In today’s fast-paced digital world, where email, text, and instant messaging thrive, the art of crafting a perfect letter outline has been massively overlooked. Unknown to many is the detrimental impact it can have on the success of personal and professional relationships. As easy as letter-writing may sound, many students struggle to craft letters that clearly express their thoughts and capture emotions, ultimately leading to strained interactions. In this article, our professional writers explore creating a well-structured letter outline. They also help students with a comprehensive letter that resonates authentically with their unique voice and personality while driving its purpose.
Types of Formal Letters
Formal letters are the most prevalent type among many, including students and professionals. Here are some of the most common types of letters you’ll likely encounter.
- Acceptance Letter
- Cover Letter
- Inquiry Letter
- Apology Letter
- Sales Letter
- Condolence letter
- Persuasive argument Letter
- Request Letter
- Follow-up Letter
- Gratitude Letter
- Acknowledgement Letter
- Introduction Letter
- Congratulations Letter
- Formal Business Letter
- Recommendation Letter
- Resignation Letter
How to Write a Formal Letter Outline
Formal or business letters are written for official purposes to dignitaries, authorities, or seniors. They follow a stipulated structure, adhering to specific rules. Here is a step-by-step guide to writing a block style or AMS (Administrative Management Style) letter outline:
Your Name and Contact Information
Include your name or the company’s name in the upper left corner of your letter. This applies if you’re not using a letterhead. Include the street address, city, and zip code.
Date of the Letter
Leave a space or skip a line between the contact information and the date when writing in block style. For AMS style, ignore the space and write the date directly beneath your address. Regardless of the number of days you took to write the letter, the letter date should be when you completed writing.
Recipient’s Name and Contact Information
Add the recipient’s name with their official titles, such as Mr., Mrs., Miss, Ms, or Dr. Refer to the company address or contact one of the company’s employees to inquire about the recipient’s name to make the letter more personalized. Add their job title, company name, and address. Consider typing the name of the country in capital letters if you are writing to an international recipient. Remember, the recipient’s address, also known as the inside address, starts one line below the sender’s address or letter date, regardless of the format.
Write a Salutation
Use the same as in the inside address in your salutation. It should be one name—preferably the first, followed by a colon. Consider using “Sir” or “Madam” if you can’t find the recipient’s name. You may omit this step for AMS style.
Subject Line
Include a subject in one line, written in caps for AMS style. The subject line should let the recipient know what your letter is about. A subject line is not necessary for block style.
Letter Body
Typically, the body comprises two to three paragraphs. Use a friendly opening sentence followed by a statement of the main point. Engage the reader immediately with direct language and a clear purpose of the letter. The second paragraph should explain the importance of our main points in detail. Give background information and support necessary supporting details. Restate the purpose of your letter in the last paragraph, in some cases requesting some form of action, such as “Please reply at your earliest convenience,” or I look forward to hearing from you.”
Sign-Off
Your closing should start at the same vertical point as the address or date on the top. Skip one line after the body and type “Yours Sincerely” or “Your Respectfully” in block style format. Add your title and address last. For AMS style, avoid salutation and instead write your name, signature, and job title.
Proofread and Edit
Proofreading and editing is the last stage in your letter outline. Check for grammar and spelling mistakes to ensure every word or sentence conveys the intended message. Alternatively, send it to a professional writer for proofreading and quality enhancement to ensure you’re submitting a perfect letter.
Get Help Crafting a Perfect Letter Outline
Crafting an impactful letter that serves the intended purpose and captures emotions starts with a great letter outline. However, the style might vary slightly based on the type of letter and letter style. Our writers are experienced in writing in a wide range of letter types and styles. Contact us now with your letter details. Our experts will craft your stellar letter outline and compose a letter that perfectly meets its intended purpose.
