Offical Letters Plan: Offical Letters Official Letter Dos and Don’ts

3. Letter
DO make every effort to find out the name of the person you’re writing to. That personal touch can make all the difference. Also, ensure the name is spelled correctly!
DON’T use the salutation “To whom it may concern.” It’s outdated and impersonal.
DO follow the rules of standard written English, and carefully proofread your writing. Consider using an editor to polish your letter and ensure that it’s free from error.
DON’T use overly familiar or colloquial language. Avoid contractions, and use complete sentences.
DO sound like yourself—just a very professional version of yourself.
DON’T use a thesaurus to try and sound more “intellectual.”
DO keep your letter short and to the point.
DON’T change the font size to adjust the appearance of your letter.
DO use letter-size paper and a business-size envelope.
DON’T use colored paper or stationery with any added embellishment or design—except your letterhead, if you have such a thing.
DO mail your letter as soon as possible after you write it. The date you wrote in the heading should ideally match the postmark.

Types of Official Letters

There are many types of official letters, and each one serves a specific purpose. Here are just a few examples: Inquiry letters elicit information. These are perfect when you’re on the job hunt, need legal advice, or are soliciting a donation.
Follow-up letters come after an initial communication; a great example is a thank-you after an interview. Complaint letters can be useful, but remember to use a professional, polite tone. Recommendation letters are also known as letters of reference or simply references and often go hand in hand with…
College application letters submitted to admissions committees.
Letters of resignation generally go to the immediate manager and will often detail the reason for leaving. Other types of official letters can be used in a variety of situations, such as submitting a grant application, requesting a raise, or responding to an inquiry. While email is quick and efficient, it will never make as strong an impression as will a nicely written, professionally formatted, nonvirtual, hold-it-in-your-hands letter, which makes official letters ideal for a few key situations.
Knowing exactly how to write an official letter puts you ahead of the game and makes you stand out from the crowd—which is exactly what you need in today’s world. So give it a go! For the business side of things, have a look at this post. Also, the Internet has lots of resources (like this dictionary, this style guide, or these blog posts) to help you perfect your spelling and grammar.