Everyone should know how to write a letter, whether a business inquiry, email, personal letter, or letter-format social media post. Letter writing is a useful skill, not only for communicating clearly, but also for making a good impression—especially a first impression.
Below we explain how to write a proper letter, no matter the type you need. We’ll cover the correct format for a formal letter, such as a cover letter or job inquiry, as well as tips for writing a personal letter, with some helpful examples of each. Polish your letter writing. Grammarly helps you communicate confidently
Writing an informative letter can be a great way to communicate important information clearly and effectively. Whether you need to provide details to clients, update your manager on a project, or send an announcement to your family and friends, a well-crafted informative letter will get the message across.
In this comprehensive guide, we will walk you through the steps to writing a polished, professional informative letter. Follow along to learn how to format your letter, craft an engaging introduction, organize key details, and proofread your writing. With these tips, you’ll be prepared to inform your readers in a clear and compelling way.
Step 1: Research Your Topic
Before you start writing, make sure you have a clear understanding of the information you need to convey in your letter. Spend some time researching key details and gathering data or examples to support the main points.
For instance, if you’re writing to inform clients about a new product, thoroughly research the product’s features, pricing, and launch timeline. Take notes so you have all the pertinent details handy when you sit down to write your letter. The more informed you are about the topic, the better you’ll be able to inform your readers.
Step 2: Write Your Letter Heading
Start your informative letter by including key details in a clear heading at the top of the page. The heading should include:
- Your name and contact information
- The date
- The recipient’s name and contact information
- A subject line concisely summarizing the purpose of the letter
For example
John Smith
123 Main St., Anytown, CA 12345
555-555-1234
[email protected]
April 7 2023
Jane DoeABC Company987 Oak Rd., Anytown, CA 12345
Subject: Launch of New Product X
Having these details visible in the heading identifies you as the sender and clarifies important context for the recipient right away.
Step 3: Add the Recipient’s Information
Next, address the recipient directly in the opening paragraph. This helps grab their attention and makes the tone of the letter more engaging.
For a formal informative letter, use a greeting like “Dear Mr./Ms. Last Name”. For a less formal letter, you can simply say “Hi First Name,”.
After the salutation, include 1-2 sentences briefly explaining the purpose of your letter. This introduction should be succinct while giving the reader essential context.
For example:
Dear Ms. Doe,
I’m writing to inform you about the official launch of Product X next month. Below I have provided key details about pricing, availability, and features that I believe will interest you as a valued client.
Step 4: Draft the Body of the Letter
The body of your informative letter will share all the important details and information for your reader. Here are some tips for writing an organized, engaging body:
Use headings and bullet points
Chunk information into easy-to-read sections with clear headings. Then use bullet points to highlight key details in each section. This technique visually separates ideas and makes skimming for information simple.
For example:
Product X Features
- Built-in automation for workflow efficiency
- Ability to integrate with existing software
- Analytics dashboard to monitor real-time data
Include examples
Supplement your details with concrete examples when possible. This helps reinforce your points and keeps the letter lively and specific.
For instance, if you’re writing about a new training program, include an example trainee’s experience and feedback. Numbers, stats, quotes, and anecdotes make informative details more vivid.
Focus on relevance
As you write, carefully select information that is directly relevant to your reader’s interests or needs. Include only details that support the purpose of your letter. Avoid going off on tangents or including non-essential asides.
Use a friendly yet professional tone
While informative letters tend to be formal, you can inject warmth and approachability into your writing. Use “we” instead of the company name to create connection. Keep explanations simple and easy to comprehend. Make the reader feel like you’re speaking directly to them.
Wrap up your informative letter by recapping the purpose and highlighting the importance of the details you shared. Remind readers of any recommended next steps or actions to take based on the information.
Step 6: Proofread Your Letter
Before sending your informative letter, carefully proofread for any errors or room for improvement. Here are some things to check:
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Readability – Does the letter use clear language and well-structured sentences?
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Spellling – Are all words spelled correctly?
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Punctuation and grammar – Does the letter follow conventions like proper comma usage?
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Accuracy – Are all informational details cited correctly?
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Formatting – Is the letter formatted neatly and consistently?
Thoroughly proofreading will polish your writing and prevent any distracting mistakes.
Step 7: Send Your Letter
Choose your delivery method based on the recipient, relationship, timeline, and purpose of the letter. Here are some options to consider:
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Email – Quick and convenient for digital correspondence
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Mail – More formal option that adds heft to important announcements or updates
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In person – For an internal memo or timely update within a company
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Website/Blog post – To inform a wider audience with an announcement
Time the delivery strategically. For instance, send a letter at the outset of the week so it’s read at the start of your recipient’s day.
No matter how you send it, your informative letter will now convey key details in a structured, engaging way. With these tips, you can inform audiences effectively through well-written correspondence.
How to write a formal letter in AMS style
For the most part, AMS style uses the same rules and guidelines as block style, including enclosures, so you can follow the steps above regardless of the style you use. However, there are two major differences in AMS style that you need to be aware of:
- Don’t leave a blank line between the sender’s full address and the date. The date comes directly underneath the address.
- AMS style always uses a subject line in place of or before the salutation. The subject line should be written in all caps and summarize the content of the letter in no more than a single line, such as “YOUR PRESENCE IS REQUESTED AT SCOTLAND YARD.” As with salutations, leave a blank line before and after the subject line.
How to write a formal letter in block style
All formal letters start with the contact information and date. In the full block style, this goes in the upper left-hand corner.
First, as the sender, type your full name and address aligned to the left side, just as you would when addressing an envelope. This isn’t just a formality, but a useful inclusion so the recipient can easily find your contact information when they want to respond.
If you’re writing on official company letterhead that already includes this information, you do not need to rewrite the contact information.
After your address, skip a line and then add the date you’re writing the letter.
Last, skip a line again and add the recipient’s name and full address. Feel free to include their job title below their name if it’s relevant. Leave a blank line after the contact information before writing the salutation.
How to Address a Letter
How to write an informative letter?
The essence of the informative letter is that it is brief, clear and immediately captures the point. You need to start the first paragraph with a friendly greeting and a sentence that will keep the recipient’s attention. When you write an official letter try to be brief and straightforward.
How do you write an inform letter?
4 Example Inform Letters, Guides and Samples Keep your inform letter short, accurate and to the point, or make it entertaining! English Spanish Choose a topic to view example inform letters: Notify employees of a new policy or a change in an existing one More Inform Letters
Why does an informative letter use formal language?
The informative letter uses formal language because it is commonly used for intrusions, work responsibilities, or announce events. There are several rules that you should keep in mind when sending an informative letter. Depending on the information you want to share, the informative letters are divided into several categories.
What is informative writing?
From textbooks to reports to tutorials like this one, informative writing imparts important and useful information about a topic. This tutorial refers to the sample informative outline and final essay written by fictional student Paige Turner.
