How To Write an Informative Letter in 7 Steps (Plus an Example)

Knowing how to write a letter, whether business or personal, is a skill that everyone needs. Sometimes, these letters will be short, informal emails. Other times, theyll be highly polished for corporate correspondence. Learn how to write a letter step-by-step, and review a printable sample letter. Then, explore best practices for writing both formal and informal letters.

Writing an Informative Letter

Why might you write an informative letter?

Informative letters can accomplish a variety of professional communication tasks, including:

What is an informative letter?

An informative letter is a written document that tells your audience about a topic. Typically, these letters use a formal tone and concise language to convey information. You might deliver an informative letter personally or send it through the postal service. You might also send an informative letter as a PDF email attachment for official correspondence. Professionals in many industries write informative letters to colleagues, clients, donors, vendors and other recipients.

Informative letter template

Heres a template you can use to write an informative letter:

[Your name]
[Your title]
[Company name]
[Company address]
[Your phone number]
[Your email address]

[Date]

[Recipients name, if known]
[Recipients title]
[Recipients company, if applicable]
[Recipients company address, if applicable]

Dear [Recipient name or title, if name is unknown],

Im writing this letter to inform you that [summarize the topic]. [Include additional information to help your reader understand the topic].

Please contact me at [preferred method of contact] if you have questions about the contents of this letter.

Sincerely,
[Your signature]
[Your name]

How to write an informative letter

Here are seven steps you can take to write an informative letter:

1. Research your topic

As the goal of an informative letter is to convey facts to an audience, you might start your writing process by gathering the information you plan to include in the letter. Include the letters topic and any information that might help the audience understand why youre writing to them. For example, if youre writing a letter to explain a change in service terms, you might include information about previous terms to give clients a context for the changes. You might create a list or outline of key details to ensure that you include all the important pieces of information.

2. Write your letter heading

A letter heading, which is the first part of a business letter, provides the senders contact information to make it easy for the recipient to respond. For a letter on plain paper, include your name, title and the companys name, followed by the companys address. Add your phone number and email address. If youre using letterhead with the companys name and address on it, only include your name, title and contact information. After you write your contact information, add the date on the next line.

3. Add the recipient information

Move to the next line after the date and add the recipient information. If youre writing a letter to a single person, write their full name and title, followed by the company name and address, if applicable. You can omit the company information if youre writing to someone at their home address. For example, you might include a company name when youre writing to a lawyer about one of their clients, but not when youre writing to members of a PTA.

Sometimes, you might not know the persons name, or you might send the same letter to a large group of people. You can use a persons title for mass mailings or specific cases where you dont have a name for your recipient. For example, if youre writing a letter to a hiring manager, you can write, “Hiring manager,” followed by the companys information. If youre writing to a group of parents in a PTA, you might address it to “Jersey League High School Senior Parent.”

4. Draft the body of the letter

Begin this section with a statement that summarizes your reason for writing. This topic sentence can help your audience understand the topic and encourage them to read further. After your topic statement, include details from your prewriting that support and explain the topic. The body of your informative letter might be a single paragraph or several, depending on how much information you include about the topic.

For example, if youre writing a letter to explain a new donor policy for a nonprofit organization, you might start with a statement that says what the new policy is and when it goes into effect. Next, you can explain why the organizations leadership board chose to adopt this new policy and provide information about the effects this policy might have on current and future donations. You might divide your letter into paragraphs for each new topic.

5. Write a conclusion

In your conclusion, you might include information about how to contact you or encourage your readers to perform a specific action. For example, if youre writing an informative letter to clients of a veterinary office about a new patient portal, you might repeat the instructions for creating an account and ask your recipients to sign up at their earliest convenience. You can also tell your readers about your schedule or preferred contact method, so they can ask you questions easily. After concluding your letter, end with a closing word or phrase, like “Sincerely” or “Best wishes,” and your name.

6. Proofread your letter

Once youve finished drafting your letter, read it again to identify areas for improvement. You might read it aloud to yourself, stopping when you reach phrases or words that might benefit from revision. Depending on the content, you might ask a coworker or manager to read the letter and provide feedback on your structure and word choice. For example, your manager might suggest adding more background information to help the readers understand the topic. Consider using a grammar checking software to identify issues with punctuation, pronoun use or verb agreement.

7. Send your letter

If youre sending your letter through the mail or delivering it personally, you might print the letter on stationary or letterhead. After you print the letter, you can add your signature above or below your name in the closing. Place your letter in an envelope and address it before delivering it or mailing it. You might also send your letter as a PDF or email, in which case you can add a digital signature before sending the letter. When emailing a general letter to multiple recipients, put their email addresses in the Bcc field to ensure their information remains private.

Informative letter example

Heres an example of an informative letter that can you can use as a guide while writing your own:

Christy Scott
Director, Career Center
Julius M. Norman High School
6787 Old Lee Mill Drive
Ampersand, Wisconsin 00201
[email protected]
(414) 444-4444

December 9, 2021

Colin Lipinski
Public Relations Director
Rialto Technology Enterprises
2253 Merrimack Boulevard
Ampersand, Wisconsin 00213

Dear Colin Lipinski,

Im writing this letter in response to your inquiry about the Local Business Internship Initiative at the Julius M. Norman High School Career Center. Were pleased to learn about your interest on behalf of Rialto Technology Enterprises and eager to discuss the potential of a partnership between Rialto Technology Enterprises and the Career Center. As a local leader in the technology sector, Rialto Technology Enterprises might be a valuable partner for this new program.

Our Local Business Internship Initiative is a partnership between the Julius M. Norman High School Career Center and local companies that gives our students the opportunity to experience daily work in a wide range of industries. Students apply for internship positions by submitting two teacher recommendations and an essay explaining their interest in the industry of their chosen company. If they earn a position, they attend their internship after school for two days a week and keep a weekly journal of their experiences.

Each intern has an assigned mentor from the company, who allows the student to observe their work and assigns them tasks during the internship period. Typically, our Career Center staff works with the company representative to select ideal mentors for our students. This program can be a rewarding experience for a technology professional who is interested in helping a dedicated student identify their career goals and develop workplace skills.

Please contact me at [email protected] or (414) 444-4444 if you have any questions or want to discuss our partnership program in further detail. My office hours are 8:30 a.m. to 3 p.m., Monday through Friday.

Sincerely,
Christy Scott

Tips for writing an informative letter

Here are some strategies you can use to write effective informative letters:

Explain why the information matters

Connecting your information to your audiences needs can ensure that they read the letter carefully and follow any instructions you include. When youre researching your topic, reflect on the reason youre writing and include details that show how this topic might affect your readers. For example, if youre writing a letter to donors explaining a new outreach program for a nonprofit organization, including historical background about the target communities can help your readers understand why this program is important to the organization. You can also connect the topic to your organizations mission or values.

Consider your language

When youre writing an informative letter, use formal, but accessible, language. If youre writing to a recipient in the same industry, you might use technical terms, but if your audience is outside your industry, it can be helpful to define any key terms you use. For example, if youre writing a letter to parents of high school athletes about new grade requirements, you might define terms like “weighted GPA” or “official transcript” to ensure everyone understands. Defining key terms can also allow you to educate your audience, which might provide them with an additional value.

Keep copies of letters and responses

One benefit of written communication is the ability to keep records of conversations, which can be helpful later. You can keep digital or paper copies of your letters and any responses in a single file, allowing you to access the information easily later. For example, if you write a letter to a PTA organization every year, you can look at the responses from previous years to predict the questions your audience might have this year. This information can help you add supporting details that clarify the topic.

FAQ

How do you write a good 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 information letter?

How to write a formal letter in block style
  1. Step 1: Write the contact information and date.
  2. Step 2: Write the salutation.
  3. Step 3: Write the body of the letter.
  4. Step 4: Write the complimentary close.
  5. Step 5: Mention enclosed materials.
  6. Step 1: Put the date at the top (optional)
  7. Step 2: Write the salutation.

How do you start an informative message?

Effective informative messages should be organized as follows:
  1. Subject line: State the main idea of the message.
  2. Opening: Express the main idea right away.
  3. Body: Explain and justify the main idea.
  4. Closing: Summarize the main idea, add a call to action, or express a closing thought.

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