How to Set Up a Letter
Composing a letter is an important skill to learn whether you're in business or corresponding with a friend or loved one. You want your letter to represent you favorably even if the letter is a form of argument. A poorly composed letter can suggest anything from a lack of education to someone who doesn't care about what they are writing about. You wouldn't write a letter if it wasn't important to you. By taking a few minutes, even a difficult letter can be organized to present your viewpoint in a favorable way.
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Instructions
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List the topic of your letter and the main points you would like to address. Use a computer or simple writing tablet and pen. Jot down particular things you want to remember to say. This list will help you organize your thoughts in a constructive way.
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Create a rough draft. Begin with the date and a salutation. A salutation is a greeting that's offered as a way of showing respect for the other person. A common salutation is "Dear Mr. Smith." When possible use the recipient's name. Make sure of the spelling as people notice when their name is spelled wrong.
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Introduce yourself in the first paragraph. Typically a paragraph on a hand-written letter will begin with the first word indented about one-half inch. This indentation is used to indicate the beginning of a new paragraph. On the computer a paragraph may begin flush with the left side of the paper and an extra space is added between paragraphs. In the first paragraph, indicate why you're writing the letter to the recipient.
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Use formal English and good grammar. If the recipient is in a dispute with you, your introductory paragraph should briefly note the area of the dispute. Don't begin with an argument. Your introductory paragraph should list the points you will bring up in the letter. Example: I am writing to you today because I am being billed for services that I have discontinued. The services are: cable television, phone and Internet. I contacted your company on (date) by phone and received a bill again today.
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Describe the services or actions under dispute in the second through fourth paragraph. One paragraph should talk about each aspect of the problem from your perspective. Using my example, one paragraph might describe the services that were terminated and why you made that decision. The next paragraph should detail the steps taken to terminate the service. When possible, include names, dates and times of contact.
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Summarize the letter in your last paragraph and what results you are requesting from the recipient. If your letter is a personal letter to a friend or family member, you can follow this same structure to talk about areas of interest between you. The format can then be expanded into greater detail where necessary. Close your letter with an appropriate valediction (closing greeting).
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Polish your letter or retype or rewrite your letter as a separate finished piece. This will allow you to correct for any spelling errors or format problems on the letter you will actually send. Save both your rough draft and finished letter if you worked on the computer, as this will allow you to plan additional letters if the issue continues. Add your signature to your finished letter, and it's ready to send.
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Tips & Warnings
Make sure that your letter is easy to read, does not include violent language, has appropriate contact information and represents you in the way that you desire to be viewed. If you're sending a hand-written letter, be sure to use decent stationery and envelope and to shape your words so that they are attractive and readable.
