How to Write a Professional Letter?

Professional letter

With the wide use of emails in today’s world, professional or formal letters are now hardly written. But there are few types of letters that still hold their importance, like surveys as part of some research, cover letters for some questionnaire, cover letters for any job applications, etc.

To make the desired effect on the reader, it is important to have your letter written in the correct order. The following things should be there in your letter todo this:

  1. The letter should be written in the correct format
  2. Keep your letter short and precise

The person you are writing to might be a busy person. So always keep things to the point and avoid providing supplementary and unnecessary information. For the sake of impressing people, do not use flowery words or long, heavy words. Never repeat the same thing again and again.

  1. No point should be mentionedother than the relevant ones.
  2. Letters should not carry any grammatical or spelling mistakes.

Any such mistake will make a bad impression on the reader. Thus the effect of your candidacy will be reduced and you might not get the job you have been longing for.

  • While typing the letter, use a spelling checker.
  • You should also keep a check on the spelling, as the computer won’t understand the difference between does and dose.
  • You can use online grammar checking programs for this purpose. Incorrect grammars are usually underlined in green in MSWord. Pay special attention to such sentences.
  • Give proper punctuation. Make sure all your sentences are complete and the punctuationsare clear and understandable.
  • Take time to complete your letter as mistakes usuallyhappen when we are in a hurry.
  • Always review your letter once you have finished typing or writing it.


  1. Even if you are complaining about any bad service, it should have a polite tone.

Your professional letter should be of similar form of academic writing. But it doesn’t have to be overly professional. Keep in mind the following things:

  • Avoid jargons, slangs, and colloquial, everyday language.
  • Avoid making contractions
  • Avoid using subjective language and emotive in the letter (e.g. rubbish, terrible, etc.)
  • Avoidvague words, such as get it, good, nice,etc.


  1. Make sure your letter is well presented.

Remember the popular English proverb,“First impression is the last impression.” For a good impression, use good quality papers, write the letter in the center of the paper, keep it away from any stains, etc.

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