Do and don'ts of letter writing?

Letter writing might feel like a lost art in the age of texts and tweets, but when it comes to making a meaningful impression, whether in a cover letter, a character reference, or a formal complaint, a well-written letter still carries serious weight. But how do you get it right?

Here are the essential dos and don'ts of letter writing, especially if you want to get results (or at least a reply).

The Dos of Letter Writing

1. Do tailor the letter to your audience

Whether you're writing to a judge, a headteacher, or a potential employer, the tone and content must be shaped for them. Formality, length, and vocabulary should match the context.

2. Do start with a clear purpose

Set the scene immediately. Let the reader know why you're writing. A strong opening keeps the reader engaged and signals clarity and confidence.

3. Do keep it concise

Rambling loses readers. Stick to essential information. One page is ideal for most letters, unless it's a detailed reference or personal statement.

4. Do use structure

Follow a clean format: introduction, body (2–3 short paragraphs), conclusion. The 1-3-1 rule is a trusted structure that keeps things clear and compelling.

5. Do check for spelling and grammar

Errors in a formal letter can damage your credibility. Tools like Grammarly or trusted proofreaders can help polish your final draft.

6. Do sign off appropriately

Finish with the right closing. "Yours sincerely" for named recipients, "Yours faithfully" if unnamed. Avoid overly casual sign-offs like "Cheers" or "Besties forever."

The Don'ts of Letter Writing

1. Don't be too emotional or aggressive

Even if you're writing a complaint, stay professional. Rants and insults weaken your case. Focus on facts, impact, and desired outcome.

2. Don't use slang or abbreviations

Unless the letter is personal and informal, steer clear of texting language, emojis, or acronyms like "LOL" or "FYI." It undermines seriousness.

3. Don't include irrelevant information

Stick to what matters. Wandering off-topic or sharing unrelated personal stories only distracts from your message.

4. Don't copy and paste from templates without personalising

Templates are useful, but your letter should reflect your voice and the unique situation. Employers and officials can spot a cookie-cutter letter a mile off.

5. Don't forget to include your contact details

Especially in letters requesting a response or action. Make it easy for the reader to reply.

Real-World Example

A LetterLab client recently needed help writing a demand letter for personal injury. Their first draft was emotionally charged, overly long, and lacked clarity. We restructured it using the 1-3-1 rule, removed emotional language, and added specific requests. The result? A fast, favourable settlement from the insurer.

Final Thoughts

Good letter writing isn't about being fancy. It's about being clear, respectful, and intentional.

Whether you're writing a keepsake letter to a grandchild or a formal letter to a judge, remembering these dos and don'ts can mean the difference between being heard and being ignored.

Need help writing a letter that actually gets results? From financial aid appeals to formal complaints, LetterLab can help you say it right, first time.

Visit: www.letterwritingservice.co.uk