How do you write a effective letter? A practical, step‑by‑step UK guide

Letters linger. Whether you’re writing to resolve a complaint, support a cause, thank someone formally, or make an appeal, how you structure and express yourself matters. A well‑written letter commands attention, shows respect, and gets results.

This guide combines expert insight, real-world experience from LetterLab, and trusted UK sources to give you a letter-writing framework that works, every time.

1. Know your purpose and audience

Before you begin, be clear about:

• Why you’re writing (e.g. to request, to inform, to appeal)

• Who will read it (e.g. a judge, solicitor, landlord, corporate HR)

• The tone needed (formal, respectful, factual)

  
  

As Resolution’s Good Practice Guide states, every letter should serve a constructive purpose and advance the matter under discussion.

2. Use the standard UK formal layout (block style)

The expected UK format keeps things organised:

• Your address (top right or centred if letterhead is unavailable)

• Date (on its own line, UK style: 7 July 2025)

• Recipient’s name and address (left-aligned)

• Subject line (optional but useful)

• Salutation (Dear Ms Smith or Dear Customer Services Department)

  
  

Articles from both Grammarly and English Content emphasise consistency in sender and recipient fields, margins, font and spacing.

3. Start with a clear opening

A concise opening paragraph explains:

• Who you are (if not obvious)

• Why you are writing

• What you hope will happen next

  
  

Avoid waffle. Get straight to the point. It shows respect for the reader’s time.

4. Deliver the body in structured paragraphs

• Second paragraph: Detail the relevant facts or issue.

• Third (if needed): Include supporting information, such as dates, references, or evidence.

• Where applicable: A short paragraph summarises or requests an action.

  
  

Remember: one idea per paragraph keeps things scannable.

5. End with confident, polite closure

Avoid passive sign‑offs like “I hope to hear from you soon.” Instead:

• Clearly state what you expect (e.g. confirmation, refund, review)

• Include a polite statement of appreciation

• Sign off with “Yours faithfully” if unknown recipient, “Yours sincerely” if named

  
  

Leave space above your typed name for a physical signature, or include your name and position below if digital.

6. If including enclosures, note them

If you attach documents (e.g. invoice, character reference), add: Enclosure: Resume / Evidence of purchase, etc.

This is standard practice in formal correspondence.

7. Tailor your tone and language

UK formal letters tend to favour neutral, clear language. Avoid slang or contractions unless you’re writing to someone you know well. You can also use gender-neutral salutations like: Dear Marketing Team or Dear Customer Services Department (preferred over “Dear Sirs”).

English Content guides recommend respectful, inclusive language throughout.

8. Review thoroughly before sending

Look for:

• Clarity and flow

• Spelling, punctuation, grammar

• Consistency in date format, font, margins

• Polite tone and action request

  
  

Grammarly and British Council style guides emphasise proofreading as the final step in professional correspondence.

9. Use various letter types appropriately

Different letter types require tweaks:

• Formal business letter – for official or workplace correspondence

• Complaint or appeal letter – factual, respectful and solution-focused

• Personal letter of support or character – emotional tone, clear relationship context

• Letters of interest or intent – hypothetical interest, showcasing initiative

  
  

Each one follows the same structure but adapts language, tone, and detail level accordingly.

10. Real‑world example: Appeal letter turned around

A client wrote to their council about a parking fine. Their first letter lacked detail. We helped them rewrite with:

• Clear reference (ticket number, date, location)

• Respectful tone and acknowledgement of error

• Evidence (photos of unclear signage)

• A request for refund

  
  

They received a full cancellation within two weeks.

Authoritative sources

• Resolution – Good Practice Guide to Correspondence (UK family court guidance)

• English Content – British English business letter format and inclusive salutations guidance

• Grammarly – Letter-writing templates and formal letter structure advice

• British Council / Plain English Campaign – guidance on professional tone and clarity