{"id":6768,"date":"2019-01-21T17:00:25","date_gmt":"2019-01-22T01:00:25","guid":{"rendered":"https:\/\/www.kibin.com\/blog\/?post_type=essay-writing-blog&#038;p=6768"},"modified":"2022-12-14T10:53:35","modified_gmt":"2022-12-14T18:53:35","slug":"tips-writing-a-professional-letter","status":"publish","type":"post","link":"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/","title":{"rendered":"5 Tips for Writing a Professional Letter That Gets Results"},"content":{"rendered":"<p><b>Question: <\/b>Who actually writes letters these days?<\/p>\n<p><b>Answer: <\/b>Everyone, including you!<\/p>\n<p>Traditional, handwritten \u201csnail-mail\u201d letters might seem like they\u2019re on the endangered species list, but that doesn\u2019t mean that letter writing isn\u2019t alive and well.<\/p>\n<div class=\"tm-tweet-clear\"><\/div>\n<div class=\"tm-click-to-tweet\">\n<div class=\"tm-ctt-text\"><a href=\"https:\/\/twitter.com\/share?text=Writing+a+professional+letter+is+a+necessary+skill+for+anyone+who+wants+to+get+ahead.&#038;via=kibin&#038;related=kibin&#038;url=https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\" target=\"_blank\">Writing a professional letter is a necessary skill for anyone who wants to get ahead.<\/a><\/div>\n<p><a href=\"https:\/\/twitter.com\/share?text=Writing+a+professional+letter+is+a+necessary+skill+for+anyone+who+wants+to+get+ahead.&#038;via=kibin&#038;related=kibin&#038;url=https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\" target=\"_blank\" class=\"tm-ctt-btn\">Click To Tweet<\/a><\/p>\n<div class=\"tm-ctt-tip\"><\/div>\n<\/div>\n<p>&nbsp;<\/p>\n<p>&nbsp;<\/p>\n<p>Knowing the ins and outs of writing a professional letter is a necessary skill for anyone entering college or the workforce and wanting to get ahead.<\/p>\n<p>You need to know how to format and write a letter if you are&#8230;<\/p>\n<ul>\n<li>Filling out a <a href=\"https:\/\/www.kibin.com\/essay-examples\/application-letter-to-the-university-of-pennsylvania-ZKBsITWe\" target=\"_blank\" rel=\"noopener\">job application<\/a><\/li>\n<li>Sending <a href=\"https:\/\/propellercollective.org\/blog\/on-campus\/how-to-email-your-professor\" target=\"_blank\" rel=\"noopener\">emails to professors<\/a> or potential\/current bosses<\/li>\n<li>Contacting colleagues at work<\/li>\n<li>Crafting a <a href=\"https:\/\/www.kibin.com\/essay-examples\/a-recommendation-letter-for-admission-into-medical-school-EM4SaZzB\" target=\"_blank\" rel=\"noopener\">recommendation letter<\/a> for someone else<\/li>\n<li><a href=\"https:\/\/cpb-us-e1.wpmucdn.com\/blogs.roosevelt.edu\/dist\/b\/55\/files\/2011\/04\/letterdirections.pdf\" target=\"_blank\" rel=\"noopener\">Writing to elected officials<\/a><\/li>\n<\/ul>\n<p>What your recipient reads is a reflection of you and your ability to communicate.<\/p>\n<p>If you write well, your recipient will take you seriously, and you\u2019re more likely to get what you want: an interview, a job, an internship, a raise, etc. But if you don\u2019t, that letter will probably end up in the trash.<\/p>\n<p>Let\u2019s avoid the trash. Follow these top-five tips on what you can do to make sure you&#8217;re writing a professional letter that knocks the recipient&#8217;s socks off!<\/p>\n<h2>1. Know Your Style<\/h2>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6820\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"344\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720.jpg 960w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720-300x206.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720-768x528.jpg 768w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6820 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20344%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"344\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20344%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720.jpg 960w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720-300x206.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720-768x528.jpg 768w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/picture-frame-3222081_960_720.jpg\"><\/a><\/p>\n<p>Are you writing to your professor about an upcoming exam? Or perhaps you\u2019re applying for a job and writing a cover letter. Whatever the case, make sure you take the right approach.<\/p>\n<p>There are many types of professional letters out there, and while each will follow a similar structure, they all have different specific goals.<\/p>\n<p>Here are some common types of letters you\u2019ll probably end up writing throughout your career:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.thebalancecareers.com\/job-inquiry-letter-samples-and-writing-tips-2059707\" target=\"_blank\" rel=\"noopener\">Inquiry\/Query letter<\/a><\/li>\n<li><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/how-to-write-a-cover-letter\/\" target=\"_blank\" rel=\"noopener\">Cover letter<\/a><\/li>\n<li><a href=\"https:\/\/www.grammarly.com\/blog\/how-to-write-a-thank-you-letter\/\" target=\"_blank\" rel=\"noopener\">Thank-you letter<\/a><\/li>\n<li><a href=\"https:\/\/www.hubspot.com\/sales\/follow-up-email\" target=\"_blank\" rel=\"noopener\">Follow-up email<\/a><\/li>\n<li><a href=\"https:\/\/writing.colostate.edu\/guides\/page.cfm?pageid=1461&amp;guideid=71\" target=\"_blank\" rel=\"noopener\">Acknowledgement letter<\/a><\/li>\n<li><a href=\"http:\/\/www.letters.org\/withdrawal-letter\/withdrawal-letter.html\" target=\"_blank\" rel=\"noopener\">Withdrawal letter<\/a><\/li>\n<li><a href=\"https:\/\/www.careeraddict.com\/write-a-job-acceptance-letter\" target=\"_blank\" rel=\"noopener\">Acceptance letter<\/a><\/li>\n<li><a href=\"https:\/\/www.themuse.com\/advice\/how-to-gracefully-turn-down-a-job-offer\" target=\"_blank\" rel=\"noopener\">Decline letter<\/a><\/li>\n<li><a href=\"http:\/\/www.businessinsider.com\/how-to-write-a-resignation-letter-2018-5\" target=\"_blank\" rel=\"noopener\">Resignation letter<\/a><\/li>\n<\/ul>\n<h2>2. Pay Attention to Formatting<\/h2>\n<p>If you dress professionally for an interview, you\u2019re more likely to get hired. Professional letters also have a strict \u201cdress code\u201d when it comes to formatting correctly.<\/p>\n<p>Because this is formal writing, you don\u2019t want it to look like a text message you\u2019d send to just anyone. There are rules to follow.<\/p>\n<p>A professional letter should be well-written, but you\u2019re not creating an abstract work of art or the next Great American Novel. These letters should be straightforward, polite, diplomatic, and easy to read.<\/p>\n<p>Here are some tips:<\/p>\n<ul>\n<li>Keep it short\u2014about three paragraphs on a single page will do. Use simple, <a href=\"https:\/\/thenextweb.com\/dd\/2017\/03\/31\/science-behind-fonts-make-feel\/\" target=\"_blank\" rel=\"noopener\">professional-looking fonts<\/a>, such as Calibri, Times New Roman, Arial, Cambria, or Verdana. Avoid Comic Sans and other goofy fonts like the plague.<\/li>\n<\/ul>\n<ul>\n<li>Your font size should be 10 pt or 12 pt. Any smaller and the recipient will be squinting to read it. If you find you cannot fit everything in one page with 10 pt font, then something has to go.<\/li>\n<\/ul>\n<ul>\n<li>Make sure the entire letter text is left-aligned. Use single-spacing for each body paragraph and double-spacing between each paragraph.<\/li>\n<\/ul>\n<ul>\n<li>And don\u2019t forget your margins! About one inch on all sides is best.<\/li>\n<\/ul>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6823\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-1000x1024.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"512\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-1000x1024.jpg 1000w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-293x300.jpg 293w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-768x787.jpg 768w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920.jpg 1478w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6823 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20512%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"512\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20512%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-1000x1024.jpg 1000w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-293x300.jpg 293w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-768x787.jpg 768w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920.jpg 1478w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/portrait-3052705_1920-1000x1024.jpg\"><\/a><\/p>\n<p><b>Helpful tip if you\u2019re using MS Word:<\/b><\/p>\n<p>Since 2010, all versions of Word, by default, use 8 pt line spacing (the space between each line in a paragraph), which can cause some formatting headaches. You\u2019ll want to change this back to 0 pt. Don\u2019t know how to do this? Need to change some other spacing issues too? <a href=\"https:\/\/www.gcflearnfree.org\/word2016\/line-and-paragraph-spacing\/1\/\" target=\"_blank\" rel=\"noopener\">Here\u2019s how<\/a>.<\/p>\n<h2>3. Get the Foundation and Frame Right<\/h2>\n<p>A house without a proper foundation and frame will fall apart, and your professional letter is no different. So let\u2019s give it some strong legs to stand on by setting it up right.<\/p>\n<p>All professional letters, regardless of type, should contain the following, in order:<\/p>\n<ol>\n<li>Your name and address in the upper left corner<\/li>\n<li>The current date<\/li>\n<li>The recipient\u2019s name and address<\/li>\n<li>Salutation (also known as the greeting)<\/li>\n<li>Body (about two to three short paragraphs)<\/li>\n<li>Closing<\/li>\n<li>Signature<\/li>\n<li>Your typed name<\/li>\n<\/ol>\n<p>Of course, it\u2019s pretty tough to build a house with just the required supplies. You need a blueprint, so let\u2019s take a look at how all of these pieces fit together in the following example.<\/p>\n<blockquote><p>Hank Venture<\/p>\n<p>123 Compound Drive<\/p>\n<p>Colorado Springs, CO 80829<\/p>\n<p>&nbsp;<\/p>\n<p>July 28, 2018<\/p>\n<p>&nbsp;<\/p>\n<p>Bruce Wayne<\/p>\n<p>1007 Mountain Drive<\/p>\n<p>Gotham, NJ 10007<\/p>\n<p>&nbsp;<\/p>\n<p>Dear Mr. Wayne,<\/p>\n<p>The first paragraph of a professional letter should begin with a friendly opening. Immediately transition into the main purpose of your letter. Try to find a subtle way to hook your recipient\u2019s attention.<\/p>\n<p>The second paragraph can go into a little more detail now that you\u2019ve set the stage and introduced your purpose.<\/p>\n<p>Essentially, you\u2019ll be supporting your main point with relevant information (your experiences, background, or accomplishments, for example). This information can vary widely depending on the type of letter.<\/p>\n<p>In the closing paragraph, restate your main point and why it is important. If you\u2019re writing regarding a job opportunity, this can be a good place to request a meeting with the company. Otherwise, thanking the recipient for his\/her time and consideration is appropriate.<\/p>\n<p>&nbsp;<\/p>\n<p>Sincerely,<\/p>\n<p>Hank Venture<\/p>\n<p>&nbsp;<\/p>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6818\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"417\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280.jpg 962w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280-300x250.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280-768x640.jpg 768w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6818 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20417%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"417\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20417%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280.jpg 962w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280-300x250.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280-768x640.jpg 768w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/batman-3351414_1280.jpg\"><\/a><\/p><\/blockquote>\n<h2>4. Don&#8217;t Forget the Nitty-Gritty Details<\/h2>\n<p>The above is the typical way to frame most of your letters, but there are some parts that may need some tweaking here or there, and a lot of that can depend on circumstance.<\/p>\n<p>There are plenty of <a href=\"https:\/\/www.examples.com\/business\/formal-letter.html\" target=\"_blank\" rel=\"noopener\">examples of professional letters<\/a> out there to help you see how it\u2019s done.<\/p>\n<h3>On signatures<\/h3>\n<p>In this digital age, it\u2019s becoming increasingly rare to see a signature on many forms of communication, even in the professional world.<\/p>\n<p>That said, if you\u2019re mailing a letter as part of an application packet to a school or potential employer, you should include your signature as part of your closing.<\/p>\n<p>This method is pretty easy. Make sure you add four spaces between your closing phrase (Sincerely, Best, etc.) and your printed name at the end of the letter. Once you print the letter, sign your name in this space, preferably in black ink.<\/p>\n<p>If you\u2019re sending a letter digitally, the signature is less important but can still earn you some style points. If you&#8217;re able, write your signature (again, in black ink) on a piece of plain white paper, and scan it.<\/p>\n<p>Crop the scanned image to just beyond the edges of your signature, and save it as a JPEG or PNG file. You can copy\/paste or insert this image into your letter with whichever word-processor program you\u2019re using.<\/p>\n<p>Here are some details on adding signatures to <a href=\"https:\/\/support.google.com\/mail\/answer\/8395?co=GENIE.Platform%3DDesktop&amp;hl=en\" target=\"_blank\" rel=\"noopener\">Gmail<\/a>, <a href=\"https:\/\/support.google.com\/mail\/answer\/8395?co=GENIE.Platform%3DDesktop&amp;hl=en\" target=\"_blank\" rel=\"noopener\">Google Docs<\/a>, and <a href=\"https:\/\/support.office.com\/en-us\/article\/insert-a-signature-f3b3f74c-2355-4d53-be89-ae9c50022730\" target=\"_blank\" rel=\"noopener\">MS Office docs<\/a>.<\/p>\n<h3>On enclosures<\/h3>\n<p>You may need to use an enclosure line if you\u2019re applying to a school or job and are attaching relevant materials, such as a resume or CV. This is considered a professional courtesy and basically tells the recipient that the other items are included.<\/p>\n<p>Include the enclosure after your signature and printed name. And then list the enclosed items.<\/p>\n<p><b>Example:<\/b><\/p>\n<blockquote><p>Sincerely,<\/p>\n<p>Philip J. Fry<\/p>\n<p>&nbsp;<\/p>\n<p>Enclosures:<\/p>\n<p>Curriculum Vitae<\/p>\n<p>Letters of Reference<\/p><\/blockquote>\n<h3>What about email?<\/h3>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6822\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"390\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email.jpg 480w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email-300x234.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email-225x175.jpg 225w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6822 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20390%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"390\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20390%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email.jpg 480w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email-300x234.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email-225x175.jpg 225w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/email.jpg\"><\/a><\/p>\n<p>A lot of your professional communication during college and in the workforce will take place over email. But for the most part, you won\u2019t have to be quite so formal as when writing a letter.<\/p>\n<p>That said, some potential employers may have you email your application materials. And if you ever want to write a letter of inquiry about a position, there is a good chance you\u2019ll do so over email.<\/p>\n<p>In these situations, stick to all of the rules above, except for the important formatting changes detailed below.<\/p>\n<p><span style=\"font-weight: 400;\">\t<\/span><\/p><div class=\"blog-cta-simple\">\n\t\t<div class=\"blog-cta-simple-cont\">\n\t\t\t<div class=\"blog-cta-simple-header\">Scared to send that cover letter?<\/div>\n\t\t\t<div class=\"blog-cta-simple-desc\">We\u2019ll take a look (and fix your typos).<\/div>\n\t\t\t\t\t\t\t<div class=\"blog-cta-simple-input\">\n\t\t\t\t\t<div class=\"blog-cta-simple-cont-btn\">\n\t\t\t\t\t\t<a class=\"btn btn-warning\" href=\"https:\/\/www.kibin.com\/career-resume-editing\" target=\"_blank\">Yes! Edit my letter.<\/a>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t<\/div>\n\n<h4>Subject line<\/h4>\n<p>You know that emails should have a subject line, but maybe you\u2019re unsure of what to put on this line when sending a professional email. Unless a job posting or similar situation instructs you otherwise, use the subject line to concisely state your specific purpose.<\/p>\n<p>For example, if you&#8217;re writing to a company regarding a potential opening, you might try something like this:<\/p>\n<blockquote><p>Team Coordinator Position Inquiry<\/p><\/blockquote>\n<p>In just a few words, this line tells the recipient exactly what you\u2019re writing about.<\/p>\n<h4>Body text and closing<\/h4>\n<p>In an email, you may forgo the address and date at the top of your message. Just start with the salutation, write your body paragraphs, and end with your closing.<\/p>\n<p>You may include your digital signature following the closing phrase. Then type your name as you would in a traditional letter, and include your contact information below this.<\/p>\n<p>That\u2019s really all there is to it! But if you want more info on writing professional emails, head over to <a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/how-to-write-a-professional-email\/\" target=\"_blank\" rel=\"noopener\">How to Write a Professional Email \u2026 Like a Professional<\/a>.<\/p>\n<h2>5. Walk the Walk<\/h2>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6821\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"333\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1.jpg 504w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1-300x200.jpg 300w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6821 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20333%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"333\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20333%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1.jpg 504w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1-300x200.jpg 300w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/bear1.jpg\"><\/a><\/p>\n<p>So you\u2019re ready to start writing that letter, right? Not so fast!<\/p>\n<p>You\u2019re almost there, but let\u2019s talk about what really sets a good first impression when you&#8217;re writing a professional letter: showing off just how professional you are. Here&#8217;s how it\u2019s done.<\/p>\n<h3>Research!<\/h3>\n<p>I can\u2019t stress this one enough\u2014don\u2019t start writing a professional letter without first looking up the specific person you should be writing. If you\u2019re applying for a job, doing this shows that you\u2019re willing to go beyond the bare minimum when reaching out to the company.<\/p>\n<p>You can usually find information about an HR\/talent manager by looking on a company\u2019s website or LinkedIn. When in doubt, don\u2019t be afraid to call the company to ask for the name and contact info of this person.<\/p>\n<p>And always make sure you\u2019re spelling the person&#8217;s name correctly. This small step can really make all the difference.<\/p>\n<p>Doing your homework on a company can also help you figure out what kind of language you should include in your writing. Many companies will post their mission statements or values on their websites, and this can give you an idea of what a company&#8217;s culture is like\u2014cater your writing to this.<\/p>\n<h3>Use the right tone<\/h3>\n<p>The way we write affects how others perceive us. If you want to appear professional, you have to write using the appropriate&nbsp;<a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/authoritative-voice\/\" target=\"_blank\" rel=\"noopener\">tone<\/a>. Here are some pointers to help you out:<\/p>\n<ul>\n<li>Write complete sentences.<\/li>\n<\/ul>\n<ul>\n<li>Write simply and <a href=\"https:\/\/www.dailywritingtips.com\/8-steps-to-more-concise-writing\/\" target=\"_blank\" rel=\"noopener\">concisely<\/a>. Don\u2019t use a lot of flowery, descriptive language.<\/li>\n<\/ul>\n<ul>\n<li><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/how-to-write-more-effectively-persuasive-technique\/\" target=\"_blank\" rel=\"noopener\">Be confident<\/a> and enthusiastic, not hubristic or self-deprecating.<\/li>\n<\/ul>\n<ul>\n<li>Avoid slang, jargon, and curse words.<\/li>\n<\/ul>\n<ul>\n<li>Be politically correct. Sexist and other biased language, for example, will not be tolerated.<\/li>\n<\/ul>\n<ul>\n<li>Avoid using exclamation points.<\/li>\n<\/ul>\n<ul>\n<li>Humor is subjective, so don\u2019t try to be funny or sarcastic.<\/li>\n<\/ul>\n<ul>\n<li>Be accurate. If you make any claims, be sure to fact-check yourself.<\/li>\n<\/ul>\n<ul>\n<li>Avoid contractions (they\u2019re, don\u2019t, etc.).<\/li>\n<\/ul>\n<ul>\n<li>Avoid cliches.<\/li>\n<\/ul>\n<ul>\n<li>Don\u2019t repeat yourself. The letter is a small space, so the recipient shouldn\u2019t be reading the same thing over and over again.<\/li>\n<\/ul>\n<ul>\n<li>Always proofread your work for <a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/7-grammar-rules-everyone-learn\/\" target=\"_blank\" rel=\"noopener\">spelling and grammatical errors<\/a>.<\/li>\n<\/ul>\n<h2>Most of All, When Writing a Professional Letter&#8230;<\/h2>\n<p><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280.jpg\"><noscript><img decoding=\"async\" class=\"aligncenter wp-image-6819\" src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-1024x882.jpg\" alt=\"writing a professional letter\" width=\"500\" height=\"431\" srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-1024x882.jpg 1024w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-300x258.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-768x662.jpg 768w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280.jpg 1171w\" sizes=\"(max-width: 500px) 100vw, 500px\"><\/noscript><img decoding=\"async\" class=\"aligncenter wp-image-6819 lazyload\" src=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20431%22%3E%3C%2Fsvg%3E\" alt=\"writing a professional letter\" width=\"500\" height=\"431\" srcset=\"data:image\/svg+xml,%3Csvg%20xmlns%3D%22http%3A%2F%2Fwww.w3.org%2F2000%2Fsvg%22%20viewBox%3D%220%200%20500%20431%22%3E%3C%2Fsvg%3E 500w\" sizes=\"(max-width: 500px) 100vw, 500px\" data-srcset=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-1024x882.jpg 1024w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-300x258.jpg 300w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-768x662.jpg 768w, https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280.jpg 1171w\" data-src=\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/crossing-2877941_1280-1024x882.jpg\"><\/a><\/p>\n<p>Slow down and <a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/what-is-the-writing-process-and-why-care\/\" target=\"_blank\" rel=\"noopener\">take your time<\/a> with the writing.<\/p>\n<p>These letters are meant to represent who you are as a person and professional scholar or employee. It took a long time and a lot of work to get you to this point, and your writing should be carefully crafted to show this fact to your recipient.<\/p>\n<p>When you sit down to write that first draft of your letter, don\u2019t forget to one of <a href=\"https:\/\/www.kibin.com\/career-resume-editing\" target=\"_blank\" rel=\"noopener\">Kibin&#8217;s professional editors<\/a> take a look. They can help your letters (and resume!) stand out and show off just how awesome\u2014and professional\u2014you really are.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Question: Who actually writes letters these days? Answer: Everyone, including you! Traditional, handwritten \u201csnail-mail\u201d letters might seem like they\u2019re on the endangered species list, but that doesn\u2019t mean that letter writing isn\u2019t alive and well. Writing a professional letter is a necessary skill for anyone who wants to get ahead. Click To Tweet &nbsp; &nbsp; &hellip; <\/p>\n<div class=\"blog-read-more\"><a href=\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\" class=\"more-link btn btn-primary\"><b>Read more<\/b><span class=\"screen-reader-text\"> &#8220;5 Tips for Writing a Professional Letter That Gets Results&#8221;<\/span><\/a><\/div>\n","protected":false},"author":22,"featured_media":6998,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[181,137],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v20.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>5 Tips for Writing a Professional Letter That Gets Results<\/title>\n<meta name=\"description\" content=\"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"5 Tips for Writing a Professional Letter That Gets Results\" \/>\n<meta property=\"og:description\" content=\"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\" \/>\n<meta property=\"og:site_name\" content=\"Kibin Blog\" \/>\n<meta property=\"article:published_time\" content=\"2019-01-22T01:00:25+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-12-14T18:53:35+00:00\" \/>\n<meta property=\"og:image\" content=\"http:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/writingaprofessionalletter.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"800\" \/>\n\t<meta property=\"og:image:height\" content=\"355\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Ryan G.\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Ryan G.\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"10 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\",\"url\":\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\",\"name\":\"5 Tips for Writing a Professional Letter That Gets Results\",\"isPartOf\":{\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/#website\"},\"datePublished\":\"2019-01-22T01:00:25+00:00\",\"dateModified\":\"2022-12-14T18:53:35+00:00\",\"author\":{\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/ce09c5961afe944873033640908fd99f\"},\"description\":\"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.\",\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/\"]}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/#website\",\"url\":\"https:\/\/www.kibin.com\/essay-writing-blog\/\",\"name\":\"Kibin Blog\",\"description\":\"Creating Better Writers\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.kibin.com\/essay-writing-blog\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"Person\",\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/ce09c5961afe944873033640908fd99f\",\"name\":\"Ryan G.\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/image\/\",\"url\":\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2015\/03\/RyanG-e1551551535305-100x100.jpg\",\"contentUrl\":\"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2015\/03\/RyanG-e1551551535305-100x100.jpg\",\"caption\":\"Ryan G.\"},\"description\":\"has an MFA in Fiction Writing from a literature-based program. He teaches English composition courses, tutors a diverse student body in a writing center, and designs online learning modules for comp and business writing. He is also a Kibin editor.\",\"sameAs\":[\"https:\/\/www.kibin.com\/profile\/ryan\"],\"url\":\"https:\/\/www.kibin.com\/essay-writing-blog\/author\/ryangannon\/\"}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"5 Tips for Writing a Professional Letter That Gets Results","description":"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/","og_locale":"en_US","og_type":"article","og_title":"5 Tips for Writing a Professional Letter That Gets Results","og_description":"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.","og_url":"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/","og_site_name":"Kibin Blog","article_published_time":"2019-01-22T01:00:25+00:00","article_modified_time":"2022-12-14T18:53:35+00:00","og_image":[{"width":800,"height":355,"url":"http:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2018\/10\/writingaprofessionalletter.jpg","type":"image\/jpeg"}],"author":"Ryan G.","twitter_misc":{"Written by":"Ryan G.","Est. reading time":"10 minutes"},"schema":{"@context":"https:\/\/schema.org","@graph":[{"@type":"WebPage","@id":"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/","url":"https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/","name":"5 Tips for Writing a Professional Letter That Gets Results","isPartOf":{"@id":"https:\/\/www.kibin.com\/essay-writing-blog\/#website"},"datePublished":"2019-01-22T01:00:25+00:00","dateModified":"2022-12-14T18:53:35+00:00","author":{"@id":"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/ce09c5961afe944873033640908fd99f"},"description":"Writing a professional letter or email? This post teaches you about the right style, foundation and framing, details, tone, finishing touches, and more.","inLanguage":"en-US","potentialAction":[{"@type":"ReadAction","target":["https:\/\/www.kibin.com\/essay-writing-blog\/tips-writing-a-professional-letter\/"]}]},{"@type":"WebSite","@id":"https:\/\/www.kibin.com\/essay-writing-blog\/#website","url":"https:\/\/www.kibin.com\/essay-writing-blog\/","name":"Kibin Blog","description":"Creating Better Writers","potentialAction":[{"@type":"SearchAction","target":{"@type":"EntryPoint","urlTemplate":"https:\/\/www.kibin.com\/essay-writing-blog\/?s={search_term_string}"},"query-input":"required name=search_term_string"}],"inLanguage":"en-US"},{"@type":"Person","@id":"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/ce09c5961afe944873033640908fd99f","name":"Ryan G.","image":{"@type":"ImageObject","inLanguage":"en-US","@id":"https:\/\/www.kibin.com\/essay-writing-blog\/#\/schema\/person\/image\/","url":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2015\/03\/RyanG-e1551551535305-100x100.jpg","contentUrl":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-content\/uploads\/2015\/03\/RyanG-e1551551535305-100x100.jpg","caption":"Ryan G."},"description":"has an MFA in Fiction Writing from a literature-based program. He teaches English composition courses, tutors a diverse student body in a writing center, and designs online learning modules for comp and business writing. He is also a Kibin editor.","sameAs":["https:\/\/www.kibin.com\/profile\/ryan"],"url":"https:\/\/www.kibin.com\/essay-writing-blog\/author\/ryangannon\/"}]}},"_links":{"self":[{"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/posts\/6768"}],"collection":[{"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/users\/22"}],"replies":[{"embeddable":true,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/comments?post=6768"}],"version-history":[{"count":8,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/posts\/6768\/revisions"}],"predecessor-version":[{"id":10968,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/posts\/6768\/revisions\/10968"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/media\/6998"}],"wp:attachment":[{"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/media?parent=6768"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/categories?post=6768"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.kibin.com\/essay-writing-blog\/wp-json\/wp\/v2\/tags?post=6768"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}