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The Art of Writing a Professional Letter

The Art of Writing a Professional Letter
Professional Letter

The art of writing a professional letter remains an essential skill. Whether it’s a cover letter for a job application, a thank you note after an interview, or a resignation letter, understanding how to write a professional letter can leave a lasting impression. This article will guide you through the process of writing a professional letter, with tips and examples from credible online platforms.

Starting a Professional Letter

The salutation is one of the most important parts of a professional letter. It sets the tone of the letter and can affect the recipient’s opinion of you. Here are some questions to ask yourself when writing your professional greeting:

  • How well do you know the recipient, if at all?
  • Do you know the recipient’s name and job title?
  • Do you know the recipient’s gender to correctly address them?
  • What’s the recipient’s address?
  • Are you writing to a single recipient or a group of people?

Once you’ve answered these questions, it’s time to consider the purpose of your letter. Here are some additional questions to guide your writing:

  • What do you want to say to the recipient?
  • Do you have a specific goal in mind?
  • What kind of letter are you writing? Is it a formal letter or an informal letter? A recommendation letter?

Determining the type of letter you’re writing will help you determine the goal.

Professional Letter Greetings

Here’s a list of 10 professional letter greetings:

  1. Dear (first name),
  2. Dear (first name) (last name),
  3. Hi (first name),
  4. Dear (last name),
  5. Hello (first name),
  6. Dear hiring manager,
  7. Dear (department/team recruiter),
  8. Hi everyone,
  9. Dear (company recruiter),
  10. To whom it may concern, use this as a last resort

Types of Professional Letters

Professional letters are appropriate for several types of professional communication. Examples include:

  • Cover letter: Job applicants often submit cover letters with their resumes. A cover letter provides more information about your skills and describes your qualifications for a position.
  • Letter of recommendation: Teachers, managers, and colleagues usually write recommendation letters, also called reference letters, for people applying to a university or for a job. In the letter, they describe the applicant’s qualities and skills.
  • Thanking someone: Job applicants send letters to hiring managers after interviews to thank them for their time and to share their interest in and suitability for that position.
  • Letter of interest: An individual who wants to work for a particular company might send the manager a letter stating their desire to work there and to ask about job openings.
  • Letter of resignation: Employees leaving a company might write a letter of resignation to their supervisor as a courtesy.

Professional Letter Formats

Professional letters also come in different formats. Three common layouts you might find on a template include:

  • Block: All the text in the letter aligns to the left, with a space between each paragraph or section.

In conclusion, writing a professional letter is an art that requires careful consideration of the recipient, the purpose of the letter, and the appropriate format. By following these guidelines, you can ensure that your professional letters leave a positive and lasting impression.