Tips to Write an Effective Letter

Letter writing is a very common practice these days. Writing an impressive and effective letter is an art. It is a way in which one person can deliver his/her message to another person. This is typically written on a piece of paper.

One can feel the need to write a letter at any phase of life. It is very much common during school life. A letter can be of different types and is written according to it.

The letter should be properly written and organized and your motive should be well-explained.

Although it is a very simple task that anyone can do, following some tips can help you write an effective and impactful letter. Discussed below are some of the tips and tricks, by following them one can easily write a letter.

Tips to Write a Letter

Some of the useful tips include:

Defining the Purpose of Writing:

The aim of writing a letter should be very clear. It all depends upon the purpose according to which the type of letter is decided. It generally has two types.

Formal letter: In this type of letter, you address someone professionally. For example, writing a letter to any member of the organization.

Informal letter: When you write a letter in a personal way, then it is termed an informal letter. For example, write a letter to your father asking about his health.

Both letters should be written according to their types. So, be aware of the motive and it should be properly followed in your letter so that the reader can get your message easily.

Check for Grammatical Mistakes:

Always look for the mistakes once you have completed writing your letter. A good letter is free from all sorts of grammatical mistakes. Well-thought and well-written stuff is appreciated, and it leaves a good impression on the reader.

Make sure you have placed all the commas and other punctuation marks on point. You can look for grammatical errors manually or can take help from tools that are accessible online.

These tools are easy to use and a lot of them are available for free as well.

Use Online Tools

Though letter writing is not much difficult job, in case you are a beginner and want some help, you can take it from online tools. There are a lot of them available on the internet.

Online tools can help you with different tasks that you have to do while writing your letter. As we mentioned in the heading above, you can use a grammar-checking tool to find grammatical and spelling-related mistakes in your content.

In the same way, there are a number of other tools that you can get help from when writing your letter. You can, for example, use readability checkers to make sure that your sentences are not too difficult to read. You can also use word counters to check how long your letter is.

Plagiarism checkers can also be useful in this regard. Although it is not very probable that anyone will check an informal letter for plagiarism, it can happen with formal ones.

For example, if you are sending a letter for a job or a scholarship, the recipient could check for plagiarism to see if you’ve mooched off an existing sample from the internet.

And even if you’ve not actively taken an existing letter from the internet, there are some chances that you could have written such stuff that may already have been discussed by someone else. That is why you should use a tool to check for plagiarism yourself before finalizing and sending the letter.

Follow Proper Format

While writing a letter you should follow the proper format. Focus on the major as well as minor details. In the case of the formal letter your name, address, date, and other details should be mentioned appropriately along with the details of the recipient before your start writing the main body.

While writing an informal letter following a proper format is also necessary but as it is written in a personal way it doesn’t matter if you miss a comma or two.

Use Active Voice

Try to use direct speech especially while writing a formal letter. People mind it if you address them in the third person. Therefore, to make your letter more impactful, always use an active voice.

For example:

The arm injury is disabling, therefore, John is entitled to benefit. This is a passive voice and doesn’t leave a good impression. Now only by changing it to active voice, the whole sense is changed.

We have found that your arm injury is disabling, therefore you qualify for the benefit. Now, this is an active voice. One can feel the difference in tone here.

Keep It Significant

While composing a formal letter, you should keep it short and brief. Attempt to convey your point in less yet powerful words. A lot of long clarification brings about indifference. Compose it to the point so it makes more difference.

Ensure it contains no superfluous points and is compact. While in the case of informal letters, like writing a letter to your mother about a trip, you can add even small events to it.

Utilize Straightforward Language:

Remember that while composing a letter, you need to constantly utilize basic but formal language.

Try not to utilize confusing jargon which can cause an issue for you in the later run. Attempt to utilize those words and language on which you have full hold. Make little and brief sentences and stay away from the redundancy of words.

If you’ve already written your letter and are having trouble with redundancy, you can try paraphrasing it.

Paraphrasing can either be done manually, or it can be done with the help of an online paraphrase tool. When you use a tool for paraphrasing, it changes the words in the provided text with synonyms, and this can help with redundancy.

However, to get the full benefits of using an online paraphrase tool, you have to take care of picking one that has an AI-backed functionality.

Conclusion

Mentioned above are some of the tips. Considering them and paying attention to them will help to make your essay effective.

One thing that you should be particular about is picking the right tools for getting help in checking grammar, plagiarism, etc.