Write Like a Human: How to Avoid Sounding Robotic in Important Letters
- LetterLab
- Nov 21
- 4 min read
A simple guide to making your writing feel real, relatable, and worth reading
When you are writing an important letter, it is surprisingly easy to slip into stiff, unnatural language. Most people panic and start writing in a way they would never speak.
Suddenly every sentence sounds like a policy memo or a template found online.
The problem is simple. Robotic writing disconnects the reader from the message. It creates distance, not understanding. If your goal is to persuade, reassure, complain, appeal, or explain, you need the reader to feel that a real person is talking to them.
This guide breaks down how to write like a human without losing professionalism. You will learn how to bring warmth, clarity, and personality into your letters, while still sounding credible and confident.
Why human writing matters
Decision-makers respond better to writing that feels grounded and sincere. Whether you are writing to a council, a school, an employer, a landlord, or a company, your letter is more effective when it sounds like it came from a thoughtful person, not a machine.
Authenticity builds trust. Trust encourages action.
1. Stop trying to impress and start trying to communicate
Many people think formal letters require complicated words. In reality, simple language is more effective. Clear sentences have a better chance of being understood on the first read
For example:
❌ “I am writing to hereby express my profound dissatisfaction concerning...”
✔ “I am writing because I am unhappy with...”
The second version feels honest. It is adult, not childish, but still human.
Reference:
2. Write the way you would speak in a calm conversation
You do not need slang or jokes. Instead, imagine you are talking to someone polite and reasonable. Not a mate. Not a judge. Just someone who needs clarity and calm.
Tip: Read your letter aloud. If anything sounds stiff or strange, rewrite it.
3. Use natural sentence lengths
Humans vary their sentences. Robots repeat the same rhythm.
A good letter mixes:
short lines
medium lines
the occasional longer explanation
This keeps the reader’s attention without feeling chaotic.
4. Avoid generic filler phrases
These phrases make writing feel hollow:
“I trust this message finds you well.”
“At your earliest convenience.”
“To whom it may concern.”
They take up space without adding meaning. Replace them with something specific, or remove them completely.
5. Share the right amount of personal detail
Human writing includes context, but not oversharing. A useful personal detail helps the reader understand what is at stake.
Example:
“I rely on this support because I am caring for my elderly father.”
This one line carries more power than three paragraphs of emotion.
6. Keep your tone steady
Human writing still needs balance. Too emotional feels chaotic. Too flat feels robotic.
Aim for steady, calm, and honest.
Example:
“This situation has been difficult, and I would appreciate a clear resolution.”
Simple. Real. Measured.
Reference source on tone and clarity:
7. Remove phrases you would never say out loud
You would not walk into a room and say:
“I am kindly requesting your urgent liaison on this matter.”
So do not write it.
Say this instead:
“Please could you let me know what happens next.”
8. Replace clichés with specific details
Clichés make writing forgettable. Details make it believable.
Example:
❌ “This problem has caused serious inconvenience.”
✔ “I lost a full day of work on 12 February due to this issue.”
The second version has weight. It tells a story without drama.
9. Do not be afraid of warmth
Professional does not mean cold. A small amount of warmth helps the person reading your letter remember that you are human.
Try:
“Thank you for taking the time to look at this.”
Natural. Polite. Human.
10. Edit, then edit again
The first draft is for getting your thoughts out. The second draft is where you remove repetition, tighten your points, and make sure the letter sounds like you.
A short letter with a human voice beats a long letter full of robotic padding.
Examples of robotic vs human writing
Robotic:
“I hereby wish to convey that the service provided was unsatisfactory.”
Human:
“I am writing because the service I received was not what I expected.”
Robotic:
“I respectfully request reconsideration of the aforementioned decision.”
Human:
“I would like you to reconsider this decision.”
When writing like a human truly matters
Human-centred writing is especially important when you are:
appealing a decision
making a complaint
writing to a council or MP
explaining personal circumstances
dealing with sensitive issues
applying for a role or opportunity
In all of these cases, sincerity carries weight.
Reference on communication clarity:
How LetterLab helps you stay human
Many people sound robotic because they are worried about saying the wrong thing. That is where LetterLab comes in. You send your notes, voice messages, screenshots, or draft, and we turn them into a clear, confident letter that still sounds like you.
You can even try your first 250 words free, just to see the difference.
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