In nowadays world, not many people write letters, as most of them use e-mail every day. Nevertheless, any person at least once in his or her life is faced with the need to write an official letter. In order to create it correctly and the addressee to have a good impression of you, you need to know some rules of writing an official letter.
How to Write an Official Letter
The official letter is a document, so its text should express only important and clear information. Do not write about minor things that do not reveal the essence of your text. Do not write too long and complex sentences. This format of the text is very difficult to perceive. Formulate your thoughts clearly, in contrast to an essay, there is no need to bring the reader to the main idea, you need to present it immediately.
Use the Proper Style of Speech
Writing of an official letter excludes the possibility of using colloquial vernaculars and slang. It is necessary to use only the official style of speech. Do not write any epithets or metaphors and other means of expressiveness. Your text should be strict and clear.
Reread Your Text and Correct Mistakes
People often have to write official letters to get a response from a certain organization or government agency. For example, students need to write a letter to approve their work on some projects. In this case, the official letter should create an exceptionally positive impression of a person who wrote it. Therefore, it is very important not to allow the occurrence of grammatical and punctuation errors in your text. Reread the final version of your letter several times and correct all the inaccuracies. One of the most effective methods of proofreading a text is to reread it after a certain time interval has passed. If you check your work immediately after writing it, you can just not notice some errors. If you do this after some time has passed, you can see things, which you did not find earlier. Help of friends or family can be very useful too. Ask someone close to reread your letter and express his or her opinion about it.
The high quality of the official letter depends not only on its text. It is very important to present it correctly. In order to create a good impression of yourself, think about the presentable form of your letter. Choose a sheet of paper without defects. It is good to recheck the look of the sheet after printing, because the printer may work not properly, or the text may be too light or uneven. Print the text on the new sheet of paper and make sure that it is clean and the letter looks correct now.
Take the envelope of the correct size. Remember, that an official letter is an official document. It is not relevant to use envelopes with drawings and funny inscriptions. Covers with congratulations on different holidays are not suitable in this case too.
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