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How to Write a Letter With Examples and Tips

Sarah Oakley

Table of Contents

How do you write a letter, how to format a letter in 6 steps, letter format examples, how prowritingaid can help you with writing letters.

Letter writing is still a popular form of communication in a world where we expect instant responses thanks to email and phone calls.

USPS reports they process and deliver an average of 421.4 million mail pieces every day. Millions of those are letters being sent all over the world, not just to the US.

Letter writing is a great way to make your voice heard, make things happen, and show how much you care about something. Writing a letter carries more weight than an email or phone call because it takes more effort, and there are bigger costs involved.

In this article, we’ll talk about how to write a letter to clearly convey your points, and we’ll show you some examples you can use for inspiration.

To write a letter , you need to decide if you’re going to handwrite or type. Handwritten letters show you took the time to express your thoughts on paper. However, typing can save you some time, and you can still hand sign it after it’s printed.

The next part of writing a successful letter is thinking about what you would like your letter to achieve. You could write a love letter, hoping to get a date. It could be a cover letter to accompany your résumé, which needs to secure you an interview. Think about the result you hope to achieve before you plan what you want your letter to say.

You’ll need to decide if your letter will be formal or informal. Depending on the recipient and the reason for the letter, the formality is important, as it can affect how the message is received. If you are writing a personal letter to someone you know, opt for informal. However, if it’s for a job application or for an official, the reader would expect you to use formal letter writing.

Another thing to consider when writing a letter is your tone, which is how your letter sounds to the person reading it. If you’re writing a complaint, you want the reader to know you’re frustrated, but you don’t want to sound rude.

When you’re ready to write your letter, set some time aside for it. Before you write your letter, make a plan for what you’re going to say. Get your writing tools together as well as some envelopes and stamps, then you can start.

A letter is a piece of writing that is easy to identify by the written format. Letters follow a similar format to allow the reader to find and skim the important information.

The formatting details in the next six steps will tell you how to write a letter that gets your point across.

How to Head a Letter

Letterheads start with the sender’s address aligned to the left, right, or in the middle. If you write formal letters, you will need to include this as the receiver may need to respond in writing. For informal letters to those you know, forgo your address if you want to.

If you write lots of letters, consider getting some letterheads printed. Having a stack of paper with your details already printed can save you a lot of time. Alternatively, you can get a custom stamp printed and an ink block.

Which Side Do You Write the Date on a Letter?

Under the sender’s address , you’ll need to add the date you’re writing the letter. Write the date on the same side of the page as your address.

For personal letters where you haven’t included the sender’s address, you still need to add the date. The date gives context to your letter, so you don’t want to leave it out.

If you’re writing a formal letter, write the date out in full with the month first, then the day, then the year. For example, a letter written on 2023-03-15, you would write March 15, 2023. In the US, you need to add a comma between the day and the year.

Be confident about grammar

Check every email, essay, or story for grammar mistakes. Fix them before you press send.

Where to Include the Recipient’s Address on a Letter

The recipient’s address needs to be aligned to the left-hand side on the line below the date.

When writing a formal letter, start the recipient’s address with their name on one line, followed by their job title on the next line. Then write the company name and address below that.

For personal letters, you don’t need to include your recipient’s address.

How to Write an Introduction in a Letter

The introduction in your letter is the greeting and the first paragraph. Leave a line space under the address and start with the greeting.

There are many possible greetings you could start your introduction with, such as “Dear [recipient’s name].” For a formal letter, write their entire name. Alternatively, you can write “Mr.” or “Ms.” followed by their initials and surname. If it’s an informal letter, just write their first name.

If you don’t know the name of the person you’re writing to, you can use “Dear Sir or Madam.” To get the right address for your letter when writing to a company, you can call and request the name of the person you need to write to.

After the salutation, write your introductory paragraph. Always include the subject in your first sentence, and follow up with your reason for writing. For example, in a complaint letter about a faulty product, you would mention the product and any purchase reference in the first sentence, then explain you would like to complain about the quality of the product.

In a personal or informal letter, still include the subject and reason for writing in your first paragraph. This lets the reader know what to expect in the letter and sets the tone.

What to Write in a Letter

The body of your letter is where you’ll add the main points you want to address. All the points should be in an easy-to-follow order so your reader doesn’t lose the overall message of your letter.

Each paragraph should start with an opening sentence, followed by your evidence or additional information. Then you’ll want to close with a concluding sentence that connects to the next paragraph.

The length of your letter can differ depending on what you are writing about. Don’t write too much to make your letter look longer, as you’ll risk losing the reader’s attention. However, you don’t want to leave anything essential out of your letter, either.

If you’re struggling to order your points or know what to say, try using a template to guide you. Just remember, each letter is unique, so don’t rely on a template to write 100% of your letter. You don’t want your letter to sound generic or copied from the internet.

Ways to Sign a Letter

The last part of letter writing is the signature or sign-off. How you sign your letter will depend on the formality of the letter and if you know the recipient.

For formal letters, use “Yours sincerely” when you know the recipient, and “Yours faithfully” when you don’t. If you are writing to an official, such as a politician you will never meet, you can use “Yours truly.”

Sign-offs are not set in stone, though some people might tell you they are. It’s best to use what feels right for your letter based on the formality and tone you’ve used so far.

In an informal or personal letter, you can sign off with something a lot friendlier. You could use “With all my love” or “Your devoted friend.”

If you are typing your letter, you can handwrite your signature under the sign-off to show you have checked it and are confirming the words above are all your own.

For formal letters, include your full name in capital letters under your signature to be clear about who is signing the letter.

If you’re still not sure about how to write a letter, we have some examples to help you get started.

Here is an example of the indented paragraph format:

123 High Street

London, OH 12345

November 23, 2022

Martin Jones

Marketing Director

Advertising Company

456 West Street

London, OH 23456

Dear Mr. M Jones,

I recently saw your television advertisement for the new beauty salon on 7th Street, and I thought you did a great job. I would like to inquire about your rates for a 30-second advertisement for my beauty salon.

Please send me the costs for filming and producing an advertisement for television. I believe this will benefit my business and bring in new clients.

If there is any further information you require for the quotation, please get in touch with me at the above address.

Yours faithfully,

If you’re using the indented paragraph format, indent the initial line. You should then format subsequent paragraphs with indented first lines. The indented paragraph format is a common format used for both business and personal letters. 

Here is an example of the block letter format:

1 New Street

Manhattan, NY 12345

January 3, 2023

Managing Director

Example Company

123 Old Road

Brooklyn, NY 67891

Dear Mr. J Bloggs,

I’m writing to you today to discuss the price increase in my energy bill dated December 30th, 2022. I don’t recall being notified of this increase.

As you did not notify me of the increase, I did not budget for it. I cannot afford the extra amount and would appreciate it if you revert my charge back to the previous amount.

I look forward to hearing from you.

In this format, align everything to the left, including the addresses and the date. You do not need to indent your first line, but you should leave spaces between paragraphs. You’ll see the block letter format used by businesses as a formal letter format.

Here is an example of a simplified style letter format:

Janet Jones

Retail Company HQ

456 New Acre Drive

Denver, CO 12345

March 30, 2022

Store Manager

Retail Company

Colorado Springs, CO 34567

STOCK LEVELS OF BANANAS AND ORANGES

The stock levels of bananas and oranges in your store are getting low. I would recommend you place an order for these items soon to ensure you continue to provide these to your customers.

Please let me know if you cannot place an order for these products before April 5th, 2022.

I look forward to seeing you again on my next store visit. 

Yours sincerely,

The fundamental difference between this format and the others is that it includes a subject line instead of a greeting.

Once you’ve written your first draft of a letter, you’ll want to edit it to ensure it reads correctly and doesn’t have any grammatical errors. That’s where ProWritingAid can help you.

Start by reading your letter aloud, as this will help you spot any glaring errors. Then you can run it through ProWritingAid to see if there’s anything you’ve missed. The Realtime checker picks up on spelling and grammar errors and passive voice. It also shows places where you can improve readability, which is important for your reader to understand what you’re saying.

You can use the Style and Grammar Reports for a more in-depth analysis of your letter. If you are writing business letters, select the specific document type from the drop-down menu in the Realtime sidebar before you run your reports. This will ensure your results focus on the specific requirements for your letter type.

Even if you’re not typing out your letter, write a first draft and edit it before you write the version you’ll be posting. For tips on editing, you can check out some of the other articles on the ProWritingAid blog.

We hope this article has helped you learn how to write a letter that achieves the results you want.

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How to write a letter

HOW TO WRITE A LETTER:  A GUIDE FOR TEACHERS AND STUDENTS

In this age of digital communication, writing letters is becoming something of a lost art. Emails and text messages can be sent instantly and for a fraction of the cost good old-fashioned snail mail can offer.

So, why bother teaching letter-writing at all? Well, though electronic ‘letters’ are often freer in formatting and language than physical letters, we can also apply letter-writing rules to electronic media. However, physical letters do offer some distinct benefits of their own too.

A WELL-WRITTEN LETTER CAN CHANGE THE WORLD.

Whilst we pride ourselves here on how to write a great essay, information report, or another text type that is primarily used in an educational setting, the ability to craft a powerful letter or email has literally changed people’s lives, altered the course of history and been the difference between life and death in some cases.

It can be the one opportunity to remove all the noise and confusion on any subject area and honestly tell someone how you feel straight from the heart.  Pen to paper.  

For whatever reason, a thousand emails, tweets, and likes will never have the same impact as a well-crafted handwritten letter.  Its very creation and existence show your reader how passionate and genuine about what it contains.

Letters fall under the transactional writing category; if you want to know more about transactional texts, be sure to check out our in-depth guide here.

COMPLETE LETTER WRITING UNIT FOR STUDENTS

Over 100 PAGES of engaging RESOURCES , various letter SAMPLES , LESSON PLANS and INTERACTIVE DIGITAL RESOURCES to teach your students how to write amazing LETTERS and EMAILS .

Teach this life skill with confidence through this excellent ALL-IN-ONE RESOURCE . No preparation is required.

3 REASONS TO TEACH LETTER WRITING

1. the personal touch: .

Those of us who grew up in an age before the internet got going will remember the excitement of waiting for and receiving a letter. Many of us will have had childhood pen pals we never met or received love letters from our teenage sweethearts. Maybe some treasured letters are still securely stored in a bedside drawer.

There is something extremely personal and intimate about the letter that email cannot capture. Letters are physical, and their increasing rarity makes them seem even more intimate today.

In this day and age, receiving a personally written letter is something a unicorn in communication terms. Students who know how to produce a well-crafted letter can use it to their advantage. For example, any business hiring manager will undoubtedly be numbed by the constant torrent of emails flooding their inbox.

That mailed resume accompanied by a handwritten letter that waits for them on their desk in the morning will surely stand out and secure an attentive read. The letter, in its various forms, is guaranteed to stand out and make an impact in an age where the vast majority of communication is digital.

3. Handwriting

Just as letter writing has declined in popularity, so too has the emphasis on well-developed handwriting skills. You can, if you wish, take the opportunity here to have the students work on their handwriting skills.

While students may protest that they can accomplish the task much quicker by word-processing, another benefit of handwriting a letter is that the speed becomes almost meditative. This allows students to focus carefully on their grammar and punctuation without always resorting to the crutch of spell-checkers and grammar correction software.

FORMAL AND INFORMAL LETTER WRITING:  WHAT’S THE DIFFERENCE?

The table below outlines whether your letter should be written formally or informally, with some suggested prompts .  Whilst there are many similarities, a formal letter should always be considered as a document with a real purpose and ramifications.

FORMAL LETTER FEATURES

USED FOR PROFESSIONAL COMMUNICATION THESE DOCUMENTS FOLLOW A PRESCRIBED FORMAT. THEY ARE WRITTEN IN A PASSIVE VOICE FOR A SPECIFIC PURPOSE AND IN MANY CASES ARE LEGALLY BINDING. SOME EXAMPLES ARE.

INVITATION Make someone feel special about an upcoming event.

APPLICATION Write a professional letter of application for a job or group you wish to join.

REFEREE / REFERENCE Vouch for another’s skills, personality or credibility.

ACCEPTANCE & REJECTION Approve or deny an applicant in a professional manner.

MAKE AN OFFER Make a formal and binding offer in writing.

EXIT / RESIGNATION Formally leave or step down in a professional and dignified manner.

INFORMAL LETTER FEATURES

USED FOR PERSONAL COMMUNICATION THESE LETTERS HAVE NO PRESCRIBED FORMAT AND ARE WRITTEN IN AN ACTIVE VOICE.

THANK YOU Let someone know you appreciate their efforts.

CONGRATULATIONS Acknowledge someone’s achievements in life.

GRIEVANCE / LOSS Acknowledge someones personal loss or suffering and let them know you care.

FRIENDSHIP & LOVE Tell someone how special they are to you and why?

LETTER TO THE EDITOR / MAYOR ETC. Let someone know how their actions and adversely affect you and others.

LETTER TO SELF Give your older or younger self some words of advice and wisdom.

INFORMATIONAL UPDATE Write a letter back home telling them what you have been up to.

HOW TO WRITE FORMAL LETTERS

The writing process begins with planning.

As with all genres of writing, the process of formal letter writing should start with planning. This should involve sketching a brief outline from which to work rather than a comprehensive detailing of minutiae. The plan should include:

• Note addresses, names etc. – who are you writing to?
• Record the purpose of the letter – what do you want to say?
• List points to be made (each will form a paragraph) – how will you say it?
• State action point – what do you want the reader to do?

Formal letters can be written for a wide range of purposes and may come in various shapes, including a letter of complaint, a cover letter accompanying a job application, a letter of invitation, a reference letter, or a proposal letter – to name a few. Though each will adhere to its own rules of formatting and tone when writing formal letters, students should avoid using slang or contractions.

Language should be straightforward and polite. Encourage students to avoid bursts of purple prose in favor of direct, functional language. Usually, a formal letter will be written to achieve a particular end and should be written with that end foremost in mind. Students should avoid meanderings and stay firmly focused on the task at hand.

TIPS FOR WRITING GREAT FORMAL LETTERS

• The writer’s address should be in the top right-hand corner.
• The date should be written below the writer’s address
• The recipient’s name and address are below that on the left-hand side
• Use the correct opening (Dear Sir / Madam, Dear Mrs Ferguson, etc.)
• Use Standard English
• The opening sentence should explain the purpose of the letter
• Each paragraph should make a single specific point
• Use an appropriate formal tone and register in the wording of the letter
• Avoid contractions, slang, and abbreviations
• The concluding ‘action point’ paragraph states what you want the recipient to do
• The formal ending, such as Yours Sincerely or Yours Faithfully

A Note on Salutations

If the student knows the intended recipient’s name, start with Dear Mr. / Mrs Surname and end with Yours Sincerely. If they don’t know the recipient’s name, start with Dear Sir / Madam and end with Yours Faithfully.

Use of Rhetorical Devices

As mentioned, formal letter writing focuses on attempting to convince someone to take some course of action or other. To do this, it is helpful to employ some rhetorical devices to make the writing more persuasive . Some useful techniques to encourage your students to employ include:

Direct Address: Using the pronoun ‘you’ in a formal letter makes the reader feel that you are speaking directly to them. This helps to engage the reader and encourage them to continue reading the letter.

Emotive Language: Where students are trying to convince the reader to take a course of action, the use of emotive language can often be a powerful tool. Students can use either positive or negative colored words to create the desired response in the reader.

Facts and Figures: Another way to persuade and convince is to employ facts and figures to support the points made in the letter.

FORMAL LETTER STUDENT EXAMPLES

How to write an informal letter

Common features of informal letters:.

There are far fewer rules to follow when writing an informal letter, but there are still some practical guidelines to follow that will prove helpful for students engaged in writing informally.

As with any piece of writing, it is important to consider who the audience is and the reason for writing in the first place. In particular, this will help decide the tone and the language register. The more intimate the relationship, the more informal the language can be.

Though the letter will be informal, it will still have a purpose. Information should still be organized into paragraphs, as would be done with a formal, more ‘official’ letter. Students sometimes struggle with this aspect, as they often conflate ‘informal’ with ‘disorganized.’ Making them plan their informal letter before writing can help ensure it is sufficiently organized.

HOW TO START AN INFORMAL LETTER

Informal letters will start with a greeting appropriate to how close the relationship is. For acquaintances, this may be ‘Dear Tom,’ (using the first name instead of the surname) to a very informal ‘Hi Jane,’. Don’t forget the comma after the name!

After the greeting, a general opening sentence should follow. Usually, this will be something like a ‘How are you?’ or a ‘How have you been?’. If the recipient is married or has kids, you may wish to ask how their spouse or children are.

Next, students should state the reason for writing. The language should be open and friendly in tone and, in contrast to the formal letter, colloquial language, idiomatic expressions, and contractions are perfectly okay and even desirable.

Just as the opening salutation to an informal letter is much more relaxed, so too will the closing salutation. There are many possibilities for the students to choose here, and their decision will depend on who they are writing to and their personal preferences. Some examples of possible closings include ‘Love’, ‘Best regards’, ‘All the best’, and ‘Thanks’.

INFORMAL LETTER STUDENT EXAMPLES

Teaching Resources

Use our resources and tools to improve your student’s writing skills through proven teaching strategies.

PRACTICE LETTER WRITING WITH THESE ACTIVITIES FOR STUDENTS

The most effective way for students to internalize all the features of letter writing, formal or informal, is to gain experience by writing various letters for differing purposes. The following activities offer some suggestions for students to get practising today:

1. FICTION AS A SPRINGBOARD

Have students write as if they were a character from a piece of fiction you have been reading in class. Choosing a dramatic point in the plot , ask students to imagine they are one of the characters writing a letter to another character in the story. This writer may be either formal or informal, depending on the scenario presented. This will give students realistic letter-writing practice while also getting them to engage closely with the text and respond imaginatively to its themes.

2. THE AGONY AUNT

Either offer a range of possible life predicaments or cut out the questions from the ‘agony aunt’ page of a local newspaper. Students must write back offering advice in response to the predicaments expressed in the question or predicament. The response should be written in full letter format. This activity also lends itself to several variations. The response may be written to a close friend, for example, or written from the perspective of a professional agony aunt employing a more formal tone and presentation.

3. A LETTER OF COMPLAINT

Have students think of their favorite candy bar or clothing item. Encourage them to imagine they have bought this product lately and found it to be substandard. Students must write a formal letter of complaint to the manufacturer outlining their complaint and recommending a course of action to satisfactorily resolve that complaint. They must use all the features of a formal letter as outlined above.

HOW TO MAKE YOUR HANDWRITTEN LETTERS LOOK OLD AND AUTHENTIC.

• Write in pencil or a calligraphy pen,
• screw them up tightly and carefully unfold and flatten.
• Lightly dab coffee stains over the paper to make it look aged.
• Carefully singe or burn the edges of your paper.
• Add some sepia-filtered photos for effect.

SIGNING-OFF

As students become more confident in their understanding of letter-writing formats, encourage them to exchange letters with each other for peer assessment. You may wish to provide them with a checklist of features to look for while reading over their partner’s work.

Letter-writing can also be a great way to partner up with schools overseas; often, children studying English as a second language will be delighted to receive letters from (and write to) students in English-speaking countries. And though email increasingly encroaches on the traditional territory of the letter, many of the skills garnered in the practice of letter writing are transferable to the modern manifestation. There is ample opportunity here to link letter-writing learning with approaches to writing emails too.

Letter-writing can provide a focus for a wide range of learning objectives while also teaching students valuable practical skills that will serve them well beyond their school years, both in their personal and work lives. And who knows, perhaps in years to come, one of the letters your student writes in your class may become a treasured keepsake in someone’s bedside drawer.

LETTER WRITING GRAPHIC ORGANIZERS (TEMPLATES)

WRITING CHECKLIST & RUBRIC BUNDLE FOR ALL TEXT TYPES

⭐⭐⭐⭐⭐ (92 Reviews)

HOW TO WRITE A FORMAL LETTER TUTORIAL VIDEO

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Content for this page has been written by Shane Mac Donnchaidh.  A former principal of an international school and university English lecturer with 15 years of teaching and administration experience.  Editing and support content has been provided by the literacyideas  team.

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How to write a formal letter

Part of English Non-fiction writing

What did the envelope say to the stamp?

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“Stick with me and we’ll go places!”

Did you know?

The first ever adhesive postage stamp was launched in the United Kingdom in 1840 and was called the Penny Black. It forever changed the way letters were sent.

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Letter Writing — Types, Format, and Examples

Writing a letter

The ability to compose a letter professionally is still crucial in the professional world, even though they are now easier to send due to the prevalence of the internet and email. Determining when and how to write a letter helps senders present themselves in a positive light academically and professionally.

Types of letters

Letters fall into two main categories: formal and informal.

The most common purposes for writing either a formal or informal letter include academic letters, employment letters, reference letters, and personal letters.

Academic Letters

Application letter: An application letter is similar to a cover letter. However, the sender is applying for admission to an academic program instead of for a job. The applicant should focus on academic pursuits rather than professional ones.

Business Letters

Letter of Complaint: When composing a complaint letter to a company, include the basics of the complaint and how to resolve the problem. Write complaint letters with a reasonable and polite tone.

Circular Letter: Circular letters are widely distributed to a specific group of people and announce certain information. Companies use these letters to reach a large audience.

Employment Letters

Cover Letter: Applicants applying for a job should typically include a cover letter with their resume . The cover letter should identify the applicant’s skills and experiences concerning the job for which they are applying.

Acceptance letter: If offered a position at a company, the new employee should draft an acceptance letter that provides thanks, terms and conditions of employment, and starting date.

Job Refusal Letter: A job refusal letter informs an employer that the applicant has chosen not to accept an offered position. The letter should thank the company and may or may not include the reason for refusal.

Resignation Letter: When resigning from a position, the employee should draft a letter that states their intent to resign, identifies the last day of employment, and gives gratitude or best wishes to the employer.

Reference Letters

Teacher Reference: Teachers provide a letter of recommendation for students to use mainly for applying to a post-secondary school. Students may also use teacher references for employment for those who with little or no working experience due to age.

Employer Reference: Employer references recommend a candidate for employment. Coworkers, previous supervisors, or other professional connections write reference letters to endorse someone for a position and typically focus on the applicant’s professional skills and achievements.

Character Reference: Character references provide the recipient with information that highlights the positive characteristics of the applicant. These references typically do not focus on academic or employment achievements.

Personal Letters

Thank You Letter (Card): Thank you letters are typically quite short. They are usually handwritten letters and should stress gratitude while identifying why the recipient is being thanked.

Get Well Letter (Card): When composing a get-well letter, it is important to focus on the positive while motivating and encouraging the recipient. Writers typically stress the importance of the individual in their lives.

Holiday Letter (Card): A holiday letter often updates friends and family about what the sender and their family have accomplished over the past year. People send them during the holiday season to keep in touch with extended friends and family.

Love Letter: A love letter stresses the sender’s affection for the recipient.

How to write a letter

How to write a letter depends upon its purpose. While there are no strict rules for informal letters, formal ones often contain the following components in this order:

Heading/Sender’s Information

Recipient’s Full Address

Salutation/Greeting

Introduction

Body of the letter

Complimentary Close/Sign Off

Sender’s Typed Name

Letter format

Informal letters have no set structure, but formal letters tend to adhere to the following guidelines:

The sender should include their contact information at the top of the letter. The structure of this information can differ from one letter to the next. It can already be identified on a letterhead, inserted as one line of text, or placed on separate lines. Regardless of the structure, it should include the following:

Sender’s name

Street Address

City, State, and ZIP code

Phone Number

Email Address

Professional Online Profiles (if applicable)

After the sender’s contact information, identify the date the letter will be sent. When writing the date, do not use a superscript and a comma; choose one.

Correct: May 31st 2022

Correct: May 31, 2022

Incorrect: May 31st, 2022

Below the date, include the recipient’s contact information , with each part placed on its own line.

Recipient’s Name

Position/Title

Company Name

City, State, ZIP code

Below the recipient’s contact information, include a salutation or greeting appropriate for the type of letter with the recipient’s name followed by a comma. Formal letters typically start with “Dear [Recipient’s Name].” Include the title (Mr., Mrs., Ms., Dr., etc.) if it is known. If not, use the person’s full name. Avoid “to whom it may concern” and “dear sir or madam” wherever possible.

Body paragraphs should be single-spaced and not indented. Place a blank line between each body paragraph.

After the last body paragraph, include a complimentary close (sign off) appropriate for the type of letter, such as “Sincerely,” followed by a comma.

Print the letter and include a handwritten signature , or insert an electronic signature.

Type the sender’s name after the closing, leaving enough space for the signature, about four lines.

Include a blank space after each part of the letter and the body paragraphs.

Examples of letters

While templates vary in the formatting of the text of a formal letter, the following example contains the typical structure:

The following example details a generic formal employment acceptance letter:

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How to Format a Letter

Last Updated: January 26, 2023 Fact Checked

This article was co-authored by Melessa Sargent . Melessa Sargent is the President of Scriptwriters Network, a non-profit organization that brings in entertainment professionals to teach the art and business of script writing for TV, features and new media. The Network serves its members by providing educational programming, developing access and opportunity through alliances with industry professionals, and furthering the cause and quality of writing in the entertainment industry. Under Melessa's leadership, SWN has won numbers awards including the Los Angeles Award from 2014 through 2021, and the Innovation & Excellence award in 2020. There are 14 references cited in this article, which can be found at the bottom of the page. This article has been fact-checked, ensuring the accuracy of any cited facts and confirming the authority of its sources. This article has been viewed 977,557 times.

The correct formatting to use when writing a letter depends largely on the type of letter you plan to write and whom you are writing to. The formatting you might use when writing to a friend will vary significantly from the formatting used in formal letters. In addition, the formatting of traditional letters sent through the mail vary from those sent via e-mail. Keep reading to learn more about the proper way to format your next letter.

Formal or Business Letter

• The city, state, and zip code are included on the same line, while the street address has its own line.
• If you send a letter using a professional letterhead that includes this information, skip this step. Do not repeat the sender's address twice.

• The date should be left aligned, just like the address directly above it.
• Write the date in month-day-year format. Write out the month in text, but use numbers to write the day and year. For example: February 9, 2013.

• Left-align the reference line and keep it to a single line.
• Use a reference line when replying to another letter, job ad, or request for information.
• Follow the optional reference line with a blank line to separate it from the next portion of the letter.

• All of this information should be left-aligned and single-spaced. The recipient's name should be written on its own line, as should the recipient's title, name of the company, and street address. The city, state, and zip code are included on the same line.
• If sending the letter to another country, include the name of the country in all capital letters on its own separate line below the address.
• Address the letter to a specific person, whenever possible, and address that person with an appropriate title such as "Mr." or "Ms." If you are uncertain about the recipient's gender, skip the title.
• Follow the entire address with a blank line.

• The salutation should be left-aligned.
• If you do not know the recipient's gender, you can address that individual by his or her full name, or proceed the last name with his or her job title.
• Leave a blank line after the salutation.

• Keep the subject line brief yet descriptive. Try to keep it to one line.
• Note that this is not conventional and should be used sparingly.
• Do not include the subject line if you included a reference line.
• Include a blank line after the subject line if you included it.

• Type a concise body section. Single-space each paragraph, but leave a blank line between each paragraph and after the final paragraph.

• Only capitalize the first letter of the first word in the closing.

• Note that this is not necessary if you do not have any enclosures.
• Single-space and left-align the enclosures section.

Friendly Letter

• Write the date in month-day-year format. Writing the month out in text is usually considered standard format, but you could also get away with writing the entire date in numeric form.
• The date should be aligned to the right side of the page.

• The salutation should be left aligned and followed with a comma.
• When writing a friend or peer, you can usually write their first name only. For example: "Dear Jane".
• For even more casual friendly letters, you might be able to replace the "Dear" with a casual greeting like "Hello," "Hi," or "Hey."
• If writing an elder or someone you should show a little respect to, include a personal title and the last name. Example: "Dear Ms. Roberts"
• Leave a blank line between the salutation and the main text of the letter.

• Left-align the main text of the letter but indent the first line of each paragraph.
• The entire main text should be single-spaced. Usually you do not skip lines in between paragraphs with a friendly letter, but you can do so acceptably if it improves the readability of your letter.
• Leave a blank line after the final sentence of your main text to separate it from the closing.

• Follow the closing with a comma, but do not include a typed version of your name after it.
• The closing should line up with the heading.

• If you are on a first-name basis with the recipient, you can sign your first name and leave things at that. If the recipient may not know who you are from your first name, though, make sure to include your last name, too.

Formal or Business Email

• If your email is expected by the recipient this description can simply reference the subject matter. If the email is not expected this description can be a little trickier. The goal should be to have the reader know what to expect when they open your email. This means it needs to motivate your reader to actually open it.

• Address the letter to a specific recipient whenever possible. Avoid sending the letter to unnamed recipients. Only use "To Whom it May Concern" as a last resort.
• Strictly speaking, the most proper punctuation to use after the salutation is still a colon. That said, nowadays, most people use a comma after the salutation of a formal e-mail letter.
• If you are uncertain about whether to address the recipient as "Ms." or "Mr.," write out the individual's full name, instead.
• Follow the formal salutation with a blank line.

• Left-align the main text.
• Do not use any indentations.
• Single-space the main text, but leave a blank line in between each paragraph and after the final paragraph.

• Remember to left-align the closing and only capitalize the first letter of the first word.
• Other potential formal closings include "Thank you," "Yours truly," and "Best wishes."

• Left-align your name.

• Left-align and single-space all of this information. Give each new piece of information its own separate line.

Friendly Email

• Left-align the salutation.
• If you are writing to a close friend you can dispense with the salutation completely and just begin with their first name followed by a comma.
• Include a blank line between the greeting and the body of your email.

• If you are writing to a very close friend sometimes it is perfectly fine to simply end you email with your name, leaving out the salutation all together.

Sample Letters

Expert Q&A

• Note that there are a few differences between formal letters in the United States and those in the United Kingdom. In the UK, the return address and date are right-aligned and the subject line, when included, is centered. Moreover, the date is written in day-month-year format, and a comma follows the salutation rather than a colon. [24] X Research source Thanks Helpful 0 Not Helpful 0
• If you do not like the format included here, sometimes called block format, you can also familiarize yourself with modified block format and semi-block format. [25] X Research source These formats included basically the same information but just organize it differently. Thanks Helpful 0 Not Helpful 1

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• ↑ Melessa Sargent. Professional Writer. Expert Interview. 14 August 2019.
• ↑ https://writing.wisc.edu/handbook/assignments/businessletter/
• ↑ https://walton.uark.edu/business-communication-lab/Resources/downloads/business-forms/Formatting_the_Business_Letter.pdf
• ↑ https://nmu.edu/writingcenter/parts-business-letter
• ↑ https://owl.purdue.edu/owl/job_search_writing/job_search_letters/cover_letters_workshop/formatting_and_organization.html
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/index.html
• ↑ https://owl.purdue.edu/owl/subject_specific_writing/professional_technical_writing/basic_business_letters/sample_letters.html
• ↑ https://www.readwritethink.org/sites/default/files/resources/lesson_images/lesson1083/lettersamples.pdf
• ↑ https://writingcenter.unc.edu/tips-and-tools/effective-e-mail-communication/
• ↑ https://owl.purdue.edu/owl/general_writing/academic_writing/email_etiquette.html
• ↑ http://blog.nathanbransford.com/2010/03/how-to-format-query-letter.html
• ↑ http://www.dailywritingtips.com/how-to-format-a-uk-business-letter/
• ↑ http://owl.english.purdue.edu/owl/resource/653/2/

About This Article

To format a formal business letter, start by typing your name, address, and today’s date at the top of the letter. Then, skip 1 line and write the recipient’s name, and address. Skip 1 more line and include a polite salutation like “Dear Prof. Jones,” to introduce the letter. After that, write the body of your letter to deliver your message. Sum it up with a closing like “Sincerely,” followed by 3 blank lines and your typed name. Finally, sign your name by hand between the closing and typed name. Scroll down to learn how to format informal letters and emails! Did this summary help you? Yes No

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Letter Format Example and Writing Tips

What to Include in a Formal Letter

Written letter format, email letter format, letter template to download, professional written letter example, professional email example, tips for formatting your letter, proofread, spellcheck, and print, how to address the envelope.

 Theresa Chiechi / The Balance

Letter format might not be top of mind when you begin writing an important letter or email, but an appropriate presentation is critical to ensure your message is ultimately well received. A printed letter is usually reserved for important professional communications, such as recommendation letters, cover letters, resignation letters, and business correspondence, so you'll want to know how to write one professionally.

Correct formatting is especially important if you're sending a hard copy to the recipient rather than an email because the letter needs to fit the page, look professional, and be clear, concise, and easy to read.

Review information on what you need to include when writing a professional letter, examples, and advice on the appropriate font, salutation, spacing, closing, and signature for business correspondence.

Key Takeaways

• A formal letter should include details about why you’re writing, an expression of your appreciation to the recipient for considering your request, and your contact information.
• Correspondence can be sent as a written letter or in an email. When sending an email message, list the reason you are writing in the subject line of the message.
• When writing a professional letter, carefully proofread and spellcheck before you print or send it.

Formal correspondence should include the details of why you’re writing, your contact information, a greeting and closing, and your signature.

Beginning of the Letter

Contact Information (Written Letter):  A written letter should include the contact information of both yourself and the recipient (name, title, company name, address, phone number, email), followed by the date.

Contact Information (Email):  When sending an email, you don’t need to include the recipient’s contact information. List your contact information at the end of the letter after your signature.

Greeting:  Address the letter using a professional greeting and formal title ("Dear Mr./Ms./Dr.").

Body of the Letter

The first paragraph of your letter  should provide an introduction as to why you are writing so your reason for contacting the person is clear.

In the  following paragraphs , provide specific details about your request or the information you are providing.

The  last paragraph  of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or the opportunity to arrange a meeting to further discuss your request.

Closing the Letter

Use a formal sign-off , such as "Sincerely" or "Best regards."

Signature (Written Letter):  End the letter with your handwritten signature followed by your typed name.

Signature (Email):  Include your typed name followed by your contact information.

It’s important to include enough detail so the recipient understands why you’re writing and the response you expect to the letter.

Here’s a template for each section of a formal letter:

Your Contact Information   Name Address City, State Zip Code Phone Number Email Address

Recipient Contact Information  Name Title Company Address City, State Zip Code

Greeting   Dear Mr./Ms. Last Name,

Use a  formal salutation , not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, write, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “ To Whom It May Concern .”

Body of Letter

• Paragraph 1: State the reason you are writing, for example, you are asking for something or sharing a piece of information.
• Paragraph 2:  Provide details about your request or the information you’re sharing.
• Paragraph 3:  If necessary, include additional information on the purpose of your letter.
• Paragraph 4:  Thank the reader for considering your request, and ask for a response to your letter.

Closing Best regards,

Signature Handwritten signature (use black or blue ink to sign a written letter)

Typed Signature  Your typed name

Here’s a template for each section of a professional email:

Subject Line Subject: Your Name — Reason for Writing

Greeting Dear Mr./Ms. Last Name,

Body of Message Your message should generally be two or three paragraphs at most. Explain why you’re writing and what you’re requesting.

Closing Sincerely,

Typed Signature and Contact Information Mikala Schwartz mikala.schwartz@email.com 617-123-1234

When sending email correspondence, include the reason you are writing in the subject line of the message. List your contact information under your typed signature at the end of the message.

Here is a letter template that you can download  (compatible with Google Docs and Word Online), or review the text version below.

Nicole Thomas 35 Chestnut Street Dell Village, Wisconsin 54101 555-555-5555 nicole@thomas.com

September 5, 2023

Jason Andrews Manager LMK Company 53 Oak Avenue, Ste 5 Dell Village, Wisconsin 54101

Dear Mr. Andrews,

I’m writing to resign from my position as customer service representative, effective September 16, 2023.

I’ve recently decided to go back to school, and my program starts in late September. I’m tendering my resignation now so that I can be as helpful as possible to you during the transition.

I’ve truly enjoyed my time working with you and everyone else on our team at LMK. It’s rare to find a customer service role that offers as much opportunity to grow and learn, and perhaps more rare to find such a positive, inspiring team of people to grow and learn with.

I’m particularly grateful for your guidance while I was considering furthering my education. Your support has meant so much to me. 

Please let me know if there’s anything I can do to help you find and train my replacement.

Thanks and best wishes,

Signature (hard copy letter)

Nicole Thomas

Subject: Annual Meeting

Dear Kathleen,

Thank you so much for your assistance in planning our annual meeting. Your expertise in handling the meeting arrangements, booking the conference facilities and hotel, coordinating travel, scheduling events, and organizing the meeting is greatly appreciated.

I appreciate your help and advice, and I am hoping we can plan on having your assistance with next year’s event. It’s tentatively scheduled for January 16–20, 2025, in Tampa, Florida. If you can confirm your availability, I’ll be in touch when we’re ready to start planning.

I look forward to working with you in the future, and thank you again.

Best regards,

Peter Hancock

Professional letters should be simple, short, and written in business format using a traditional font.

• Length of the Letter: Most formal letters are no more than one typed page.
• Font Style and Size: Use a plain font such as Times New Roman, Arial, or Calibri. Your font size should be between 10 and 12 points.
• Margins:  Use one-inch margins and left justify your text.
• Spacing: Single-space your letter, and leave a space between each paragraph. Use one-inch margins and align your text to the left. Leave an extra space after the salutation, before the closing, and before and after your handwritten signature in a printed letter.
• Printing the Letter:  Business letters should be printed on plain white paper.

Once you have written your letter, proofread it and carefully spellcheck it on the screen. Then, print it out and read it aloud at least one more time, checking for any errors or typos. This is important as it's often easier to spot errors on a hard copy. 

Reading your letter out loud is a good way to catch a mistake.

Check for formatting errors, such as two paragraphs that don’t have a space between them or lines that are indented incorrectly. Then, before putting your letter in an envelope, sign above your typed name using black or blue ink. 

If you’re emailing your letter, send a copy to yourself to be sure it’s perfect. Then send the final version to the recipient.

Print a copy of your written letter so you have it for your records. Your email will be saved in your “sent” email folder.

When your letter is ready to mail, fold it in thirds so it fits into a business-size envelope. You can use your word-processing program to print the addresses on the envelope or handwrite them. 

Print your name on the top-left corner of the front of the envelope. Print the recipient’s address in the center of the envelope, parallel with the long side. Add a stamp to the top right of the envelope.

NMU Writing Center. " Parts of a Business Letter ."

University of Arizona. " Writing a Professional Letter ."

USPS. " How to Send a Letter or Postcard: Domestic ."

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How to Write a Letter: Letter Writing Types and Examples

• Updated on  
• Jan 11, 2024

Whether for an exam or important communication on the professional front, letter writing is both scoring as well as a paramount need in your everyday life. A letter of recommendation a resignation letter or even a relieving letter – all three require good letter-writing skills! Sometimes, writing a simple, informal letter can also be confusing. There can never be sufficient information on how to write the perfect letter along with the right font, spacing, and formatting! So here is a step-by-step guide to help you write or improve your letter-writing skills, for any important day or exam of your life.

This Blog Includes:

What is letter writing, why is it important to know how to write a letter, choose the right type of paper, use the font and format, write sender’s address , specify dateline , come to recipient’s address , insert greeting/salutation , body of letter  , include complimentary close , signature text , attachments , types of letter, what type of letter should you write, what is a formal and informal letter, types of letter writing, write a letter to the editor, application for leave in office, write a letter to your friend, tips on how to write a letter, sending a letter, what’s p.s., the envelope, more topics under writing.

A letter is a type of written communication that can be written by hand or printed on paper. Although it is not required, it is frequently conveyed to the receiver via mail or post in an envelope. A letter, or a written discussion between two parties, is any such message that is sent through the mail.

The art of letter writing has taken a backseat now that E-mails (Advantages and Disadvantages), SMS, and other means of communication have become the norm. However, letters are still used for a lot of our communication, especially official communication. Letters are still a crucial means of communication, whether it’s a cover letter for a job, a bank reminder, or a college acceptance letter. This is why we must understand the nuances of letter writing.

Also Read: Letter of Explanation

Everyone needs to know how to write a letter, whether it’s for professional or personal reasons. These letters may be short, informal emails at times. They’ll be well-polished for corporate correspondence at other times. Today, printed letters are commonly used for professional or commercial communications, therefore knowing how to compose a letter for professional purposes is essential. It’s especially vital to write a letter appropriately if you’re sending a printed copy to the recipient rather than an email.

Also Read: How to Write a Motivation Letter with Examples & Samples

How to Write a Letter?: Step-by-Step Guide

The following are the general guidelines for writing a letter:

You should type and print your letter on plain white paper. You may wish to print on nice resume paper depending on the circumstances for example if you’re sending a letter of reference or a cover letter with your resume. If you’re writing a business letter on behalf of your company, it’s a good idea to use company letterhead.

Your letter should be typed and printed on plain white paper. Depending on the circumstances—for example, if you’re sending a letter of reference or a cover letter with your resume —you might want to print on excellent resume paper. It’s a good idea to utilize company letterhead when sending a business letter on behalf of your company.

To begin, write your complete address in the upper left-hand corner, including your entire name, street address, city, state, and zip code. Learn how to write an address properly if you’re not comfortable with it.

Specify the date by skipping a line. Use the date you’re writing the letter.

Place the recipient’s entire address after skipping a line. The firm name, the recipient’s name and title, and the postal address must all be included in a professional letter. There’s no reason to mention the firm name or job position in an informal, personal letter.

To put the welcome, skip one more line. This is referred to as salutation. In a formal letter, you say “Dear Mr./Ms./Mrs. Last Name:” After the greeting, formal letters require a colon, whereas informal ones demand a comma. It’s acceptable to use the recipient’s first name followed by a comma in an informal letter.

Start the letter by skipping a line. Separate your thoughts into paragraphs in the body of your letter. You should never write a large block of text in one sitting. Begin a new paragraph for each new collection of thoughts or ideas. Between paragraphs, leave a blank line.

To incorporate a complimentary close, skip one of your final lines. “Sincerely,” “Yours truly,” “Regards,” or something similar can be used as a closure. Whether the letter is official or casual, a comma should always follow the word or phrase you choose to close it.

Skip three lines (where your handwritten signature will be inserted) and input your entire name. On the next line of a formal letter, you should also add your job title.

Skip one more line and type “Enclosure” if you’re including any attachments with your letter. If there are multiple attachments, use parentheses to indicate how many there are, as in “Enclosures (4).”

Also Read: How to Write a Letter of Resignation

Here are the different types of letters:

• Chain letter
• Letters patent
• Audio letter
• Cover letter
• Recommendation Letter and the closely related employment reference letter
• Letter of credence
• Crossed letter
• Informal letter
• Poison pen letter
• Business letter
• Form letter
• Letter of intent
• Hybrid mail (semi-electronic delivery)
• Letter of thanks
• Dear John letter
• Love letter
• Letter of interest
• Cease and desist letter
• Complaint letter
• Query letter
• Letter of resignation
• Letter to the editor
• National Letter of Intent
• Open letter
• Letter of introduction
• Letter of marque

In this game, there are no hard and fast rules. You’ll want to employ a different letter-writing structure depending on who you’re writing to. The greatest choice is usually a casual discussion with a friend or close relative. Many different types of letters can be written for a close family or acquaintance. Here are a few examples:

• Handwritten letters
• Emailed letters
• Typed social media messages
• Cover letters
• Letters of intent
• Value proposition letters
• Business memorandum letters
• Promotion letters
• Reference letters
• Resignation letters
• Thank-you letters

Also Read: Reference Letter vs Letter of Recommendation

Let us have a look at some significant differences between formal and informal types of letters: 

Let us talk about the different types of Letter Writing in a broader spectrum of formal and informal letters. Let us check some of the types of letter writing other than formal and informal letters:

• Business Letter: This letter is written for business purposes and contains information like quotations, orders, claims, complaints, letters for collection, etc. These letters are extremely formal and follow a proper structure
• Official Letter: This letter is written to inform offices, branches, and subordinates. These are for official information like rules, regulations, events, procedures, etc
• Social Letter: A social letter is a personal letter written on the occasion of a special event. This includes invitations, congratulatory letters, condolence letters, etc
• Circular Letter: A circular letter announces information to a large number of people. The letter is circulated to a large group to share information on change of address, change in management, the retirement of a partner etc.
• Employment Letter: It is the type of letter that is written for the employment process like a joining letter, promotion letter, application letter, etc

Must Read: How to Write a Joining Letter?

Formal Letter Writing

While writing a formal letter, it is mandatory to stick to the format and follow a subtle and professional tone as these letters are written for official purposes and contain a professional issue to talk about. Following is a format of formal letter writing: 

• Sender’s Address : Mention the complete and accurate sender’s address in the top left section.
• Date: It is mandatory to put in the date just below the address.
• Reciever’s Address: The appropriate address of the receiver has to be mentioned in a similar order to the sender’s with the exact designation of the concerned person.
• Subject: The subject is a one-line summary of the issue that is mentioned in the letter. It should be written very briefly within one line.
• Greetings: Keeping in mind that it is a formal letter, the salutation must be formal and respectful. You can use Sir or Madam in this case. 
• Letter Body: It is the most important part of the letter. You can divide the content into two or three paragraphs as per the details. It should be formal and to the point.
• Signature: While closing the letter, you can use ‘Yours Faithfully’ and then mention your name at the end. 

Also Read: Formal Letter Format, Types, Samples, and Writing Tips

To clear all your letter-writing doubts, given below is a sample of how to craft an impeccable formal letter to the editor:  

Here is a sample Leave Letter for working professionals:

Also Read: Leave Application Format for Office, School & College

Exploring Letter Writing for English? Don’t forget to go through Message Writing: Examples, Format & Samples . 

Informal Letter Writing

As such, there is no strict format for writing an informal letter but it is advised to follow the usual pattern. As mentioned above, an informal letter is written to friends, relatives, classmates, etc. If you want to learn and score well in your English exam, here is a general pattern of informal letter writing that you can follow:

• Address : Begin the letter by writing your address on the left-hand side of the sheet. It is mandatory to mention the address so that the receiver can reply and it is written on the top left.
• Date: Immediately after the address, the date has to be written. It is compulsory to write and it should be in an expanded format.
• Salutation: Be it informal or formal letter writing, you should greet the person you are writing the letter to. For example, if you are writing a letter to your friend then, you can use ‘Dear Kaysha’ . 
• First Paragraph : Since it is the introductory paragraph, you can start by asking about their well-being in a lighter and casual tone.
• Second Paragraph: This is the main body where you can state your affairs. You can use a friendly tone for friends but if you are writing to an elderly relative, the tone should be polite and subtle.
• Third Paragraph: It is the last paragraph where you have to summarise the message you want to convey through the letter. Conclude it with a goodbye message followed by a short statement mentioning that you await the reply.
• Signature: While signing off, you can use a phrase like Best, Kindly, Lots of Love, etc.

Bonus:  

• List of Courses after 10th Standard
• The Need For Career Counseling After 10th

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Here is a sample for a letter to a friend:

Know All About Acing English for Competitive Exams !

A well-written letter can ensure that you pass the right information to people. For every letter, the method changes. But there are a few things you must know about:

• You must identify the type of letter you are writing
• Ensure that the letter has a proper introduction and conclusion
• Establish the intent of the letter
• Be conscious of the language you use. It changes as per the type of letter you write
• The length of the letter should be optimal. Not too long for the reader to get bored or too short that you are unable to share the information itself

The most difficult portion is over once you’ve determined that the envelope is the correct type. Now all you have to do is mail it. (You can always deliver it yourself if it’s a personal letter.) Simply write the intended recipient’s name on the outside of the envelope in this scenario. Write your name and address in the top left-hand corner or use a mailing label. Carefully write the recipient’s address in the centre of the envelope. International letters should include the country for both the destination and return address, in addition to the state abbreviation and zip code. The cost of postage varies. For current pricing, see the USPS website, or use a forever stamp for US destinations. 

Make sure everything on the outside of the envelope is right. If that’s the case, fold your letter and neatly insert it inside. Seal it only after you’ve double-checked that you’ve included all of the pages you want to send. Isn’t it satisfying to send a letter that you know has been meticulously prepared? A well-written letter, without a doubt, has the best chance of succeeding.

Also, Read: How to Write a Motivation Letter for PhD Programs?

The abbreviation P.S. stands for postscript. It’s something you add after the letter is finished at the last minute. In most cases, postscripts aren’t used in formal letters; if you need to add something, you’ll have to rewrite the entire text to include the new information.

A first-class letter can only be 3.5 ounces in weight in the United States. If your letter is longer than three pages or is printed on thick paper, you’ll need to weigh it to ensure it fulfils the standards. The envelope’s size and shape are also important. It must be rectangular and less than 611 inches in length, or it will be returned to you by the post office.

You can check out the writing formats by clicking on additional topics below.

• Feature Writing
• Summary Writing
• Difference Between Precis and Summary
• Leave Application
• Message Writing
• Precis Writing
• Travel Writer
• Report Writing
• Script Writing 
• Article Writing

Isn’t it satisfying to send a nicely crafted letter? A well-written letter, without a doubt, has the best chance of succeeding. To ensure that your letter truly shines, it must be error-free and create the appropriate tone. Use any writing assistance to detect spelling and grammatical errors, and provide formatting tips and guidance to help you produce clear, easy-to-follow emails that keep your recipient’s attention. Write the perfect letter and stand out for your amazing choice of words and structure.

Related Articles

Ans. To start writing a letter, you will have to know who you are writing to and the reason behind the letter. With that in mind, you can start drafting your letter with the Sender’s address on the left-hand side of the paper at the beginning, followed by the date.

Ans. Formal Letters and Informal Letters are the two basic styles of letter writing. Informal letters are written for whatever you wish to tell your friends or family, whereas formal letters are prepared for official purposes.

Ans. A letter can be divided into six halves. The sender’s address and date, the receiver’s address and date, the salutation, the body of the letter, the complimentary close, and the signature are all included.

Ans. The five steps of writing a letter are – writing the name, contact information, and date, writing the receiver’s name and information, writing the greeting and main body of the letter, writing complimentary closure, your name, and signature, and sending the letter.

Ans. The three types of letters are formal letters, semi-formal letters, and informal letters.

Thus, letter writing is an art in which one can excel with sufficient practice. If you are clueless about how to proceed after class 12th, then take the assistance of the professionals at Leverage Edu who will not only guide you in choosing the right university but will also help in completing the admission-related formalities!

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How to Write an Effective Application Letter [with Example & Tips]

By Sheila Kravitz

11 min read

An application letter is a vital document in any job seeker’s arsenal, at the same level of importance as resumes and cover letters. It’s often an applicant’s first point of contact with recruiters and hiring managers .

So, how do you write an effective job application letter to highlight your skills and experience, capture the potential employer’s attention, and increase your chances of getting a job? These are the questions that we’re going to answer in this article while also giving you concrete examples and expert tips that’ll make your letter shine.

Without further ado, let’s jump right in!

Key Takeaways

An application letter is a document similar to a cover letter or a resume that job seekers submit when they are interested in a role .

The document is similar to a cover letter , and it should follow business letter formatting .

Before writing an application letter, you should research the company and read the job ad to find out which skills and qualifications are needed.

An introductory paragraph should be attention-grabbing , highlighting the amount of work experience you have and at least one highly impressive accomplishment.

The middle portion of the document should be all about your skills and achievements relevant to the job.

A call to action toward the end of the letter increases your chances of being invited for an interview.

What is a Job Application Letter?

A job application letter is a document that’s in many ways similar to a cover letter. It’s written and sent with the purpose of applying for a job . As such, it should convey valuable information about your skills, experience, and motivation for the role that you’re applying for.

However, while a cover letter is a supplementary document to a resume , a job application letter is typically a standalone document and should be sent without additional attachments. As a result, it needs to be longer and more detailed than a cover letter.

Still, an application letter should be a concise, one-page document that serves as an elevator pitch. Use it to get in touch with potential employers and make a lasting first impression that can secure you an interview and expedite the hiring process.

The Best Way to Format Your Job Application Letter

The best way to format your job application letter is to follow the business letter format and layout . This includes organizing the information in a specific way and ensuring that your document is visually clean.

Here’s how to arrange the information in your application letter:

Job Application Letter Format

Contact information

A formal salutation

A catchy introductory paragraph

The middle portion, with your skills and achievements

A closing paragraph with a call to action

A cordial letter closing with your sign-off

This is the optimal structure to follow when writing a job application letter, as it gives hiring managers the chance to see what they want to see exactly when they want to.

Now let’s see how you can create an impeccable layout for your application letter:

Job Application Letter Layout Guidelines

Your document should be one page long .

Choose an appropriate font for your application letter, like Calibri or Helvetica.

Set the font size between 10 and 12 pt.

Adjust margins to at least 1 inch on all sides.

Use 1.0 or 1.15 line spacing and insert an additional line between paragraphs.

Align text to the left or use justified alignment.

A Step-by-Step Guide to Writing a Perfect Application Letter

Let’s learn how to write an application letter for a job with a step-by-step guide that’ll show you how to craft every part of it.

#1. Research the Company

Researching the company is the first step before you even start writing your application letter . This is crucial, as your document has the best chance of garnering attention from hiring managers if it’s tailored and relevant to the position that you’re applying for.

That’s because every job is different, and even similar roles within the same industry require different sets of skills and experiences. By looking into the organization that you want to join, examining the job ad, and paying attention to the requirements, you’ll be able to pinpoint exactly what hiring managers and employers look for in candidates .

After that, you’ll be able to lean on those experiences, as well as the hard and soft skills that you know are necessary for the job. That’ll set you apart from other candidates with generic application letters that don’t entirely match the posted requirements.

#2. Write an Introduction

Writing a strong introductory paragraph is one of the most important steps in the process of crafting an application letter. It’s your way of grabbing the reader’s attention and persuading them to check out the rest of your document.

Hiring managers are busy professionals and sometimes merely skim through application letters , spending just a couple of seconds on each. That’s why you want the first few sentences to be as captivating as possible.

Use this paragraph to mention the position that you’re applying for, emphasize how much experience you have , and highlight one or two particularly notable accomplishments.

Here’s an example:

Introduction Example

I am writing to express my interest in the architect position at Sky Vision Inc., as advertised on your website. With more than 11 years of experience in residential design and project management, as well as a Global Award for Sustainable Architecture under my belt, I am confident that I’ll be able to contribute to your esteemed organization and lead your large-scale projects.

#3. Emphasize Your Skills & Achievements

Once you have the hiring manager’s attention, it’s time to impress them with your unique skills and achievements . Remember that the goal is to be as relevant as possible, so focus on those accomplishments that indicate how you are going to perform in their company should they hire you.

One of the best ways to make this part of your application letter pop is to use numbers for quantification . They add measurable value to your accomplishments, adding credibility to them and making them stand out in the eyes of hiring managers.

Let’s see that in an example:

Emphasize Skills & Achievements Example

I have a proven track record of handling more than 50 projects from inception to completion, within budget, and with no missed deadlines. One of my biggest accomplishments was carrying out a $35 million project and achieving a delivery time 13% faster than the industry standard.

#4. Say Why You’re a Good Fit for the Role

In addition to accentuating your skills and experience, you should stress that you’re the perfect person for the role you’re applying for. This builds on the summary of qualifications that you already talked about to show potential employers how they are going to benefit from hiring you .

To achieve this goal, you can point out the moments when your previous employers prospered from your work , such as how you helped them gain new clients, boost their revenue, improve their business, and more.

Why You’re a Good Fit for the Role Example

Exceptional skills in design software like AutoCAD and Revit, coupled with a commitment to green and user-centric architecture, garnered me a 96% user satisfaction rate and an increase in the company’s repeat business by 67%.

#5. Close Your Letter With a CTA

You should take the opportunity to include a call to action (CTA) toward the end of your application letter. A CTA is a marketing term describing something created to elicit a response .

In terms of an application letter, a CTA can be an invitation for hiring managers to contact you for a job interview . This one simple sentence can vastly improve your chances and secure you the next step in the hiring process.

Close the Letter With CTA Example

Thank you for your time. I would love the opportunity to discuss my qualifications over an interview and explain further how I could contribute to your organization.

Let’s put what we’ve learned into practice and check out a complete application letter example :

Application Letter Example

3 Tips for Crafting an Effective Job Application Letter

Let’s wrap it up with a couple of expert tips that’ll help you craft the best application letter for a job vacancy:

Job Application Letter Writing Tips

Show that you’re interested in the company. Mention something specific about the organization that you want to join that compelled you to apply to them in particular. That’ll set you apart from the competition, as it shows true passion and indicates that you’re already familiar with their work.

Address the reader by their name. Greeting the reader by their name creates a connection right from the get-go. It’s a great way to build rapport and show that you went the extra mile to research the company.

Write a new job application letter for every position. Don’t submit the same application letter every time you apply for a new job. Even slight modifications can still make your document look generic. For maximum chances with recruiters, your best bet is to write a new one every time.

Final Thoughts

Writing a strong application letter is a skill in and of itself. It represents a combination of research skills, communication skills , writing skills , attention to detail, and more. However, learning this ability is crucial, as it opens doors to invaluable opportunities and helps you move your career in the right direction.

Fortunately, learning to write this document is not that difficult once you understand the basics . The format and layout remain the same, regardless of the career or role that you’re applying for. One application letter sample works for any position; you just need to adapt it to suit your needs.

That’s why we’ve provided step-by-step instructions and a complete example of an application letter, arming you with all the knowledge you need. Best of luck getting the job of your dreams!

Application Letter FAQ

#1. when do you need a job application letter.

You need a job application letter when you’re applying for a role , and you want to stand out among the competition. This document serves as a testament to your skills and experience, and its goal is to portray you as a qualified candidate who’s perfect for the job.

#2. Is a letter of application the same as a cover letter?

A letter of application is not the same as a cover letter , but they share many similarities. The two documents have the same formatting, and both convey valuable information about your competence. However, a cover letter supplements your resume, while an application letter is a standalone and more comprehensive document.

#3. How do I write an application letter that stands out?

To write an application letter that stands out, focus on the skills and accomplishments that are relevant to the job that you’re applying for . Use an attention-grabbing introductory paragraph and include a call to action toward the end. Finally, leverage numbers to add measurable value to your achievements.

Create your cover letter once, use it everywhere

• For Small Business

How to Write a Business Letter That Gets Results in 2024

• May 13, 2024
• by steven-austin

Even though writing a letter may seem old-fashioned in today‘s digital world, business letters are still a crucial tool for professional communication and collaboration. Whether you need to pitch a sale, apply for a job, request information, or resolve a complaint, knowing how to craft a persuasive letter can help you achieve your goals and make a positive impression on your recipients.

In fact, a well-written business letter may be even more impactful now that they‘re less common. A 2022 survey by the U.S. Postal Service found that 70% of consumers said they were more likely to open and read direct mail than email. In an overflowing inbox, a thoughtful letter can stand out and show that you value the communication enough to put pen to paper (or fingers to keyboard).

So what does it take to write a business letter that gets noticed – and gets results? In this guide, we‘ll break down the art and science of effective letter writing, with tips, templates and examples you can use to craft powerful letters for any professional scenario.

Why Business Letters Still Matter

In an age of instant messaging and video calls, it‘s easy to think of letters as a relic of the past. But there are several reasons why business letters are still an important communication tool:

They convey professionalism and credibility. Taking the time to write a well-formatted letter shows that you are serious, detail-oriented and respectful of established business norms.

They provide a permanent record. Unlike phone calls or face-to-face meetings, letters create a tangible paper trail that can be filed, referenced and shared as needed.

They allow for careful composition. Writing a letter gives you the opportunity to thoughtfully organize your points and choose your words for maximum impact, without the pressure of a real-time interaction.

They can break through the digital clutter. In a sea of emails and app notifications, a physical letter can grab attention and leave a lasting impression in a way that electronic communications often can‘t.

How lasting is that impression? Research by the firm Epsilon found that 80% of recipients could recall a brand directly after receiving direct mail, compared to just 44% after seeing a digital ad. Even in the digital age, the tactile experience of holding and reading a letter forges a stronger connection.

The Anatomy of a Persuasive Business Letter

Crafting an effective business letter is both an art and a science. While the content and tone may vary depending on your industry, audience and objectives, most persuasive letters share a common structure:

Start with your contact information, including your full name, title, company name, address, phone number and email. If you‘re writing on official company letterhead, this may already be included.

Include the full date you‘re sending the letter, in a standard format such as April 1, 2024.

3. Recipient‘s Address

List the recipient‘s name, title and full mailing address. If you don‘t have a specific contact name, you can use a general title such as "Human Resources Director" or "To Whom It May Concern."

4. Greeting

Open with a professional salutation followed by the recipient‘s name, such as "Dear Ms. Patel" or "Dear Jordan." If you don‘t have a name, "Dear [Job Title]" or "Dear Sir/Madam" are appropriate.

5. Opening Paragraph

Your first paragraph should grab the reader‘s attention and clearly state your reason for writing. Start with a strong hook – an interesting fact, question, or brief anecdote related to your main point.

6. Body Paragraphs

In the main part of your letter, build your case with persuasive points, relevant details and specific examples. Focus on benefits over features, anticipate potential objections, and include evidence such as data, testimonials or research to support your arguments. Use short paragraphs and clear, confident language.

7. Closing Paragraph

End your letter by restating your main point and including a clear call to action – the next step you want the reader to take, whether it‘s scheduling a meeting, visiting a website or sending a reply. If you plan to follow up, you may mention that here.

8. Sign-Off

Choose a professional closing such as "Sincerely," "Regards" or "Best," followed by a comma. Leave about four lines of space for your signature if you plan to print and sign the letter by hand.

9. Signature

Type your full name, followed by your title if relevant. If you‘re printing the letter, sign your name by hand in the space above.

10. Enclosures

If you‘re including any additional documents, such as a resume or product specs, list them here with the word "Enclosure" or "Attachment."

Of course, this is just a general template – the specific content and organization of your letter will depend on your purpose and audience. Let‘s take a closer look at some common types of business letters and how to adapt your approach for each one:

Sales Letters

The goal of a sales letter is to persuade a potential customer to take a specific action, such as making a purchase, scheduling a demo or requesting more information. To write an effective sales letter:

• Grab attention with a strong headline. Your opening line should hook the reader with a provocative question, surprising statistic or bold claim related to their needs or challenges.
• Focus on benefits, not just features. Instead of simply listing product specs, emphasize the real-world results and value your offering can provide.
• Use social proof. Include customer testimonials, case studies or research data to build trust and overcome objections.
• Create urgency. Motivate the reader to act with a limited-time offer, exclusive invitation or compelling event.
• Make the next step crystal clear. End with a specific call-to-action and make it easy for the reader to follow through, whether it‘s with a phone number, reply card or custom URL.

For example:

Dear [Name], What if you could cut your team‘s project turnaround time by 50%, without adding staff or costs? That‘s the average result our customers see after switching to the Zooma productivity suite. Trusted by over 10,000 teams worldwide, Zooma streamlines workflows, automates routine tasks and enables seamless collaboration, so you can focus on high-impact work. Just ask our customer Andrea H., a project manager at Tectonic Agency: "We used to spend hours each week wrangling spreadsheets and chasing down updates. With Zooma, everything‘s in one place and I can see exactly where projects stand with a single click. It‘s a game-changer." I‘d love to show you how Zooma can supercharge your team‘s productivity too. If you have 15 minutes this week, I‘d be happy to give you a personalized demo – just reply to this email or book a time on my calendar here: [Scheduling Link] Talk soon, [Your name] Zooma Sales Director

Job Application Letters

Also known as cover letters, job application letters introduce you as a candidate and motivate the employer to read your resume. A strong application letter should:

• Show genuine interest. Convey enthusiasm for the specific role and company, demonstrating that you‘ve done your research.
• Highlight your most relevant qualifications. Cherry-pick the skills and experiences from your background that best match the job description and employer‘s needs.
• Tell your story. Go beyond your resume bullet points to share your unique career narrative and professional strengths.
• Provide social proof. If you have impressive achievements or references, mention them to build credibility.
• Express your culture fit. Demonstrate shared values and point out how you would integrate well with the company‘s mission and work style.

For instance:

Dear Ms. Hernandez, When I saw the Senior UX Designer posting on LinkedIn, I knew I had to apply. I‘ve been following BluWave Digital‘s work for years, and have always been impressed by your user-centric approach to design challenges. In my current role at TechCo, I‘ve had the opportunity to lead UX strategy for several high-profile products, including our flagship mobile app that‘s now used by over 500,000 customers. By focusing on user research and rapid prototyping, I was able to increase adoption rates by 30% while also improving key satisfaction metrics. Previously, as a UX consultant, I collaborated with cross-functional teams on projects for clients in healthcare, e-commerce and education. My former manager described me as "a powerhouse of creative problem-solving" and "unmatched in her ability to put the user first." Beyond my design chops, I‘m also passionate about mentoring junior designers. I started an informal UX learning community that‘s grown to over 200 members who meet regularly to share knowledge and feedback. This spirit of continuous learning and collaboration is a big part of what draws me to the BluWave culture. I would love the chance to bring my skills and enthusiasm to the Senior UX Designer role. Could we set up a time to discuss how my experience could help drive BluWave‘s mission forward? Sincerely, [Your Name]

Networking Letters

Networking letters are a proactive way to build relationships in your industry and find hidden job opportunities. Whether you‘re requesting an informational interview or simply introducing yourself, a great networking letter should:

• Establish a connection. Mention a mutual contact, shared interest or recent meeting that prompted you to write.
• Clearly state your purpose. Are you looking for general career advice, exploring opportunities at their company, or simply wanting to discuss industry trends? Be upfront about your goals for reaching out.
• Demonstrate your value. Even if you‘re not explicitly asking for a job, highlight your relevant expertise and show how you could be a useful contact.
• Keep your ask reasonable. Respect the recipient‘s time by keeping your request brief and specific, such as a 20-minute phone call or coffee meeting.

Dear Mr. Gupta, I was inspired to reach out after hearing you speak on the "Future of FinTech" panel at the ICT Summit last month. As a software engineer with a passion for blockchain, I resonated with your vision for how decentralized tech will transform financial services. For the past three years I‘ve been part of the founding tech team at CryptoWallet, where I‘ve focused on building secure infrastructure for our digital asset exchange. Along the way I‘ve become fascinated by the potential applications of blockchain beyond cryptocurrency. Given your extensive experience driving innovation in the FinTech space, I would be grateful for the opportunity to learn more about your perspective on the sector and career path. Might you have 20 minutes in the coming weeks for a brief call to discuss the skills and qualities needed to succeed in this fast-evolving field? I‘ve attached my resume for reference, but please know I‘m not reaching out about a specific role at this time. I simply aim to expand my industry knowledge and make meaningful connections as I plan my next career steps. Thank you for considering my request. I‘m available at your convenience and happy to work around your schedule. Warm regards, [Your name]

Writing With Confidence and Clarity

No matter what type of business letter you‘re writing, there are some general principles that will help your message hit the mark:

Know your audience. The more you understand about your reader‘s needs, values and communication style, the better you can tailor your content and tone. Are they more data-driven or emotionally motivated? Pressed for time or open to a longer discussion? Adapt accordingly.

Lead with the main point. Don‘t make your reader guess why you‘re writing or bury your key message in the third paragraph. Open with a clear statement of purpose and put your most important information up front.

Anticipate questions and objections. As you build your case, think about potential pushback or concerns your reader might have. Address them proactively in the letter to instill confidence and save time.

Back up your claims. Whenever possible, support your points with specific examples, data, testimonials or research. Showing is more powerful than telling.

Be concise and scannable. Keep paragraphs short (2-3 sentences max) and use formatting like bullets, bolding and underlines strategically to highlight key information. Make it easy for your reader to digest your message quickly.

Use a professional but conversational tone. Business letters should convey competence and respect, but that doesn‘t mean they have to be stiff or overly formal. Use clear, direct language and aim for a tone you would use in a face-to-face meeting.

Proofread carefully. Typos and grammatical errors can undermine your credibility, no matter how compelling your content. Always run a spell check and ask a colleague or friend to review your letter before sending.

By following these principles and studying the examples in this guide, you‘ll be equipped to craft business letters that deliver results. Whether you‘re pitching your product, making a case for your candidacy or building your professional network, a well-written letter can open doors.

So the next time you need to make an important request or share a key update, seize the opportunity to stand out from the digital deluge and put your best foot forward on paper. In a world of fleeting pixels, a thoughtful business letter is a tangible investment in relationships and results that can pay dividends for years to come.

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10.4: Reflective Cover Letters

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The previous chapters in this section on Writing Reflectively introduced you to the basics of critical reflection and offered a few different approaches to practice it. Those strategies, including Driscoll’s “So What?” cycle of reflection and K-W-L learning, are often deployed in a variety of academic and professional situations. They can be adapted to many different scenarios. In academia, however, one of the most common reflective assignments is a simple cover letter written at the end of an assignment, project, or entire course.

The cover letter genre can be very informal or intensely rigorous, depending on the preferences of the instructor. But nearly all such assignments expect the student to reflect on completed work in such a way that they successfully demonstrate growth in the course. The audience here is key: cover letters are often targeted directly towards the instructor and aim to convince them that the student did indeed learn what they were supposed to. Unlike other reflective forms of writing, the cover letter borders on a hybrid status: it’s primarily reflective, yes, but it must also persuade the audience that something was learned.

This hybrid nature of the cover letter genre can make writing it more challenging than students often assume. The metacognitive aspect of the letter demands that the student monitor their own learning, as well as how certain kinds of knowledge might transfer to other areas; but the persuasive aspect of the letter also expects the student to provide evidence for each point that they make, somewhat akin to a thesis-driven persuasive essay. In fact, as Laurel L. Bower suggests in the Journal of Basic Writing , a compelling letter will employ all of the persuasive appeals, including logos, pathos, and ethos .

Ethos : The student demonstrates care and attention to writing as a craft; and, in the case of research-intensive courses, a dedication to quality sources. The metacognitive reflections throughout the letter also contribute to the image/character of the writer.

Pathos : Cover letters often have an affective dimension , focusing on the extent to which writing is often a deeply emotional form of labor. Persuasive letters will track the student’s experience during periods of hardship and show how they responded.

Logos : Effective letters are persuasive in part because they offer concrete evidence for each point. Any generalization and transferable nugget of wisdom should emerge from a specific experience in the course. Otherwise, the letter can quickly devolve into empty platitudes that simulate reflection without actually demonstrating it. [1]

The main purpose of a cover letter is to persuasively demonstrate the student is familiar with the course outcomes, is aware of the extent to which they practiced them, and can project how those practices contribute to future learning (transfer). However, it’s not uncommon for cover letters to devolve into crude flattery and unconvincing pseudo-reflections, when “students seem more concerned with pleasing the teacher and appealing to his/her set of values than analyzing their priorities and thinking.” [2] To avoid these inauthentic reflections, follow the assignment criteria closely and remember to practice the persuasive appeals above.

Assignment Example: Reflective Cover Letter

Length: 3-4 pages double-spaced, times new roman 12 pt. font.

The Reflective Cover Letter is a vital part of your portfolio. It should be written last, after you’ve completed your revisions. This cover letter is a highly detailed, thoughtful reflection on your work in this class; on your sense of yourself as a writer; on the “learning behind the writing projects” that you’ve done; and on what conscious, deliberate connections you can make to work you will be doing next semester and in your future academic, professional, and/or technical lives/careers.

Imagine that you’re writing for someone who doesn’t know you or your work, and you want to show that person all you can about what you’ve done and written and learned, using your own included drafts and revisions as evidence. This letter is basically an argument, where you—the writer—are aiming to convince the reader that you’ve learned X, and here’s all the evidence. Writing the Reflective Cover Letter gives you the opportunity to look hard at what you’ve done with writing in this class and where you’re going with writing in the future.

Please write this assignment in letter format. You can address the letter to your instructor, and/or to your instructor and your class colleagues. If your portfolio is chosen (at random) to review, other English teachers may read it too. The cover letter provides a lens for anyone reading your portfolio to understand the writing and revision moves you’ve made.

All R/P Cover Letters should address the following at a minimum:

• Discuss what your own expectations were for you as a writer, thinker, and learner at the beginning of 102. How have you grown as a writer (if you have)?
• What are you especially proud of this semester? Why?
• Take us behind the scenes for the two significantly revised essays included here. For each one, discuss:
• What specific changes you’ve made, why, and what the results of those changes are;
• How it demonstrates your ability to write for different audiences and/or purposes. What kinds of decisions do you make? How?
• Your evolving sense of yourself as a researcher, as represented in this portfolio. What kinds of research can you do that you couldn’t do at the beginning of the semester? How is that represented in your portfolio pieces?
• How the process of both giving and receiving peer feedback affected your writing. What did you learn about feedback? How did your experience with peer feedback in this course compare with previous courses?
• How your conception of your writing process(es) have changed this semester. If so, in what ways?
• Consider where you’re headed next as a writer – choose one or two “next places” to make some projections about (this could be next semester’s classes, your major classes, your life, your work). While you won’t likely be given these particular kinds of writing tasks again, what underlying strategies about writing or how to approach writing/research have you learned about in 102 that you’d like to remember for other situations? Why? Assignment Example: Reflective Cover Letter
• The ethos, pathos, and logos approach to Cover Letters is from Bower's article, "Student Reflection and Critical Thinking: A Rhetorical Analysis of 88 Portfolio Cover Letters," Journal of Basic Writing , Vol. 22., No. 2 (Fall 2003), pp. 53-55. ↵
• Bower, p. 60. ↵

How to Write a Two Weeks Notice Letter

S ooner or later, you'll leave your current job for a better opportunity, perhaps with higher pay or more professional development resources. Whatever the case, you must know how to write a two weeks notice letter to your direct supervisor or boss.

Yet writing an effective, respectful two weeks notice letter can be challenging, especially if you don't know exactly what to say. Read on to learn how to write a two weeks notice letter step-by-step, plus some tips you can use to ensure your letter hits all the right marks.

What is a two weeks notice?

A two weeks notice letter is a formal notice that you intend to resign from your position in two weeks. Two weeks is the standard time to notify your employer about that intention — that way, they have enough time to begin looking for your replacement, and you have enough time to wrap up any final duties.

Say that you are working on a big project with several other coworkers. You get an exciting opportunity to work at a different company for more money. Naturally, you want to take that opportunity, but it's disrespectful to just up and leave in the middle of a project.

Instead, you give your employer a two weeks notice letter. That way, you can get your affairs in order regarding the project, and your employer can start looking for your replacement ASAP. Sometimes, they can even replace you before the two weeks are up.

Why are two weeks notice letters important?

While not legally required , two weeks notice letters are important primarily as a gesture of respect. It shows your employer that you still respect their time and efforts even though you know leaving them will inconvenience the company. Similarly, it gives you enough time to wrap up any final projects or company business you may need to finish before leaving for another organization.

More importantly, a two weeks notice prevents you from burning bridges with your employer (assuming they are similarly respectful and understand that you must do what suits your career or family). If you submit a two weeks notice letter to your employer before quitting, they'll be much more likely to write you a recommendation letter for a future employer or school program.

On the flip side, if you don't provide your employer with a two weeks notice letter, they might not recommend you to a future company. They may also tell you to leave immediately, preventing you from collecting two more weeks of pay.

Related: What Employers Should Have Learned from the Great Resignation

How do you write a good two weeks notice letter to your boss?

Writing a solid, respectful two weeks notice letter to your boss isn't as difficult as you may think. Here's the step-by-step process you should follow every time.

Find a template

First, find a decent two weeks notice letter template online. Many websites, including recruitment websites and sites like LinkedIn, have resignation notice letter templates available, which you can download and fill in using Microsoft Word or another word processor.

Which template you choose doesn't matter; they're just handy tools, so you don't have to draw up the outline for your two weeks notice letter from scratch.

Address the letter

Now it's time to address the letter to its intended recipient. This is generally your direct supervisor or boss. You should include the date, company name and the name of the person to which the letter is addressed. Use their formal title if possible.

State your resignation

The central part of the letter will be your resignation statement . In the opening paragraph of your two weeks notice letter, just state that you are informing your employer that you will resign from your position in two weeks from the current date. Always state the current date you write a letter (and you should consistently deliver your two-week notice letter on the same day you write it). That way, the two-week countdown doesn't start when your boss receives the letter.

In the latter case, your boss could pretend not to receive the letter for some time after delivery, extending the time you "have" to stay with your current company.

Express gratitude for opportunities

Adding a second paragraph to thank your employer for the opportunities and positive experiences you have had is essential. You don't need to tell your employer why you are leaving. It's usually not necessary. If you meet with your supervisor or boss in person, you can provide them with extra details over a conversation if you like.

This part of the two weeks notice letter is essential so your employer knows there aren't any bad feelings on your side. This will be a crucial element if you ever need to be rehired by the same organization.

Make it clear you'll fulfill your last duties

In the third and final paragraph, state clearly that you plan to fulfill your duties until the last day of your employment. This takes some of the stress of finding your replacement off the shoulders of your employer, plus highlights the respect with which you are handling the entire process.

Sign the letter

Lastly, sign the letter with a formal closing, like "Sincerely." Sign your name in cursive and print your name above it.

Related: Had Enough of Your Job? 5 Tips for Writing a Resignation Letter

3 critical tips for writing an effective two weeks notice letter

Practically every two weeks notice letter will be the same and follow a similar template as the one described above. However, you should also keep some tips and strategies in mind when drafting your letter to ensure it has the right effect.

1. Keep it short and simple

First, and perhaps most importantly, always keep your two weeks notice letter short, sweet and to the point. Do not go into excessive detail, and don't make it very long to read.

When you hand your two weeks notice letter to your boss, they will immediately know what it is. If you have a good relationship with them, they should be particularly surprised by your decision.

In any case, keeping your letter short is crucial because the actual contents don't matter so much. In some ways, your two weeks notice letter is documentation that you are following the responsible, respectful resignation process. Giving your employer extra fluff to read won't buy you any favors or make you look any better.

2. Be respectful

As you draft your letter, you should be as respectful as possible. Always use your boss's formal title, and avoid overly casual or friendly language. Keep your words formal and professional at all times. Again, one of the primary purposes of a two weeks notice letter is to show your employer respect while still exercising your right to terminate your at-will employment contract.

3. Plan to leave immediately, just in case

Unfortunately, a two weeks notice letter doesn't always have the intended effect. Some employers are less than stellar; if your boss is upset that you are leaving the company, they could lash out at you. This is unfair, but it's something you need to prepare for.

By far, the most common unintended side effect of handing in a two weeks notice letter is your boss telling you to get out immediately. In that case, you may be fired, in which case you can collect certain benefits. But don't worry about that right now — instead, go back to your desk and clean everything out.

To prepare for this possibility, you should plan to leave immediately after turning in your two weeks notice letter, just in case. You can't ever know with 100% certainty how someone will react to your intention to depart, so it's best to be prepared to start your job hunt or prepare for your new job ASAP.

Related: 8 Keys to Keeping Employees Happy and Engaged During the Great Resignation

How can you write an excellent two weeks notice letter?

Now you know how to write a two weeks notice letter. With this information, you can gracefully bow out from any job position in pursuit of a better opportunity.

Check out Entrepreneur's other articles for more information about resignation and other professional topics.

Scholarship Letter

Letter maker.

When you acquire an academic scholarship for your college or high school education, it’s a long process. A scholarship letter would be needed for different kinds of processes so that an individual can avail of a scholarship. Typically, a scholarship letter would be written by a student who acquires a scholarship application, an organization that offers financial aid for educational purposes, or an educational institution that offers scholarship grants.

20+ Scholarship Letter Examples

1. scholarship application letter template.

• Google Docs

2. Scholarship Rejection Letter Template

3. Scholarship Application Letter Financial Need Template

4. Scholarship Application Letter For Masters Degree Template

5. Scholarship Application Letter Sample For College Template

6. Scholarship Request Letter Template

7. College Scholarship Thank You Letter Template

8. Sample Scholarship Award Letter

Size: 63 KB

9. Sample Scholarship Cover Letter

Size: 67 KB

10. Scholarship Letter of Intent

Size: 274 KB

11. Scholarship Award Letter Example

Size: 69 KB

12. Scholarship Cover Letter Example

Size: 13 KB

13. Scholarship Program Cover Letter

14. Scholarship Application Cover Letter

Size: 42 KB

15. Student Scholarship Grant Letter of Intent

Size: 177 KB

16. Scholarship Letter of Intent Format

Size: 122 KB

17. Sample Scholarship Application Cover Letter Example

Size: 58 KB

18. Scholarship Letter of Reference

Size: 134 KB

19. Student Scholarship Application Letter of Reference

Size: 53 KB

20. Basic Scholarship Cover Letter Example

Size: 33 KB

What Is a Scholarship Letter?

A scholarship letter is a document containing information about scholarships and the parties that are involved in it. A scholarship letter plays an important role in delivering the correct and precise information to its recipients. It is an old communication tool that is being used by organizations or institutions because it conveys formality. A scholarship letter must be written clearly to avoid confusion and misunderstanding since it’s content is either about an approved scholarship application ,  thank you letter, scholarship award letter, etc.

Types of Scholarship Letters

1. scholarship application letter.

A scholarship application letter is a document that is submitted to an organization or institution that offers scholarships. This type of letter is usually written by students who want to achieve their educational goals but have a great financial need. A scholarship application letter must contain the information that is going to be the basis of whether the student is qualified for the scholarship. This way, an organization or institution can choose the right and deserving scholarship candidate.

2. Scholarship Award Letter

A scholarship award letter is written to an individual when he or she has been successfully granted a scholarship. This type of letter must be written in a positive tone since it contains good news. The information written in this letter must be the reason why the candidate has been granted a scholarship, why he or she deserves it, and why you (the letter-writer) are be congratulating the individual.

3.  Scholarship Letter of Recommendation

A scholarship letter of recommendation is written when an individual or an institution recommends a certain individual for a scholarship. This letter contains the qualities, achievements, and the potential of the individual as to why he or she is the perfect candidate for the scholarship. As proof that the said individual is the perfect candidate, the writer must include his or her experiences with the said individual. The writer must write these experiences in a detailed manner to avoid confusion regarding the individual’s potential.

For example, the candidate’s name is John, and the writer can say, “I was John’s English teacher for his senior year. During the school year, John’s grades and his class productivity was constantly rising. He was able to meet more than the requirements I required in my class. He had an outstanding performance and was constantly joining the extra-curriculum activities offered by our school.”

4. Scholarship Thank-You Letter

A scholarship thank-you letter is written when an individual has been granted a scholarship. This type of letter expresses an individual’s attitude of how thankful he or she is for the given scholarship. The content of this letter must be a message of appreciation and how helpful the scholarship will be for the individuals’ education. It is important to show how glad an individual is for the granted scholarship application because it builds a genuine trust that the given scholarship will not go to waste.

How To Write a Scholarship Letter

There are many available online templates for a scholarship letter, but if you want to write your letter, here are some easy steps for you to follow:

1. Formality

A scholarship letter must be formally written since it is a legal document with a purpose. A formal scholarship letter portrays professionalism in an individual. An informal scholarship letter would have questions being raised from the authority since it is very unpleasant to read, or your letter might not be acknowledged.

2. Grammar and Punctuation

A scholarship letter must have correctly used grammar and punctuation. It is important to make sure that these two are used in the right way because it’s going to create a huge and negative impact on your letter if you have grammatical errors and wrongly placed punctuation marks. According to a Harvard Business Review article, even  professionals make 45% of grammatical errors . These are important components in helping the reader understand what you write in your letter.

3. Correct Format

Since there are many types of scholarship letters, one must know the correct format for each of them. A correct format signifies that an individual knows what he or she is writing, and it also shows that the individual is sincere in his or her intentions.

4. Genuine Content

The content of a scholarship letter must be genuine in all aspects. When writing a scholarship letter, an individual must tell the truth in every detail. False information may lead to your letter not being acknowledged or, worst-case scenario, an individual’s scholarship letter might not be accepted in other institutions since he or she has a lousy record in writing false information in a scholarship letter.

School institutions have used scholarship letters for quite a time. It is how they communicate with students who need a scholarship grant. It is a basis for whether a student is qualified for a scholarship. An acceptance decision just can’t be made without a scholarship letter since it’s contents is the key information in processing scholarship grants to students.

Text prompt

• Instructive
• Professional

Write a letter to parents informing them about the upcoming parent-teacher conference at school

Compose a letter to students congratulating them on their achievements in the recent science fair.

How to Write an Invitation Letter (with Examples)

• by Nour Salah
• May 12, 2024 May 12, 2024

Table of Contents

Invitation letters are essential for a variety of events, from corporate meetings to personal celebrations. Crafting an effective invitation letter requires attention to detail, clarity, and a clear understanding of the purpose and audience. This comprehensive guide will walk you through the key components and best practices for writing an impactful invitation letter.

1. Understanding the Purpose of the Invitation Letter

An invitation letter serves as a formal request for the recipient to attend an event. It provides essential details about the occasion and conveys the importance of the recipient’s presence. The purpose of the invitation letter can vary widely, from business-related events such as meetings, conferences, and seminars to personal occasions like weddings, birthdays, and anniversaries. Understanding the purpose is crucial as it shapes the tone, content, and formality of the letter.

Key Objectives:

• Inform the recipient about the event : Clearly state what the event is, when it will take place, and where it will be held. This foundational information ensures the recipient knows the basic details necessary to consider attending.
• Highlight the significance of their attendance : Explain why the recipient’s presence is valuable. This could involve acknowledging their role in a business context or their relationship to the host in a personal context.
• Provide necessary details : Include the date, time, location, and any specific instructions such as a dress code or items to bring. This helps the recipient prepare adequately for the event.
• Convey the tone and formality of the event : The language and style of the letter should match the event’s atmosphere, whether it’s a formal business conference or a casual birthday party.

2. Preparing to Write the Invitation Letter

Before drafting the letter, gather all pertinent information about the event. This preparation ensures that the invitation is comprehensive and accurate, providing the recipient with all the information they need to make an informed decision about attending.

Essential Details to Collect:

• Event name and purpose : Clearly define the name of the event and its objective. Whether it’s a product launch, a quarterly meeting, or a wedding celebration, knowing the purpose helps in conveying the right message.
• Date and time : Specify the exact date and time the event will take place. This helps the recipient plan their schedule accordingly.
• Venue : Provide the full address of the event location, including any specific directions or landmarks that may assist the recipient in finding the venue easily.
• RSVP details : Include a deadline by which the recipient should confirm their attendance and the contact information (email, phone number) they should use to RSVP.
• Dress code or special instructions : Mention any specific attire requirements or additional instructions that are important for the recipient to know, such as bringing a ticket or ID.

3. Structure of an Invitation Letter

A well-structured invitation letter enhances readability and ensures all critical information is communicated effectively. Following a clear format helps the recipient easily find the information they need.

• Sender’s Information : Include your name, title, organization (if applicable), and contact details at the top of the letter. This helps the recipient identify who is inviting them and how to contact you for further information.
• Date : Mention the date on which the letter is written. This provides context and helps in tracking the communication timeline.

B. Salutation

• Address the recipient formally with a proper salutation such as “Dear Mr. Smith,” or “Dear Dr. Johnson.” This shows respect and sets a professional tone.

Introduction :

• Briefly introduce yourself and your organization (if applicable): Start with a concise introduction, especially if the recipient may not know you personally. Mention your name, your role, and the organization you represent.
• State the purpose of the letter : Clearly articulate why you are writing. This sets the stage for the detailed information that follows.

Event Details :

• Clearly mention the event name, date, time, and venue : Provide all essential details in a straightforward manner. This section should leave no doubt about the logistics of the event.
• Provide a brief description of the event’s purpose and agenda : Offer a short overview of what the event will entail. This helps the recipient understand what to expect and the significance of the event.

Call to Action :

• Request the recipient’s attendance : Politely ask for their presence at the event. Highlighting their importance to the event can encourage a positive response.
• Highlight the significance of their participation : Emphasize how their attendance will contribute to the event’s success or why it would be meaningful to have them there.

RSVP Information :

• Specify how and by when the recipient should confirm their attendance : Clearly outline the process for responding, including any deadlines and contact details.

Additional Information :

• Mention any special instructions : Provide any extra details such as parking information, dietary requirements, or materials the recipient needs to bring.
• Closing Remarks : Express your anticipation of the recipient’s attendance and convey any final thoughts or sentiments.
• Signature : Use a formal closing phrase like “Sincerely,” or “Best regards,” followed by your name and title.

Dear [Recipient’s Name],

I am pleased to invite you to [Event Name], which will take place on [Event Date] at [Event Time] at [Event Venue]. The purpose of this event is to [briefly describe the purpose or agenda of the event].

We would be honored to have you join us for this [formal/informal] occasion, as your presence would greatly contribute to [highlight the significance of their attendance].

Please RSVP by [RSVP Deadline] to [RSVP Contact Information]. For any further details, feel free to contact us at [Your Contact Information].

We look forward to your positive response and hope to see you at the event.

Sincerely, [Your Signature] [Your Name] [Your Title]

Examples of an Invitation Letter

1. job interview invitation.

Subject: Invitation to Interview – [Position Name]

Dear [Candidate Name],

Congratulations! We were impressed by your application and would like to invite you to interview for the [Position Name] role at [Company Name]. This is an exciting opportunity to discuss how your skills and experiences align with our team’s goals.

Date: [Date]

Time: [Time]

Location: [Address] / [Virtual Meeting Link]

Please confirm your availability by replying to this email. We look forward to a productive conversation.

Best regards, [Your Name] [Your Position] [Company Name] [Contact Information]

2. Networking Event Invitation

Subject: Connect and Grow at the [Event Name] Networking Event

Dear [Recipient Name],

We are delighted to invite you to the [Event Name], a premier networking event designed to foster connections and share industry insights.

Location: [Venue Name, Address]

Please RSVP by [RSVP Date] to secure your spot. We look forward to seeing you there and exploring opportunities for collaboration.

Warm regards, [Your Name] [Your Position] [Company Name] [Contact Information]

3. Company Training Session Invitation

Subject: Enhance Your Skills – Invitation to [Topic] Training Session

Dear [Employee Name],

You are invited to a valuable training session on [Topic], designed to enhance our team’s competencies and drive success.

Location: [Training Room / Virtual Link]

Please confirm your attendance by [RSVP Date]. Your participation is highly encouraged.

4. Client Meeting Invitation

Subject: Important Meeting Invitation – Discussing [Project/Topic]

Dear [Client Name],

We are eager to invite you to a strategic meeting to discuss [Project/Topic]. This will be an excellent opportunity to align our visions and ensure the success of our collaboration.

Location: [Office Address / Virtual Meeting Link]

Please confirm your availability at your earliest convenience. We look forward to a fruitful discussion.

5. Annual General Meeting Invitation

Subject: Invitation to the [Year] Annual General Meeting

We are pleased to invite you to the [Year] Annual General Meeting of [Company Name]. Your presence is important as we review our achievements and outline future strategies.

Please RSVP by [RSVP Date]. We look forward to your valuable input and participation.

6. Product Launch Invitation

Subject: Be Our Guest – [Product Name] Launch Event Invitation

Join us for the grand launch of [Product Name], where we will unveil the latest innovation that’s set to revolutionize the industry.

Please RSVP by [RSVP Date] to reserve your spot at this exciting event. We look forward to celebrating with you.

7. Workshop Invitation

Subject: Unlock Your Potential – [Workshop Name] Workshop Invitation

We invite you to our upcoming workshop on [Workshop Topic], designed to equip you with the latest skills and knowledge in [Field/Industry].

Location: [Venue Name, Address] / [Virtual Link]

Please confirm your attendance by [RSVP Date]. We look forward to an engaging and educational session.

8. Business Proposal Discussion Invitation

Subject: Let’s Collaborate – Invitation to Discuss Business Proposal

We are excited to invite you to a meeting to explore a potential business proposal. This is a great opportunity to discuss how we can work together to achieve mutual goals.

Please confirm your availability. We look forward to an inspiring discussion.

9. Team Building Activity Invitation

Subject: Join Us for a Fun Team Building Activity!

Dear [Team Name],

We are excited to invite you to a team-building activity designed to strengthen our teamwork and boost morale.

Please RSVP by [RSVP Date]. We look forward to a day of fun and bonding.

10. Holiday Party Invitation

Subject: Celebrate the Season – [Company Name] Holiday Party Invitation

We are delighted to invite you to our annual holiday party, a wonderful occasion to celebrate the season and our achievements together.

Please RSVP by [RSVP Date]. We look forward to celebrating with you.

Warmest regards, [Your Name] [Your Position] [Company Name] [Contact Information]

11. Birthday Party Invitation

Subject: You’re Invited to [Name]’s Birthday Party!

We are excited to invite you to celebrate [Name]’s birthday with us! Join us for a fun-filled day of joy and festivities.

Please RSVP by [RSVP Date]. We look forward to celebrating with you!

Best regards, [Your Name] [Contact Information]

12. Wedding Invitation

Subject: Join Us in Celebrating Our Wedding

We are delighted to invite you to our wedding. Please join us as we celebrate our love and commitment to each other.

Please RSVP by [RSVP Date]. We look forward to sharing this special day with you.

Warmest regards, [Your Names] [Contact Information]

13. Graduation Ceremony Invitation

Subject: You’re Invited – [Name]’s Graduation Ceremony

We are thrilled to invite you to [Name]’s graduation ceremony. Join us in celebrating this significant milestone.

Please RSVP by [RSVP Date]. We look forward to celebrating this achievement with you.

14. Housewarming Party Invitation

Subject: You’re Invited to Our Housewarming Party!

We are excited to invite you to our housewarming party. Come and celebrate our new home with us!

Location: [New Address]

Please RSVP by [RSVP Date]. We look forward to your company!

Warm regards, [Your Name] [Contact Information]

15. Anniversary Celebration Invitation

Subject: Celebrate Our Anniversary with Us

We are delighted to invite you to our anniversary celebration. Join us as we commemorate this special occasion.

Best regards, [Your Names] [Contact Information]

16. Retirement Party Invitation

Subject: Join Us for a Retirement Party Honoring [Name]

We are pleased to invite you to a retirement party in honor of [Name]. Come and celebrate their incredible career and achievements.

17. Charity Event Invitation

Subject: Join Us for the [Event Name] Charity Event

We are excited to invite you to the [Event Name] charity event. Your presence will support a great cause and make a difference.

Please RSVP by [RSVP Date]. We look forward to your support and participation.

18. Dinner Party Invitation

Subject: You’re Invited to a Dinner Party!

We are delighted to invite you to a dinner party at our home. Join us for an evening of great food and wonderful company.

Location: [Your Address]

Please RSVP by [RSVP Date]. We look forward to hosting you!

19. Baby Shower Invitation

Subject: You’re Invited to [Name]’s Baby Shower

We are excited to invite you to a baby shower in honor of [Name]. Join us in celebrating the upcoming arrival of their little one.

20. Reunion Invitation

Subject: Let’s Reconnect at the [Year] Reunion!

We are thrilled to invite you to the [Year] reunion. Join us for a trip down memory lane and a chance to reconnect with old friends.

Please RSVP by [RSVP Date]. We look forward to seeing you!

Tips for Writing an Effective Invitation Letter

A. clarity and conciseness.

• Keep the letter clear and to the point : Avoid unnecessary information and focus on the essential details to maintain the recipient’s attention.
• Avoid jargon and complex language : Use simple and direct language to ensure the letter is easily understood by a broad audience.
• Match the tone to the formality of the event : For business events, maintain a professional tone. For personal gatherings, a more casual and friendly tone may be appropriate.
• Ensure consistency in tone throughout the letter : This helps in creating a cohesive and polished message.

C. Personalization

• Use the recipient’s name and tailor the content : Personalizing the letter makes it more engaging and shows that you value the recipient’s individual presence.
• Reflect their relationship to the event : Mention any specific connection or reason why their attendance is particularly valued.

D. Proofreading

• Check for grammatical errors and typos : A well-proofread letter reflects professionalism and attention to detail.
• Ensure all event details are accurate : Double-check dates, times, addresses, and contact information to avoid any confusion.

Crafting an effective invitation letter involves clear communication, attention to detail, and an appropriate tone. By following this comprehensive guide, you can create invitations that not only inform but also encourage attendance, ensuring the success of your event. Always remember to tailor the letter to fit the nature of the event and the audience, making each invitation a personal and meaningful gesture.

Teaching Assistant cover letter examples

A role as a teaching assistant can be incredibly rewarding. You can help students to learn, grow and achieve their goals.

But first, you’ve got to achieve your own goal of securing the position.

If you’re not sure where to start, let us school you for a moment.

In the guide below, we’ll show you how to write an impressive application, as well as share some teaching assistant cover letter examples.

CV templates 

Teaching Assistant cover letter example 1

Teaching Assistant cover letter example 2

Teaching Assistant cover letter example 3

These Teaching Assistant cover letter examples provide you with some guidance and inspiration for writing a cover letter that gets noticed and ensures your CV will get opened.

But if you really want to master the art of writing a winning cover letter , then follow our step-by-step cove letter writing guide below.

How to write a Teaching Assistant cover letter

Here’s a simple process to write your own interview-winning cover letter.

Write your cover letter in the body of an email/message

You should write your cover letter in the body of the email (or messaging system if sending via a job board) and never attach it as a document.

The reason for this?

You want your cover letter to start connecting with the recruiter from the moment they open your application.

If they have to open a document to read it, it will slow things down and they may not even bother to open it.

Start with a friendly greeting

To build an instant connection with the recruiter reading your cover letter, start with a warm greeting.

It should be friendly but not casual – keeping it professional at all times.

• Hi, hope you’re well
• Hi [insert recruiter name]
• Hi [insert department/team name]

Avoid overly formal greetings like “Dear sir/madam ” unless applying to very traditional companies.

How to find the contact’s name?

Addressing the recruitment contact by name is an excellent way to start building a strong relationship. If it is not listed in the job advert, try these methods to find it.

• Check out the company website and look at their  About page. If you see a hiring manager, HR person or internal recruiter, use their name. You could also try to figure out who would be your manager in the role and use their name.
• Head to LinkedIn , search for the company and scan through the list of employees. Most professionals are on LinkedIn these days, so this is a good bet.

Identify the role you are applying for

Once you have opened the cover letter with a warm greeting, you need to explain which role you are interested in.

Sometimes a recruitment consultant could be managing over 10 vacancies, so it’s crucial to pinpoint exactly which one you are interested in.

Highlight the department/area if possible and look for any reference numbers you can quote.

These are some examples you can add..

• I am interested in applying for the role of Teaching Assistant with your company.
• I would like to apply for the role of Sales assistant (Ref: 40f57393)
• I would like to express my interest in the customer service vacancy within your retail department
• I saw your advert for an IT project manager on Reed and would like to apply for the role.

See also: CV examples – how to write a CV – CV profiles

Highlight your suitability

The bulk of your cover letter should be focused around highlighting your suitability for the job you are applying to.

Doing this will show the recruiter that you are suitable candidate and encourage them to open your CV.

The best way to do this, is by studying the job advert you are applying to, and find out what the most important skills and knowledge are.

Once you know the most important requirements, you then need to highlight your matching skills to the recruiter. In a few sentences, tell them exactly why you are a good fit for the job and what you can offer the company.

Keep it short and sharp

When sending a job application to a recruiter or hiring manager, it is important to remember that they will normally be very busy and pushed for time.

Therefore, you need to get you message across to them quickly (in a matter of seconds ideally). So, keep your cover letter short and to-the-point. A long waffling cover letter will overwhelm recruiters when they are running through hundreds of emails in there inbox, but a concise one will get their attention.

So, keep your cover letter to just a few sentences long, and save the extensive detail for your CV.

Sign off professionally

To round of your CV, you should sign off with a professional signature.

This will give your cover letter a slick appearance and also give the recruiter all of the necessary contact information they need to get in touch with you.

The information to add should include:

• A friendly sign off – e.g. “Kindest regards”
• Your full name
• Phone number (one you can answer quickly)
• Email address
• Profession title
• Professional social network –  e.g. LinkedIn

Here is an example signature;

Warm regards,

Jill North IT Project Manager 078837437373 [email protected] LinkedIn

Quick tip: To save yourself from having to write your signature every time you send a job application, you can save it within your email drafts, or on a separate documents that you could copy in.

What to include in your Teaching Assistant cover letter

So, what type of information should you write about in your Teaching Assistant cover letter?

The specifics will obviously depend on your profession and the jobs you are applying to, but these are the key areas you should be covering.

• Your industry experience – Tell recruiters the types of companies you have been working for and the roles you have held in the past.
• Your qualifications – Highlight your most important relevant qualifications to show employers you are qualified to do the roles you are applying for.
• The impact you have made – Demonstrate the positive impact you have made for employers in previous jobs. Have you saved money? Improved processes? Made customers happy?
• Your reasons for moving – Employers will want to know why you are leaving your current/previous role, so provide them with a brief explanation here.
• Your availability – When will you be able to start a new job ? Check your current contract to find out your notice period if you are in a position already.

Teaching Assistant cover letter templates

Copy and paste these Teaching Assistant cover letter templates to get a head start on your own.

Hope you’re well.

I am writing to apply for the Teaching Assistant position at St Michael’s Primary School. Having recently completed my BTEC Level 3 in Health and Social Care, I possess the skills and enthusiasm necessary to contribute effectively to the growth and development of young learners.

My leadership experience, demonstrated through my captainship and coaching roles for various basketball teams, has honed my ability to inspire and mentor others, fostering a positive and supportive learning environment. Additionally, as the President of the Debating Society, I have nurtured critical thinking and communication skills among my peers. I am a diligent and reliable individual, as evidenced by achieving the highest mark in my year for the History Research Project and my part time job at Pizza Express.

I am passionate about education and excited about the prospect of contributing my skills the students and staff at St Michael’s. I am available for an interview at your convenience.

Yours sincerely,

Sajeed Shivaram

I am delighted to submit my application for the Teaching Assistant position at Mayview Primary. With six years of invaluable experience in educational support, coupled with CIM qualifications in behaviour management, I believe I am a great fit for this role.

As a qualified Level 3 Teaching Assistant, I possess a comprehensive understanding of modern teaching methodologies and child development strategies. My formal training, combined with hands-on experience in three state schools, allows me to effectively support students’ individual needs and tailor lesson plans to optimise their learning experience. In my current role at Lane Academy, I have helped raise students’ SATS performance by an average of 20% through personalised coaching. Moreover, my strong ability to cater to diverse learning needs and training in behaviour management has led to the successful integration of students with special requirements into mainstream classrooms.

I am available for an interview at your convenience and look forward to the prospect of contributing to the academic growth and success of the students at Mayview.

Kind regards,

I hope this email finds you well.

I am writing to submit my application for the Senior Advanced Teaching Assistant position at Chapel School, commencing in September 2023. With 19 years of experience and a genuine passion for education, I am well-suited to make a significant difference in students’ lives and contribute to their academic journey at your school.

As a Level 3 Teaching Assistant, I have effectively supported teachers in delivering the Key Stage 3 and Key Stage 4 curriculum to mixed ability classes, fostering an inclusive learning environment. I have demonstrated expertise in providing personalised 1:1 and small group support to identified pupils, including those with Educational Health Care Plans, and successfully implemented ILP’s for 30 students in my current role. Additionally, my adeptness in utilising educational technology tools such as SmartTeach30 and Kahoot enhances my ability to create dynamic and innovative learning experiences.

I am eager to further discuss my skills and dedication to your school’s vision in an interview from next week.

Susan Pritchard

Writing an impressive cover letter is a crucial step in landing a Teaching Assistant job, so taking the time to perfect it is well worth while.

By following the tips and examples above you will be able to create an eye-catching cover letter that will wow recruiters and ensure your CV gets read – leading to more job interviews for you.

Good luck with your job search!

Professional and Public Writing Outstanding Senior Award Goes to Three Graduating Seniors

• Post published: May 10, 2024

Three graduating seniors received the 2024 Professional and Public Writing (P2W) Outstanding Senior Award, which is presented each year by the Department of Writing, Rhetoric, and Cultures at Michigan State University to recognize graduating students who demonstrate excellence in the classroom, success in experiential learning, and engagement with the community.

This year’s recipients are Yasmeen Amjad, Emma Losey, and Emily Paterson.

“I’m proud of all our seniors have accomplished in their time at MSU,” said Kate Fedewa , Director of the P2W Program. “Yasmeen, Emma, and Emily exemplify our P2W values of creativity, collaboration, and community engagement.”

Yasmeen Amjad

Yasmeen Amjad is from Bloomfield Hills, Michigan, and graduated in Spring 2024 with a B.S. in Psychology and a B.A. in Professional and Public Writing as well as a minor in Human Behavior and Social Services.

“Nothing I write will be able to accurately describe the deep appreciation I have for this program. Thanks to P2W, I’ve found a space on campus that I feel safe in while challenging me to explore new opportunities,” Amjad said.

During her time at MSU, Amjad held multiple leadership positions within her sorority, Alpha Omicron Pi, including Vice President of Operations, and was Vice President of Risk Management for the Panhellenic Council.

“Nothing I write will be able to accurately describe the deep appreciation I have for this program. Thanks to P2W, I’ve found a space on campus that I feel safe in while challenging me to explore new opportunities.” Yasmeen Amjad

She also held several editorial positions, including working as an Editorial Assistant at Michigan State University Press and for The Current , a student-run publication. She served as an Associate Editorial Assistant at the Journal of Global Literacies, Technologies, and Emerging Pedagogies , and a Copyeditor for The State News . For the College of Social Science, she worked as an Undergraduate Assistant, Peer Assistant Learner, and a Research Assistant. Now that she has earned her undergraduate degree, Amjad plans to attend the Columbia Publishing Course and hopes to break into the publishing industry to put her editorial skills to work.

Emma Losey is from Berkley, Michigan, and graduated in Spring 2024 with a B.A. in Professional and Public Writing (P2W).

“I found my place at MSU with P2W,” she said. “My classes have given me so many skills and I have gained a newfound confidence. Everyone wants to build you up, and it always feels like people want you to succeed.”

During her time at MSU, Losey served as the Recruitment and Outreach Intern for the P2W program, where she produced content for its Instagram and Facebook pages. She also worked in the Department of Writing, Rhetoric, and Cultures office as a student clerical worker and was an Associate Writer and Editor for The Current , a student-run publication.

“I found my place at MSU with P2W. My classes have given me so many skills and I have gained a newfound confidence.” Emma Losey

“My most memorable project was for my writing and multimodality class. It was a series of poems that told my story as a writer,” Losey said. “I made the poems multimodal by creating a collage for each poem. It was very memorable to me because it was early on in my P2W journey, and I finally felt like I fit in to a program at MSU. It was a turning point for me.”

Losey was on the MSU Club Tennis team and competed several times with the travel team. She also worked as a tennis coach in her hometown of Berkley.

Emily Paterson

Emily Paterson is from Warren, Michigan, and graduated in Spring 2024 with a B.A. in Experience Architecture and a B.A. in Professional and Public Writing and minors in Museum Studies and Graphic Design. She also received a 2024 Board of Trustees Award for having maintained a perfect 4.0 grade point average during her undergraduate career at MSU.

“Professional and Public Writing means finding creative and communicative ways to spark connection with the public,” Paterson said. “This past semester, I really enjoyed writing magazine articles for The Current as part of WRA 480. It has been fun for me to exercise my journalistic writing skills to cover topics that I hoped to share with the world.”

“Professional and Public Writing means finding creative and communicative ways to spark connection with the public.” Emily Paterson

While at MSU, Paterson worked at the MSU Museum as a student CoLaborator, facilitating interdisciplinary conversations about climate change and food security with visitors. She also worked on behalf of Teach Access to educate students and faculty about the importance of accessibility and disability inclusion. She served as the voice of their online communications and helped lead training sessions as a Student Ambassador Lead.

This summer, Paterson will be a Junior Fellow at the Library of Congress and will be working remotely to help advance their Year of Digital Accessibility program.

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How To Write A Thank You Email To A Professor

• Smodin Editorial Team
• Published: May 11, 2024

Having a great professor is one of the best feelings. In fact, there’s nothing quite like being taught by someone who is passionate, knowledgeable, and inspires a love for their subject.

But taking a moment to thank your professor for their hard work isn’t just polite – it’s also a great way to let them know how much you appreciate their support and invaluable guidance during your academic pursuits.

Whether it’s for their amazing lectures, helpful advice, or a recommendation letter, a simple thank you email can really make their day. So, let’s dive into how you can write one that really hits the mark. If you’ve never written a thank you email to any of your professors, or you’re simply looking for some inspiration, we’ve got you covered.

With these email writing tips, tricks, and even templates, you’ll be well on your way to wowing your professor.

Preparing To Write Your Email

Besides writing your email, one of the most important things you’ll want to do is to plan . A poorly planned email can seem sloppy and won’t have the impact you want. So, if you want to convey your thanks as sincerely as possible, you’ll want to take a few minutes to define the purpose of the email, add specific details and personal anecdotes, and set the right tone.

1. Define the Purpose

Before you start typing or prompting Smodin Writer to help you craft the perfect email, try to take a moment to think about why you’re writing the email in the first place.

Are you trying to express gratitude for their lecturing style? Or perhaps you want to thank them for going above and beyond to help you with a specific project or assignment. Either way, being clear about your purpose will help you structure your email more effectively.

2. Identify Specifics

Now, you’ll need to get into the nitty-gritty. What exactly are you thanking your professor for? When it comes to writing a thank you email, the details are really important.

Whether your professor offered insightful feedback on an essay or spent additional time helping you after office hours, you should try to pinpoint what made a meaningful difference to you. And, when you mention specific instances, it can make your email more sincere.

So, instead of opening a generic email from one of their students, your professor will know that you put a lot of time and effort into crafting your thank you.

3. Add Some Details

Next, think back on some specific interactions you’ve had with your professor. Perhaps there are a few standout moments or personal anecdotes you can share that hold meaning for you.

For example, your professor may have shared an inspiring story during class or offered you some encouragement when you were feeling overwhelmed. Generally, adding these personal touches can make your email seem more genuine and express your heartfelt gratitude more earnestly.

4. Use a Professional Tone

While it’s important to convey your gratitude as sincerely as possible, you always want to use a professional tone within your thank you emails.

Remember to keep things friendly but formal and try to avoid overly casual language or slang. After all, your email is still addressed to a professional educator. For this reason, you want to strike the right balance between warmth and professionalism.

The Do’s and Don’ts of Writing an Email to a Professor

Now that you know why you’re emailing your professor and you’re sure of what you want to say, you can start crafting your thank you.

As you’re writing, though, you’re going to want to keep some important tips in mind. These tips can help you to write an email that stands out and leaves a lasting impression on your professor.

The Do’s

• Be genuine: Always express your gratitude sincerely and genuinely. Your professor will appreciate hearing how their guidance or support has positively impacted you.
• Keep it professional: Besides avoiding using overly casual wording, remember to structure your email correctly and use proper greetings when you’re writing. Even though you may have a personal relationship with your professor, they are still in a position that deserves respect and professionalism.
• Personalize your message: Where it’s possible, mention specific instances where your professor has made a difference to you. This will make your email more memorable and meaningful when your professor receives it.
• Express future intentions: If you’re open to it, express your willingness to maintain a positive relationship with your professor. Whether it’s staying in touch for professional guidance or collaborating on future projects, you can use your email as a chance to express your eagerness to continue learning from them.
• Reflect: Take a moment to reflect on how your professor’s guidance or support has contributed to your academic (and perhaps personal) growth. Additionally, sharing specific examples of how you’ve developed as a student can make your email more effective.
• Highlight their impact: You can also articulate how your professor has impacted your academic journey. Tell them how their influence has made a difference in your studies and emphasize their role in your success.
• Be enthusiastic: You should always try to add some genuine enthusiasm and positivity into your thank you emails. A heartfelt expression of your enthusiasm can go a long way. In fact, it can even amplify your gratitude for their role as your teacher.

The Don’ts

• Don’t be too casual: When you’re writing a thank you email, remember that you’re sending it off to your professor and not to a peer or a friend. For this reason, you should avoid overly-casual language or abbreviations like “thx.”
• Don’t be overly familiar: While it’s okay to be warm and friendly in your email, you shouldn’t be too casual and overly familiar with your language. Rather, stick to formal greetings and avoid using nicknames unless your professor has explicitly asked to be referred to in a specific way.
• Don’t ramble: Remember to keep your email to the point. You don’t want to go off on any unnecessary tangents or include a bunch of irrelevant information, right? This could potentially detract from your message, so it’s best to know exactly what you want to stay and stick to that.
• Don’t delay: You always want to send your email in a timely manner. Send the email as soon as the event that you’re thanking your professor for has happened. That way, you can show your appreciation for their effort and how much you value their time.
• Don’t forget to proofread: Before you send your email, don’t forget to proofread it for spelling or grammatical mistakes. By combing through your email and making the necessary changes, you can show the amount of thought and intent behind your message. Once again, it’s also still considered a professional email, so this is a really crucial step to remember.

Why Is Writing a Thank You Email Important?

Although it’s easy to write off an email as being relatively unimportant, that couldn’t be further from the truth. There are actually several benefits to writing a thank you email to a professor.

So, if you’ve found yourself wondering if sending a thank you email is worth the effort, then the answer is a resounding yes .

Here’s why:

Building Relationships

Expressing gratitude through a thank you email to a professor is a really important way to nurture and strengthen your relationship with them. Your professor is sure to appreciate some form of acknowledgment of their efforts, and your email will show them how much you value their guidance and support.

Of course, this can lead to a more positive learning experience, as well as a more collaborative dynamic between you and your professor. This could also lead to opportunities for mentorship or academic collaboration in the future.

Professionalism

Crafting a well-thought-out email to a professor can show your professionalism and courtesy as a student. Additionally, it shows that you understand the importance of acknowledging others’ contributions and showcases your character as an individual.

Usually, in both academic and professional settings, communicating or expressing gratitude effectively can help further your reputation and relationships. This is a really valuable skill to learn as early as possible!

Academic Support

Professors are invested in helping students succeed. By acknowledging their contribution to your academic success, you can encourage them to continue giving engaging lectures and shaping the futures of other students.

When you actively show your gratitude toward your professors, you may also find that they offer you additional academic support. This is because professors are more likely to invest time in students who appreciate their efforts. In turn, this could be incredibly helpful for your future grades and professional path.

5 Sample Thank You Email Templates

If you’re struggling to find inspiration, you’re going to want to pay attention! Below are a few sample templates of how to write a thank you email to a professor. We’ve included several scenarios that may be helpful, but if you’re still unsure, you can also use our AI writing tool .

The templates below will also help you get started.

1. Thank You for the Course Experience

Subject line: Thank you for a wonderful semester

Dear Professor [last name],

I hope this email finds you well. I wanted to express my heartfelt gratitude for the wonderful experience I had in your [course name] class this past semester. Your passion for the subject matter and dedication to your students truly made a difference in my learning journey.

I particularly enjoyed [mention a specific aspect of the course]. Your teaching style challenged me to think critically and develop a deeper understanding of the course material.

Thank you for your guidance, support, and encouragement throughout the semester. I am grateful for the knowledge and skills I have gained under your mentorship.

Best regards,

[Your name]

2. Thank You for Your Mentorship

Subject line: Gratitude for your mentorship

I wanted to take a moment to express my sincere gratitude for your mentorship during [specific project or time period]. Your guidance and unwavering support have been invaluable.

Your insights and advice not only helped me navigate certain challenges but also inspired me to always pursue excellence in my academic and professional endeavors. I am deeply grateful for the time and effort you invested in my development.

Thank you for always being a source of inspiration and encouragement. I am fortunate to have had the opportunity to learn from you.

Kind regards,

3. Thank You for Your Recommendation Letter

Subject line: Appreciation for your recommendation letter

I hope you’re keeping well. I wanted to give you my sincere thanks for writing a recommendation letter on my behalf. Your support and endorsement played a crucial role in [mention specific achievement or opportunity].

I am truly grateful for your confidence in my abilities and for advocating for me. Your recommendation has opened doors for me and provided me with valuable opportunities for growth and advancement within [organization].

Thank you for your support and mentorship. I am honored to have had you as my mentor.

4. Thank You for Your Extra Assistance

Subject line: Grateful for your additional assistance

I am writing to express my sincere appreciation for the extra assistance you provided me during [mention a specific case where you needed assistance]. Your willingness to go above and beyond to help me succeed didn’t go unnoticed.

Your guidance, feedback, and constant encouragement were instrumental in helping me overcome certain challenges [optional: mention a specific challenge] and achieve my goals. I am truly grateful for your support and generosity.

Thank you for your dedication to your students and for making a difference in my academic journey.

5. Thank You for Engaging Lectures

Subject line: Thank you for your inspiring lectures

I am emailing with regard to your outstanding lectures on [course topic or name]. Your ability to explain complex topics and delve deeper into the subject matter truly inspired me. It also allowed me to gain insight into [topic], which has been invaluable to my studies.

Your passion and dedication are evident in your approach to your lectures, and your consistent teaching style was incredibly helpful in shaping my understanding of [subject].

I am extremely grateful to have had you as my teacher/instructor this semester. I look forward to having you as my professor once again for [course name] next semester.

When Is the Appropriate Time To Send a Thank You Email to My Professor?

The best time to send a thank you email to a professor is as soon as you can after the event for which you’re expressing your gratitude. The sooner you send the email, the better! This helps your message stay relevant and makes it more impactful.

Generally, if you’re thanking a professor for their contribution to your success within your course as a whole, you could do so at the end of the course. Or, if you only have them for a semester, you can thank them at the end of the semester. However, in other instances, you’re going to want to send your email within a week or so.

For example, imagine you approached your professor to ask for help after hours, and they spent time explaining the complex concepts or sections of work you were struggling with. In that case, you may want to craft an email at the end of the week to thank them for their help.

How Long Should My Thank You Email Be?

Generally, you should keep your thank you emails short and to the point. They should be as concise as possible but not so short that you aren’t able to express your gratitude efficiently. Opt for a well-structured email with a few paragraphs.

Usually, three to four paragraphs are sufficient to get your point across without seeming too long or drawn out.

You can include an introductory paragraph expressing your gratitude, a second paragraph that includes any details or anecdotes you may want to share, and a closing paragraph that reaffirms your appreciation for their hard work and dedication.

Final Thoughts

Although writing an email to a professor can seem daunting, it doesn’t have to be. Especially not when you’re writing to thank them for a job well done or for helping you with your coursework!

Of course, if you really want to make your thank you email stand out, why not check out Smodin? Our powerful writing tools will help you craft the perfect thank you email every single time!

Virginia Assistant Commissioner, Records Relating to Court Cases, Narrative Reports of Criminal Cases, Jan. 1868–Jan. 1869, Part 3

About the project.

The Bureau of Refugees, Freedmen, and Abandoned Lands, often referred to as the Freedmen’s Bureau, was established on March 3, 1865. The duties of the Freedmen’s Bureau included supervision of all affairs relating to refugees, freedmen, and the custody of abandoned lands and property. These documents come from the Records of the Assistant Commissioner for the State of Virginia, Series 10: Records Relating to Court Cases Involving Freedmen.

Additional resources are available on the  Freedmen's Bureau Instructions Page . Please help us transcribe these records to learn more about the lives of formerly enslaved men and women during the Reconstruction Era.

The records of the Assistant Commissioner contain three series of records relating to court cases involving freedmen: (1) narrative reports of criminal cases involving freedmen, March 31, 1866–January 31, 1869, arranged chronologically, dealing with cases in which State authorities assumed jurisdiction (some records display the number "10" indicating that they were made in response to instructions in circular 10, March 12, 1866, issued by the Assistant Commissioner's Office to monitor the quality of justice given to freedmen by civil authorities); (2) narrative monthly and weekly reports of proceedings in the freedmen's courts, December 2, 1865–July 30, 1867, arranged chronologically, summarizing cases and legal business conducted in the freedmen's courts in various counties in Virginia; and (3) monthly reports submitted by the assistant superintendents of the districts listing civilians chosen by the citizens of various counties to serve in the freedmen's courts, December 1865–February 1866, and arranged chronologically.

About Project Difficulty

Level 1 - beginner.

Content: all typed Language: English Format: letters, diaries, flyers, pamphlets, and one-page documents Subject Area Expertise/Special Skills: none required

Content: mostly typed, handwritten in print, or otherwise very clearly written/readable Language: English Format: memorabilia, advertisements, image captions, telegrams, diaries, letters, notes Subject Area Expertise/Special Skills: none required

Level 3 - INTERMEDIATE

Content: typed and handwritten materials in cursive or print Language: English Format: newspaper clippings, scrapbooks, letters/diaries/notes that may include annotations or margin notes Subject Area Expertise/Special Skills: experience reading cursive writing may be useful

Content: handwritten materials, primarily in cursive or somewhat difficult to read (predominantly from the 19th and 20th centuries) , audio recordings that are relatively easy to hear/decipher, and scientific materials Language: English and/or other languages that use Roman script but may require the use of diacritics (French, Spanish, German, Italian, etc.) Format: audio recordings, letters, diaries, notes and other written materials, projects with templated fields and special instructions Subject Area Expertise/Special Skills: some knowledge of non-English Roman-character/script languages and diacritics may be useful, as well as experience reading cursive handwriting. A general knowledge or familiarity with scientific terminology.

Level 5 - ADVANCED

Content: handwritten materials in cursive (from the 19th century or earlier) or in a non-Roman script language, audio recordings that are difficult to hear or are not in English, specialty materials/projects such as numismatics projects and the Project Phaedra notebooks Language: foreign languages that use non-Roman characters (Chinese, Japanese, Arabic, Greek/Cyrillic, Native American and Indigenous languages, etc.) and English Format: audio recordings, columned data/tables, manuscripts, letters, diaries, notes, currency sheets, coins Subject Area Expertise/Special Skills: knowledge of a specific language and access to a keyboard with the characters in that language may be required for certain projects. Experience reading cursive handwriting and familiarity with 19th century (or prior) handwriting and conventions/abbreviations may be useful, as well as knowledge of scientific terminology, astrophysics data, or linguistics.

Contributing members

Total pages