A personal letter is an informal form of communication that many people still prefer in today’s digital era. They exchange it with their non-professional relationships, including family members, friends, and peers. Unlike formal ones, they express emotions, depending on the relationship between the sender and recipient.
People use personal letters to send invitations and express gratitude, apologies, condolences, and congratulations. They also address personal matters through it. While the tone is usually casual, a proper personal letter format is a must to ensure clarity and effective communication.
Pay all your attention to the following instructions if you want to learn guidelines related to personal letter formatting. We have broken down all the vital information into various sections to convey tips with full clarity. Consider it to take your letter-writing skills to the next level and leave a lasting impression on your recipient.
Proven Tips on How to Write and Format Any Type of Letter
- Address of a Sender
The letter format will start with your address, street name, city, country, and zip code in the top right corner. Write your complete address, particularly when you’re sending from a different location than you usually do. It will let the recipient easily respond to your mail.
For example:
10 Main Street
Auckland, Central Auckland
New Zealand
1010
- The Date on Which You Write the Personal Letter
Include the date on which you have written it in the standard format below the sender’s address. Suppose you can’t get time to write a personal letter for your closed ones due to pending academic writing tasks, hire essay writer NZ. An online professional essayist will cater to your requirements with excellence without breaking the bank. You’ll also get the space to send as much as handwritten letters as you want.
For Example:
28 May 2024
- Address of the Recipient
Pen down the recipient’s complete address, along with their full name, on the left top corner of the page. Maintain a proper format and structure to make your content easy to read and pleasing to the eyes.
For Example:
Jane Smith
100 High Street
Wellington, Wellington City
New Zealand
6011
- Salutation
As this is an informal letter, you can use loving words, such as ‘Dear’ before the recipient’s first name. Use a comma at your greeting’s end. You can occasionally use an exclamation point to give a personal touch to your content. The way you greet them depends on how close a bond you have developed with them.
For Example:
Dear Collen
Hi Emily
Hello Seamus
- Subject Line (Optional)
The subject line allows the reader to have an idea about what the letter is about. While it is mandatory for professional letters, it is not the same case for personal ones. You can omit it if you wish. Otherwise, include it to give context to your message to the recipient.
For Example:
How have you been? How are things going on in your new home?
Some news to share
Thinking of you
- Introduction
As it is a personal letter, there are no sub-headings or sections, but rather contain a few paragraphs. Start the first one by inquiring about the recipient’s well-being and introducing the reason behind your message. The objective of the first paragraph is to let the receiver know why you’re contacting them.
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- Body
The body segment contains multiple paragraphs depending on how much you want to say to the recipient. Use separate paras to convey multiple pieces of information. Two to three paragraphs are enough to convey your message. Keep the writing style precise and brief.
- Conclusion
Summarize your main points in the concluding paragraph. Whether setting up a meeting or scheduling a phone call, include your call to action in the conclusion politely.
For Example:
If you’re inviting for an event, let the receiver know that you’re expecting them to inform you whether you’ll attend it.
- Complimentary Closure
Leave a blank space and write your complimentary closer once you have completed the concluding paragraph. Use words, like ‘Sincerely’ or ‘Faithfully’ to send your regards and thank the receiver for their time and attention. Limit this section to a few words, with the first one capitalized, and close it with a comma.
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For Example:
Yours truly,
Chloe Smith
Your regards,
Dylan Collins
- Signature Line
Add your signature after concluding the letter with a complimentary close. Include a handwritten signature if you want to add a personal touch, especially while sending a physical copy of your letter. Prefer using blue or black ink for your signature to increase its visibility. Leave two to three lines of space between it and your name to maintain clarity.
Use a simple and easy-to-understand language for your letter. Once you’ve finished writing, always proofread all paragraphs thoroughly. Check your content’s spelling, grammar, and format to fix all sorts of errors.
How to write a good personal letter?
Begin by greeting the recipient, introducing yourself, and mentioning your letter’s purpose. Write in-depth in the body paragraphs conclude with an appropriate closing phrase and sign your name.
How to correctly format a personal letter?
Write your name and address, followed by the date right at the beginning. Next comes the recipient’s name, address, and zip code. Call the receiver with a warm greeting, and mention your introduction, body paragraphs, and conclusion. Finally, end with warm regards, your name, and your signature.
What are the appropriate typography sizes for a personal letter?
The most common typographic size is 8.5 x 11 inches or A4. You can also go for comparatively smaller sizes, like 5.5 x 8.5 inches or 6 x 9 inches.
What mistakes should I avoid while writing a personal letter?
Avoid inappropriate language or being too casual if your bonding with the recipient isn’t close enough. Not clearly stating the purpose of your letter, excessive use of abbreviations, and improper proofreading are other mistakes to avoid.
Summing Up
Writing a personal letter may seem simple, but following the proper format ensures your message is clear and meaningful. By adhering to above guidelines, such as including addresses, dates, appropriate salutations, and a well-structured body, you can leave a lasting impact.
The personal touch of a handwritten signature and thoughtful proofreading add to the authenticity and sincerity of your efforts. With these effective tips, you’ll enhance your writing skills and maintain the warmth of this timeless form of communication.