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Letter Writing Etiquette: Dos and Don'ts for Polished Correspondence

Letter Writing Etiquette: Dos and Don'ts for Polished Correspondence

In the age of digital communication, the art of letter writing may seem like a lost art. However, for formal correspondence, business communications, or personal letters, mastering proper letter writing etiquette is essential to ensure your message is conveyed with clarity, professionalism, and respect. Whether you're writing a letter to a colleague, a friend, or a potential employer, here are some dos and don'ts to keep in mind for polished correspondence:


1. Start with a Proper Salutation

Begin your letter with a formal salutation appropriate for the recipient's title and relationship with you. Use "Dear" followed by the recipient's title and last name for formal letters, or use "Hello" or "Hi" for informal correspondence.

2. Use Clear and Concise Language

Communicate your message clearly and concisely, using plain language that is easy to understand. Avoid jargon, slang, or overly complex sentences that may confuse the reader.

3. Be Courteous and Respectful

Maintain a courteous and respectful tone throughout your letter, even if addressing difficult or sensitive topics. Use polite language, express gratitude when appropriate, and avoid inflammatory or offensive language.

4. Address the Recipient's Concerns

Acknowledge and address any concerns or questions the recipient may have raised in previous correspondence. Show that you have listened to their feedback and are taking their concerns seriously.

5. Proofread and Edit Carefully

Before sending your letter, proofread it carefully for spelling, grammar, and punctuation errors. Ensure that your message is clear, coherent, and free of typos or other mistakes that may detract from your professionalism.


1. Use Informal Language in Formal Correspondence

Avoid using overly casual or informal language in formal correspondence, such as slang, abbreviations, or emojis. Maintain a professional tone and adhere to standard grammar and punctuation rules.

2. Ignore Formatting Guidelines

Follow proper formatting guidelines for your letter, including margins, spacing, and font size. Use a standard business letter format for formal correspondence and ensure your letter looks professional and polished.

3. Rush the Writing Process

Take the time to craft your letter carefully, considering the recipient's perspective and the purpose of your communication. Rushing the writing process can lead to mistakes or misunderstandings that may harm your professional reputation.

4. Neglect to Include Contact Information

Always include your contact information, including your full name, address, phone number, and email address, at the end of your letter. This makes it easy for the recipient to respond to your correspondence or reach out to you if needed.

5. Forget to Express Appreciation

End your letter with a polite closing and an expression of appreciation for the recipient's time and attention. Thank them for their consideration and invite them to contact you if they have any further questions or concerns.

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By following proper letter writing etiquette and leveraging the features of the letter app, you can elevate your correspondence to new heights of professionalism and respect. So, why wait? Start writing polished letters today and make a positive impression on your recipients with every communication.