How can I make my letter better?

If you’ve ever stared at a blank page wondering whether your letter sounds right, you’re not alone. From professional cover letters to heartfelt personal messages, making a letter better is often less about big vocabulary and more about clarity, tone, and purpose. Whether you're writing a letter to a judge, a financial aid appeal, or a character letter for court, the right structure and approach can be the difference between being ignored and getting results.

In this guide, you’ll learn proven techniques used by professional letter writers to strengthen your message, boost readability and ensure your words hit home.

Start with a clear goal

Every great letter starts with a purpose. Before you type a single word, ask yourself:

• What do I want the reader to do after reading this?

• Am I informing, requesting, persuading, or explaining?

  
  

Being crystal clear on your goal gives your letter direction. For example, if you're writing a financial aid appeal letter, your goal might be to reverse a funding decision. That clarity helps you focus every sentence around that outcome.

Structure your letter for impact

Many letters fall flat because they ramble or bury the point. A simple structure that works across most formats is the 3-part method:

1. Introduction – State your purpose and who you are.

2. Body – Give context, evidence, or explanation.

3. Closing – Reaffirm your point and state what you want next.

   
   

This approach works whether you're writing a demand letter for personal injury or a keepsake letter to a grandchild.

Use plain English, not padded jargon

One of the most common mistakes people make is trying to sound overly formal or ‘smart’. Instead, use direct and human language. Swap phrases like “I am writing to inform you…” with “I wanted to let you know…” unless you’re writing something highly formal, such as a letter to a judge.

As Plain English Campaign explains, clear writing improves understanding, especially in legal and business contexts.

Cut the fluff

It’s tempting to over-explain or include details that dilute your message. Every word should earn its place. One technique is to read your letter aloud. If a sentence feels clunky or long-winded, rewrite it.

Consider this:

Before: “I would be extremely grateful if you could possibly consider reversing the decision.”

After: “I’m asking you to reconsider the decision.”

Same request, better impact.

Make it personal where it matters

Generic letters get ignored. Wherever possible, tailor your letter. Use names, refer to specific situations, and show empathy or understanding. This is crucial in letters such as writing a character reference or an apology.

One client came to us needing a complaint letter about a poor broadband service. Their original letter was vague and emotional. We rewrote it with specific details, contract references, and a confident tone. The provider responded within 72 hours and waived the early termination fee. The difference? Precision and professionalism.

Ask for feedback before sending

A second pair of eyes can spot tone issues, grammar mistakes or unclear points. If you're unsure, consider using a professional letter writing service like ours at LetterLab to polish your draft. Services like ours are tailored for writing a wide range of letters, including cover letters and formal complaints.

Check formatting and tone

A well-formatted letter creates the impression that you're serious and respectful. Use consistent font, correct spacing, and appropriate sign-offs. If you’re unsure about tone, Indeed UK offers tone guides for different letter types, though they often lean quite generic.

Tip: Match your tone to your audience. Writing to a university panel? Keep it respectful and concise. Writing to a neighbour about a noise complaint? Be polite but assertive.

Proofread, then proofread again

Even minor typos can damage credibility. Tools like Grammarly can help, but nothing beats reading your letter aloud. Or better yet, step away for a few hours and return with fresh eyes.

Final thoughts

Improving a letter doesn’t mean rewriting it from scratch. Small changes like tightening your message, removing filler, or clarifying your request can instantly boost its impact.

If you need help making your letter more persuasive, more professional or more human, that’s exactly what we do at LetterLab. From writing a letter to a judge to crafting personal apologies, our expert writing services are designed to get results.

Let your words do the talking. And make sure they’re saying the right thing.