English Letter Writing: Types, How to Write, Examples, Exercises

Letter Writing is composing a message, be it formal or informal, and delivering it to a recipient. It can be in any format - a corporate letter for official use, a requesting letter, an informative letter, or just a casual letter to ask about the well-being of your friend or a family member. Earlier, letter writing was the only way of communication. It was used in log-distance relationships, warfare, sharing news, conveying information, etc. Handwritten notes were quite popular back then; however, with the advent of technology and the emergence of the internet, letter writing shifted to emailing and texting. Letter writing can be a valuable learning activity, particularly for developing communication skills and understanding different writing styles.

1. Formal Letters: Used for official or business communication, like complaints, applications, or requests. Examples: Complaint letters, job applications, letters to authorities. 
2. Informal Letters: Used for personal communication with friends and family.

Also read:

• Types of Verbs in English Grammar
• Prepositions and Their Kinds

As per Oxford dictionary the meaning of Letter is "a written, typed or printed message that is put in an envelope or attached to an email and sent to somebody"

As per Cambridge dictionary the meaning of Letter is "a written message from one person to another, usually put in an envelope and sent by post"

Letters can be of different forms - formal, informal, business and their usage also ranges from conveying professional messages to expressing personal feelings, they adapt to different contexts. Understanding each form will help you know the tone, format, and structure of letter writing. From the following table, we have shared the different types of letters, their descriptions and examples. 

Type	Description	Example
Formal Letter	For official communication to authorities, institutions, etc.	Complaint to the Electricity Board, Job application
Informal Letter	Casual communication with friends, family, and relatives	A letter to a cousin about what is going on in his job.
Semi-formal Letter	Can be polite or formal, depending upon the relationship between the sender and the recipient	Letter to a teacher or neighbor
Business Letter	Official business communications	Quotation request, order placement, Tender etc
Employment Letter	Related to job applications, interviews, and resignations	Cover letter, resignation letter, Reference letter
Application Letter	A formal request or appeal	Application for leave, scholarship

Identifying the above is the first step toward mastering letter writing. We have shared the definition of some of the most popular letters, their tone as well as their use cases, how they distinguish from one another.

1. Handwritten Letters

These are personal forms of letters written by hand and they have been practised since ages. They are considered the first form of written communication and are often termed as the best form of conversation as they add a personal touch to the message by adding deep thoughts, emotions in the letter. These letters can be congratulatory messages, condolences, or heartfelt messages. The cons of handwritten letters is that it takes time to deliver as they have to be shipped through postal service.

2. Emailed Letters

With the internet revolution, Handwritten letters went for a toss and were replaced by emails. Although lacking the personal touch of handwritten notes, emails are efficient, quick, and widely used in both professional and personal communication. They can be formal or informal based on the recipient. Emails are often used in workplaces, academic institutions, and businesses for quick communication. Emails are sent through the internet through a server and user internet connection to send and receive. It is convenient and cant be stored or deleted depending upon the usage.

3. Typed Social Media Messages

Along with emails, the internet also brought social media messages, which are also called direct messages or DMs by the current generation. DMs are massively used in social media and they started getting fame as they are short, quick, and with the emojis and emoticons become engaging. They are in brief and shared via platforms like LinkedIn, Facebook, or Instagram, often in direct messages or as posts. The tone of social media messages are often friendly, conversational, and or witty depending upon the mood of the sender and the receiver. Unlike emails, grammar, spell checks are ignored while sending these messages and short forms are often used.

4. Cover Letters

Cover letters are used during job applications and they are accompanied with a resume. Cover letters highlights why you're the right fit for the job role and it is like an introduction of the candidate, explaining relevant experiences, and demonstrates motivation. Unlike handwritten letters, emails or social media messages, cover letters are a form of additional letter accompanied along with a resume. A strong cover letter is customized for each job and company, reflecting communication skills and professionalism.

5. Letters of Intent

Letters of Intent or LOIs are formal documents expressing interest in a proposal, partnership, or job opportunity. They are common in academics, business deals, and legal agreements and outline initial terms, intentions, and expectations before a formal contract is signed. LOIs dont legally binding, but they show seriousness and professionalism.

6. Value Proposition Letters

Value Proposition Letters are used in sales or business proposals and unlike LOIs, they are used to explain the unique value of a product or a service. They aim to convince potential clients or stakeholders of the benefits and competitive edge and while writing it the tone is confident and informative. VPLs follow a clear structure and are used in B2B marketing and a strong letter can open doors for meetings or demos. 

7. Business Memorandum Letters

Business Memorandum Letters are used within organizations to communicate important updates, instructions, or changes. Unlike traditional letters these are internal conversations which have a specific format - To, From, Date, Subject, followed by the body. BMLs are concise, formal, and action-oriented. They serve as a written record of communication within teams which can be printed or emailed and lack salutations and sign-offs. 

8. Promotion Letters

Promotion Letters are issued to inform employees of their promotion within the organization. It motivates employees and serves as official HR documentation signed by managers or HR personnel. It consists of a new role, their salary changes, date of promotion, new responsibilities, and job expectations. The tone must be encouraging and celebratory, within a professional boundary. 

9. Reference Letters

Reference letters are known as letters of recommendation and are written forms of conversation. The objective of a reference letter is to vouch for someone's skills, character, or qualifications. While writing a Reference letter, the writer should have a good relationship with the candidate and provide specific examples about the person's skills and abilities. They are required for job applications, college admissions, or scholarship requests. Nowadays, in LinkedIn, which is a social media tool for corporate professionals, there is a section dedicated to referring the user. While writing Reference Letters, clarity and honesty are the key.

10. Resignation Letters

Resignation Letters are formal notices submitted by an employee to leave their current job. It include the resignation date, reason (optional), and appreciation for the opportunity. The tone of the letters must be polite and professional to maintain a positive relationship even after the association between the employee and the organisation ends. It allows for a smooth transition and serves as a record for HR. A well-written resignation letter can reflect maturity and responsibility, and it must be submitted on time as part of professional etiquette.

11. Thank You Letters

They express gratitude and appreciation for kindness, support, interviews, or opportunities, and they can be personal or professional depending on the context. A short and sweet note is often enough to make a huge impact. They are crucial for relationship building and leave a positive impression, and show emotional intelligence. Thank you letters are sent after interviews, meetings, events, or favors, and must be specific about what you're thankful for.

Also read:

• Pronouns in English Grammar
• Definition of Articles in English Language

Letter writing starts from addressing the recipient to choosing the right words, salutations, and maintaining the format. As simple as it may sound, letter writing requires a step-by-step understanding of the structure, language, formalities, tone, and clarity.

Key Elements in all Letters: 

• Salutation: A greeting that sets the tone for the letter. 
• Body: The main content of the letter, where the message is conveyed. 
• Closing: A polite way to end the letter. 
• Signature: Your name, and sometimes your designation (for formal letters).

Below is a breakdown for students on how to write a letter.

Step 1 -  Choose your format, be it email, paper, etc.

Step 2 -  If you are following block style letter writing, write your contact information and date at the top. 

Step 3 -  On a new line, write a salutation, “Dear Principal / To Principal Secretary /,” or “To Whom It May Concern.” 

Step 4 - Write the body in standard paragraph format. 

Step 5 -  Write a complimentary close, such as “Sincerely,” or “Best Regards,” 

Step 6 -  Sign it with your name and contact details, if any. 

 

Formats of Letter Writing

Below is a sample format of a standard formal letter that students can use for letter writing, especially in exams or professional settings.

 

Format of a Formal Letter

Name and Address of the Sender

[Your Name]
[Your Address]
[City, State – PIN Code]
[Date]

Followed by the recipient’s name and details

To,
The [Recipient's Designation]
[Company/Institution Name]
[Address of the Recipient]
[City, State – PIN Code]

Subject: [Write a short and clear subject line reflecting the purpose of the letter]

Respected Sir/Madam,

I am writing this letter to [share the purpose in the first line].

[Paragraph 2: Provide background or detailed explanation. Add facts, data, references]

[Paragraph 3: State what action or resolution you are expecting]

I hope you will consider my request and take the necessary steps at the earliest. Please feel free to contact me at [your phone number or email ID] for any further clarification. [Be polite but firm].

Thanking you,
Yours faithfully / sincerely,
[Your Full Name]
[Signature – if printed]

 

Format of an Informal Letter

Name and Address of the Sender

[Your Name]
[Your Address]
[City, State – PIN Code]
[Date]

Followed by the recipient’s name and details

To,
The Abhiraj Joshi
[Address of the Recipient]
[City, State – PIN Code]

Subject: [Write a short and clear subject line reflecting the purpose of the letter]

Dear Abhiraj, [As this is an informal letter, you can go a bit casual]

I hope you are doing well. [Share pleasantries]

I am writing this letter to [share the purpose in the first line].

[Paragraph 2: Provide background or detailed explanation.]

[Paragraph 3: State what action you want him/her to take]

I hope you will consider my request and take the necessary steps at the earliest.

Thanking you,
Your Name

 

Format of Email

To - [Email address of the recipient]

CC - [Email address of the person related to both the sender and the recipient, whom you want to be part of the conversation]

Subject - [Reason behind your email]

Hi Sharon, [Emails are often sent in a formal environment, including offices, colleges, or to enquire about a certain product. Salutations depend on what kind of a relationship you share with the recipient.]

Body of the email, like if you want to apply for a leave, or if you want to enquire about a product or service or if you want to ask about your promotions etc.

End the email with an action you require politely.

Thanking you,
Yours faithfully / sincerely,
[Your Full Name]

 

Samples of Letter Writing

1. Formal Letter

Purpose: Complaint about the water supply
To: Mr. Rupankar Ghosh
Corporator - Jal Nigam
Municipal Corporation, NOIDA
Sector 1, Noida, Uttar Pradesh
201301

Sample:
Subject: Complaint Regarding Irregular Water Supply
Respected Sir,
I am writing to bring to your attention the irregular water supply in our society, Sector 12, Block B, Noida. The residents have been facing great inconvenience due to limited water flow, especially during the morning hours. Kindly look into the matter and resolve it at the earliest.
Thank you.

Yours faithfully,
[Your Name]

2. Informal Letter

Purpose: Inviting a friend for vacation

Sample:
Dear Raghu,
Hope you’re doing well! 

I’m writing to invite you to spend the summer vacation at my place in Rishikesh. The weather is perfect, and we could go trekking and camping. It’ll be just like old times. Do try to come.

I’m looking forward to catching up!

Take care,
Yours lovingly,
Abhinav

3. Semi-formal Letter

Purpose: Requesting leave from a school teacher

Sample:
Respected Sir,

I am writing to request leave for three days (May 8-9) as I will be attending a family function in Jodhpur. I will make sure to complete all missed assignments and notes. Kindly grant me leave for the mentioned dates.

Thanking you,
Yours sincerely,
Priya Verma (Class 9A)

4. Business Letter

Purpose: Placing a product order

Sample:
Subject: Order for Office Stationery

Dear Madam/Sir,
We would like to place an order for the following items as per your latest catalog: 

• 6 inches PVC Pipes X 12
• Water Tank 1000 Litres X 2
• T Point for pipe mould x 24
• Adhesive Solution X 6
• Binding Thread
• Steel Faucet for Washroom X 3
• Steel Taps X 6

Kindly confirm the delivery schedule and invoice.

Thank you.
Sincerely,
Rajan Kumar

Office Manager, Balaji Hardware, Ghaziabad

5. Employment Letter

Purpose: Offer letter

Sample:
Subject: Offer of Employment
Dear Ankit Sharma,

We are pleased to offer you the position of Sales Executive at Ram Gemstones Pvt. Ltd., effective from August 3, 2025. Please find the attached terms and conditions of employment. Kindly confirm your acceptance by July 25, 2025.
Congratulations and welcome aboard!

Sincerely,
HR Manager
Ram Gemstones Pvt. Ltd.

6. Application Letter

Purpose: Job application for a teaching position

Sample:
Subject: Application for the Position of Sports/Physical Activity Teacher

Dear Principal,
I came across a classified article in our local newspaper that your school, ABS Senior Secondary School, Pune, is looking for a Sports/Physical Activity Teacher. I am writing to apply for the position of Sports/Physical Activity Teacher at your esteemed institution. 

I have completed my B.P.Ed. and have two years of teaching experience in CBSE schools. I am passionate about creating engaging field activities for students, developing gams and fitness motivation for the students, and believe I’d be a good fit.
Looking forward to a positive response.

Yours sincerely,
Priya Bhosle

7. Cover Letter

Subject: Application for the Role of [Job Title] – [Your Full Name]

Email Body:

Dear [Hiring Manager’s Name],

I am writing to express my interest in the [Job Title] position at [Company Name], as advertised on [Job Portal/Company Website]. With over [X years] of experience in [the field], I bring a strong background in [describe the skills or achievements about the role].

Attached to this email are my resume and cover letter for your review. I would be grateful for the opportunity to contribute to your team and would welcome the chance to discuss how my background aligns with your goals.

Thank you for considering my application.

Best regards,
[Your Full Name]
[Your Phone Number]
[LinkedIn Profile (if applicable)]

8. Sample Email for Requesting a Reference Letter

Subject: Request for Reference Letter – [Your Full Name]

Email Body:

Dear [Professor’s/Mentor’s Name],

I hope you are doing well. I am applying for [job/graduate program/internship] at [Company/University Name] and was wondering if you would be willing to write me a reference letter. Having worked with you on [mention project, course, or role], I believe you can provide valuable insight into my skills and experience.

The deadline for submission is [mention date], and I will provide all necessary information and documents to make the process as convenient as possible.

Please let me know if you are comfortable writing the letter. I would be truly grateful for your support.

Warm regards,
[Your Full Name]
[Your Email]
[Phone Number]

Also read:

• Grammar Rules of Paraphrasing
• Importance of Adverbs in English Language

Formal letters are for professional or official use, whereas informal ones are for personal and conversational use. The tone is the same, but the structure, purpose, and vocabulary are different. Check the table below to know the comparison between the two.

Feature	Formal Letter	Informal Letter
Language	Professional	Conversational
Salutation	Sir/Madam	Dear [Name]
Format	Strict, structured	Flexible
Purpose	Job, complaint, request	Sharing, expressing feelings
Tone	Polite and official	Casual and friendly

Letters are written in two formats - Block style and AMS style. Block style is the generic term that most of us use, and the other format is AMS Style. Both are used in formal settings, they differ in punctuation, alignment, addresses, and salutations. Knowing when and how to use these styles can help students write better letters, and if they are preparing for government or competitive exams, it can be highly beneficial.

Tips for Effective Letter Writing:

• Clarity: Be clear and concise in your writing, especially in formal letters. 
• Organization: Structure your letter logically with clear paragraphs. 
• Tone: Adjust your tone to match the relationship with the recipient and the purpose of the letter. 
• Proofread: Always check for errors in spelling, grammar, and punctuation.

Refer to the table below to find key differences to help choose the right format.

Particulars	Block Style Letter Writing	AMS Style Letter Writing (Administrative Management Style)
Format Layout	All text is left-aligned; paragraphs are not indented.	Similar left alignment; very structured and to the point.
Subject Line	The subject is placed after the salutation (e.g., Dear Sir/Madam).	The subject is written in ALL CAPS and placed before the salutation.
Salutation	Includes a traditional greeting like Dear Sir/Madam.	Often, no salutation is used, though optional in modern adaptations.
Complimentary Close	Ends with phrases like Yours sincerely or Yours faithfully.	No complimentary close is used.
Signature	Signature follows the closing.	Signature is placed directly after the body; no closing line required.
Tone	Polite, formal, and respectful tone.	Direct, formal, and highly professional tone.
Purpose	Used for both personal and professional formal correspondence.	Used mainly for internal office communications, memos, and professional directives.
Example	Business letters, complaints, and cover letters.	Notices, memos, and administrative directives.

Format of AMS-style Letter

Check below the format of the AMS-Style Letter:

Feature	Particular	Example
Salutation	Name and Address of the	Radhika Fabrics, Sector 44, Gurgaon, Haryana 122218 8x8x8x8x8x qwe@oiu.com
Date	MM-DD-YYYY	April 17, 2025
Addressing the Recipient	Name and address of the sender	TO: Mr. Prateek Mehra Logistics Manager Rapid Logistics Pvt. Ltd. D-65, Industrial Area Noida, Uttar Pradesh – 201306
Subject	Purpose of the email	RESCHEDULING DELIVERY TIMELINE
Body	Letter contents	The body contains the message of the letter, and close it with a formal farewell, such as "Sincerely" or “Best Regards.”
Signatures	Close the email with a signature and your name	Abhishek Thakur Logistics Coordinator Radhika Fabrics, Sector 44, Gurgaon, Haryana 122218

Name and Address of the Recipient

Radhika Fabrics,
Sector 44, Gurgaon, Haryana 122218
8x8x8x8x8x
qwe@oiu.com

DATE

April 17, 2025

Name and Address of the Sender (Starts with To:)

TO:
Mr. Prateek Mehra
Logistics Manager
Rapid Logistics Pvt. Ltd.
D-65, Industrial Area
Noida, Uttar Pradesh – 201306

SUBJECT

RESCHEDULING DELIVERY TIMELINE

BODY

We would like to request an adjustment in the scheduled delivery for Purchase Order No. 3289, dated April 7, 2025. Due to unforeseen supply chain delays, we propose to reschedule the delivery date from April 20 to April 23, 2025. 

This change will help ensure quality control and timely packaging from our end. We assure you that no additional cost will be incurred on your end due to this delay. Kindly confirm if the proposed date works for your operations.

Please feel free to reach out at 9XX9XX9X9X or email us at abc@xyz.xom for further clarification.

SIGNATURES

Abhishek Thakur
Logistics Coordinator
Radhika Fabrics,
Sector 44, Gurgaon, Haryana 122218

Also read:

• Preparation Tips to Master Conjunction
• English Subject and Predicate

Now that we have learned about the format and the different types of letters, one thing to note is that it is not required for all letters to follow the conventional route, and in some cases, letters of apology, condolence, or recommendation, the tone and format may shift. These exceptions need special attention to language, empathy, and context. While writing a letter, students need to understand that such unique cases will help them become versatile writers.

Case	Note
If writing to a known person formally	Use a semi-formal tone
Government communication	Stick to brief, clear, and to-the-point language
Complaint Letters	Use a firm yet respectful tone
Application Letters	Highlight relevant details and purpose early on

While writing a letter, students must give special attention to language, empathy, and context, to bring a variation to their letter and mold it as per the situation, and remember one thing, one-size-does n't-fit-all.