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Letter writing: Structure, Examples & More

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What is the best way to write a letter? In this article you will learn everything about writing letters - with examples!

Writing is an art and the better you master it, the more successful you can become in your professional life. In this blog, you’ll learn all about the structure of a letter, common writing mistakes, and examples of good letters.

Why write letters at all?

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Letter writing is important because it creates a personal and emotional connection between people. Letters are a way to express feelings that you may not be able to put into words. They are also a great way to capture memories.

What are the types of letters?

Letters can be different in many ways. There are formal and informal letters, friendship letters, love letters, thank you letters, business letter formats and even anonymous letters. No matter what type of letter you want to write, it’s important to find the right words and get to the heart of the content.

Structure of a letter

A letter should contain only what is necessary to inform the recipient of the most important things. The rest is fluidity that takes up space and interrupts the flow of reading. You can add a personal touch to your letter if you like, but make sure to keep it short and to the point.

How is a letter structured?

A letter usually has a salutation, the body and a greeting. In most cases, the return address is given first, followed by the addressee address on the right side of the sheet. Then follow the date and the subject line below the addressee address. After that comes the letter text itself. Finally, there is usually a signature and, if necessary, information on how to contact the sender.

Salutation for formal letter

  • Dear Mr/Mrs…,

  • Dear Sir or Madam,

Examples with salutation for personal letter

  • Hello…,

  • Hey/Hi…,

  • Dear…,

Writing a letter: These are the rules to follow

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Whether you’re meeting a friend, relative or business associate, a polite letter is the best way to make a first impression. If you follow these rules, nothing can go wrong:

  • Start with a positive greeting and introduce yourself.
  • Make sure your handwriting is clean and your paper is neat. Especially if it’s your first time, you should make an effort. Write in short sentences and avoid ambiguity.
  • Pay attention to spelling and grammar – mistakes look unprofessional! When writing letters, it is important to maintain a clear and concise writing style.
  • Formulate your thoughts clearly and understandably.
  • Make sure that the letter has a common thread.
  • Use an appealing font and size.
  • Have someone proofread the letter before you send it.
  • Make sure the layout and design is appealing.
  • Conclusion: add a personal touch to your letter before you send it.

Here's what you should avoid when writing a letter

In most cases, you should write letters in an appropriate, respectful manner. However, there are some things you should avoid when writing a letter. For example:

  • Avoid mentioning anything overly confidential or personal. This can unsettle or annoy the recipient.
  • Avoid making allusions to past mistakes or conflicts in a letter. This can affect the mood of the letter and annoy the recipient.
  • Avoid giving inappropriate compliments to the recipient. This may be perceived as unpleasant or intrusive.

How to write a personal letter?

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Writing a personal letter is an art that, unfortunately, is becoming increasingly rare in our fast-paced and technologized world. Yet it is something very special to record one’s thoughts and feelings on paper and thus give a piece of ourselves to the person close to our hearts. Here are a few tips for you to write the perfect personal letter.

Find the right tone: Whether you’re writing to your best friend or your grandma, the tone of the letter should be consistent. But always keep in mind: A private letter remains private! So please don’t argue about little things or even get insulting.

Stay positive: Chic positive vibes! The recipient should feel that you hope to spend time together soon or finally hear/read something from him again.

Fill the letter with content: Of course, you shouldn’t fill the whole letter with “I love you!” but don’t just put the date and your name in the bottom right corner either! Tell the recipient about yourself and your life, tell him about funny or even serious things that happened to you. Let your creativity run wild and always remember: A letter is something personal – so make it very special!

Design the letter beautifully: Beautiful envelopes and papers are now available in any supermarket or directly from the printer. So take the chance and design the envelope beautifully! Decorate it with stickers or drawings, but please remember: not too much of a good thing! A little creativity is wonderful, but a stuffed envelope looks rather unappealing.

Closing Words: End the letter with a nice sentence or a little poem. If you like, you can also write “Best wishes” or “All the best”.

How to write a formal letter?

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Formality in letters is important because it helps set the right tone and maintain a respectful attitude. When writing for your audience, consider what you know about them and what kind of rapport you typically cultivate. As a rule, the more formal the audience or the greater the distance between the two of you, the more formal the letter should be.

The following guidelines apply to all types of formal letters:

  • Stay friendly, but firm. If the topic is an unpleasant one (for example, termination), friendliness can help defuse the situation. However, this does not mean that you should be compliant
  • Make sure your point comes across clearly.
  • Pay attention to spelling and grammar. Mistakes in formal correspondence can seem disrespectful and cause your message to be misunderstood.
  • Be clear and precise. Formal letters should not contain long, rambling sentences. Make sure each sentence serves a purpose and your message comes across clearly.
  • Use business terms and titles. In formal correspondence, it is customary to use the correct designations for occupations and positions (for example, “Mr./Mrs. XYZ,” rather than “Bob” or “Amy”).

Writing a letter with neuroflash

It may sound strange, but nowadays it is possible to have content created in different forms and ways. AI can help write a letter as if a human were writing it. AI can also help find the right words and phrases to convey a particular message.

As you may have noticed above, there are a few things to keep in mind when writing a letter. This can sometimes prove to be very tedious. Fortunately, there are tools like neuroflash that help you write letters based entirely on your own keywords. You’ll find out exactly how this works in the next sections.

In the first step, you enter the necessary keywords in the respective fields in the briefing and then click on Create.

After just a few seconds, you will receive sample texts that you can select and customize to suit your needs. Sounds pretty simple, doesn’t it? Then why not try it out right away?

Alternatively, you can use the Freestyle tool to create optimal letters. You can learn how this works in this video:

Write love letter

If you want to write a love letter, you should first make sure that it is personal. So the letter should not just be a copy of another letter, but it should reflect your own thoughts and feelings. In addition, you should make sure that the letter is not too long, so that it does not become boring. Also, make sure that the letter does not contain spelling errors. In addition, you should include in the letter your future plans with the person and show them that they are important to you. You can also include romantic gestures like flowers or chocolates. The only important thing is that the letter comes from the heart and is sincere.

Example neuroflash

Dear [Name]

Today is a very special day because it is our 25th wedding anniversary. We met so long ago and have been inseparable ever since. In all these years we have experienced many beautiful moments together and even in difficult times we always stood together.

I’m so glad I have you by my side and we can celebrate this wonderful day together. You are the dearest and best one can wish for me. Thank you from the bottom of my heart for all you do for me.

With love,

Your [Name]

Writing a letter of application

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When writing a cover letter, there are some basic things you should keep in mind. First, make sure your letter looks clean and neat. Use a font that is easy to read and make sure that all spelling and grammar errors have been corrected. In terms of the content of your letter, you should be brief and concise. Be sure to tailor your letter to the job you are applying for and use examples from your past to illustrate why you are a good fit for the position. Finally, make sure the tone of your letter is professional. Stay positive and optimistic, and avoid telling too much of your personal story. If you follow these tips, you should be able to write a compelling cover letter.

Example neuroflash

Dear Sir or Madam,

I hereby apply to your agency. While searching for a new professional challenge, I learned that you are currently looking for an associate to join your team.

The offer is very appealing to me, as it gives me the opportunity to prove my knowledge and skills in a new environment. I am sure that I could perform the tasks you would ask me to perform to your complete satisfaction. My previous experience has taught me to adapt quickly to new situations and to work effectively even under high work pressure.

Furthermore, I have very good communication and organizational skills. My working style is team-oriented, as I know that only together can great goals be achieved. At the same time, I also bring the necessary initiative to be able to work independently of others.

In addition, I have very good PC skills as well as profound knowledge in the common office programs. If you should have interest in my person, I am available to you at any time gladly for a personal discussion. If you need any further documents, I will be happy to send them to you on request.

Sincerely yours,

Write vacation request

There are some things that should be considered when writing a leave request. First of all, the application should be submitted as early as possible so that there are no problems with planning. In addition, you should think carefully about how many days of vacation you actually want to take, otherwise you may apply for too much, which could lead to difficulties.

Example neuroflash

Dear Sir or Madam,

Herewith I would like to submit a request for leave. I would like to take a vacation during the time from [Datum] to [Datum]. Please notify me immediately by email whether or not this leave is approved. Thank you in advance for your time and effort.

Sincerely yours,

[Name]

Write a letter of complaint

Complaint letters should be clear and concise. Be sure to state only the most important facts and to express your questions or concerns clearly. Be polite and matter-of-fact, even if you are upset. Always include your contact information so the company or organization can contact you if needed. Also be sure to include the correct contact person. Complaint letters should be written in a timely manner so that the information is still relevant. Depending on what your concern is, it may make sense to send a letter by email or by mail.

Example neuroflash

Dear Sir or Madam,

Herewith I would like to file a complaint. About two weeks ago I ordered an item from your online store. Unfortunately, this has not yet arrived with me. I have already tried several times to contact customer service, unfortunately without success.

I can no longer find a contact option on the website either. I expect you to get back to me immediately and resolve the matter. If you do not hear back within two days, I will contact the appropriate authority.

Sincerely yours,

Conclusion

Writing a letter is a wonderful way to connect with someone and make a connection. They are personal and show that you are taking the time to write something special. AI generators, like neuroflash, can help make the letter even better and more customized. So what are you waiting for? Start writing a letter to your friends and family today!

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