Most respectfully’, Very truly yours’, ‘Sincerely yours’ etc.

10. If you get back a response to your letter, do revert it with a letter of appreciation as gesture.

Rough Format of Government Official Letter

1. In the first paragraph introduce yourself to the official and refer about the case and issue you have at hand.

2. The second paragraph should include additional information about the case. Include details such as

3. In the third paragraph make your request. It may be either for medical treatment, release from detention, fair trial or other related issue.

4. Request for a reply in the fourth paragraph and talk about your appreciation for attending to the matter.

5. End the letter with a complimentary closing followed by your signature, name and return address.

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Writing a letter to a Catholic priest is no different from writing a business or formal letter. It follows almost the same formatting as other professional letters with proper salutation and addresses. However, you only need to follow an appropriate level of familiarity when it comes addressing to a catholic priest. Formality and doctrine are two entities that require special attention. No matter how the get-up might have changed for priest with the changing time, the expected level of formality to be maintained have not changed over time.

Letter Writing Etiquette while addressing to Catholic Priest 

Not many changes have been observed when it comes to addressing a letter to a Catholic priest. The traditional etiquette still remains obsolete. Here are a few etiquettes to require keeping in mind while addressing to a catholic priest in a letter:

1. Such letters normally begin with ‘The Reverend Father’ followed by the priest’s first and last name. You may include his middle name or middle initials too.
2. If the letter requires conveying a formal tone, ‘The Reverend Father ___________’ can be used.
3. If the letter is personal, ‘Father _____________’ is preferred.
4. If you have a special relationship with Priest, you may use ‘Dear’ followed by the first and last name.
5. If the priest is a member of a specific religious order, do add the initials of the priest’s community post his name too. The initials are normally written in block separate by periods.
6. A good general closing for a formal or business letter to a priest is “Yours sincerely,” followed by your first and last name. Only the first word in the closing is capitalized.
7. ‘Yours sincerely’ followed by your first and last name is normally considered as the most ideal closing. Also capitalize the first word in the closing.

The body of the letter is not supposed to follow any strict procedure. As long as the tone is respectful you are ready to go. Ask for the priest’s blessing in the end.

What to Include in the Envelope

The envelope in which you address to the priest should always be presented formally. The basic etiquette is to use ‘Father’ with the priest’s first and last name as follow ups. Write the name of the parish below the priest’s followed by the address of the parish. Mention your full name, the name of your organization and the return address in the envelope. It is normally placed at the upper-left corner. 

A few Tips that might come handy

• Letter to Catholic priest should be written in white paper and black ink.
• Refer to English dictionaries with style section mentioning different ranks in the Eastern Orthodox, Russian Orthodox and Episcopalian Churches for your convenience.
• Go for effective background research before writing such letters. Get acquainted with the various reverential forms of address.

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With the heavy impact of new media, letter writing has become a lesser preference both in the personal and corporate world. But whatever might it be, the need for formal letters will never go extinct. They are still required in sectors like cover letters for job applications, questionnaires or surveys or even letters of complaint, say to your bank manager.

The basic etiquette to writing formal letter include writing in the correct format, making it short and precise, relevant, grammatical or spelling mistakes free, polite and well presented.

Below is the most required etiquette to formal letter writing:

1. Most importantly, formal letters should be concise and relevant. No one has the time to read long paragraphed letters. The trick is your letter should take seconds to read rather than minutes. Do not beat round the bush and get straight to the point. And do not be repetitive as well.

2. Your letter must be free of any sort of grammar or spelling mistake. It shows unprofessionalism and gives a bad impression especially when you are applying for certain job. If you are typing it on the computer, use the spellchecker and a good dictionary.

3. Use of proper tone is one of the basic etiquette to formal letters. Do not use colloquial language, slang or jargons, but it does not mean you require being overly formal. Use the kind of language you use in academic writing. Avoid emotive, subjective language and vague words like nice, good, etc.

4. Your language should be polite and respectful. Try to incorporate modal verbs like would, could and should in your writing. They sound respectful and formal. But hang on. It has a limit. Over doing it may sound old fashion. Avoid the thesaurus and stay away from unnecessarily long words.

5. Formal letters requires to be well presented. Do not experiment and follow the basic rules to letter writing. Keep your address in the top right hand corner with your number and email address if you would like to. The name and address of the recipient goes below on the left. Position of the date is rather flexible but is usually below the addressee detail. Next in line is the introductory salutation, subject line, short, clear paragraphs in the main body and appropriate end salutation. 

First impressions are important, hence proofread your formal letter again and again least it goes to the bin.

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