INFORMAL LETTERS
Steps for Writing an Informal Letter
1. Start with an appropriate greeting depending on whether you
are comfortable with addressing your recipient by their first
name, last name, or sir/madam.
2. Compose an introductory sentence where you state the reason
of your writing (it can be anything from a complaint to
accepting or refusing an invitation, or simply replying to an email you received).
3. Write the main body of your letter, in which you develop the
subject into one or two paragraphs.
4. Create a concluding paragraph consisting of one or two
sentences in which you sum up the letter and express your
willingness to continue the correspondence. You can also thank
your recipient for a favor, prompt reply, etc.
5. Have a suitable ending (could be anything from Love/Yours,
Best wishes/regards, to Sincerely/Faithfully yours).
6. Put a date and a signature (both optional).
7. Proofread your letter.
Key Points to Consider
Informal letter writing allows one to choose from a variety of
expressions, both formal and informal, depending on the
particular situation. You can even use slang, a conversational
style, contractions and abbreviations. However, try to keep it
balanced and to not overuse simplifications, so that your letter
does not sound too lax or plain impolite. Some language might
sound okay when you say it in person, but the same expression
might not be appropriate to use in a letter, even an informal
one. Overall, the general rule is to use common sense and write
in a natural way.
You have the freedom of using idioms and colloquialisms to
enrich your writing. You can also leave out pronouns and articles
where possible, but make sure that your writing is
understandable and you dont have run-on sentences with
thoughts that are jumbled. Stay organized, use a simple
sentence structure and logically develop your thoughts.
If you are writing an e-mail, the general rule is to leave a blank
line between paragraphs for the sake of mere visual
convenience. For the same reason, when writing an informal
letter, it is advisable to start every paragraph with a little indent
at the beginning of the first line.
Use present continuous when talking about your expectations
(e.g. I will be looking forward to hearing from you) or stating
the purpose of your letter (e.g. I am writing to you on behalf
of/with regard to). Use present perfect or past simple when
giving news or describing recent events.
Try to split the main body of your letter into at least two or three
paragraphs instead of cramming your content into one big
paragraph. The information is much better perceived when
divided into logical sections, each starting with a general topic
sentence.
You can end your informal letter with a question or two to your
recipient with regard to the letter to which you are replying, or
just to continue the correspondence you have started. It will
show your interest in the life of your pen-pal or relative, as well
as being a logical way to end your letter by showing enthusiasm
and encouraging your recipient to reply.
Practical Tips for Writing Specific Types of Letters
1. Letters of Invitation
- Can be informal, semi-formal or formal.
- Must contain additional information about the event (place, date,
dress code) with clear directions of how to get to the place, if
necessary.
- Opening remarks: We would be honored if you/ Your presence
would be appreciated at/ Id love if you could come to/ We are
organizing a/ I cordially invite you to
- Closing remarks: We would be grateful if you could/ please
indicate whether you would be able to attend/ I hope you can make
it/ Hope you can come/ Looking forward to seeing you at/ Please
let me know if you can come.
2. Letters Accepting an Invitation
- Can be informal, semi-formal or formal.
- Must contain a clear response regarding your attendance at the
event.
- Opening remarks: I am writing to thank you for the (kind)
invitation/ Thank you for the invitation which I would be honored to
accept/ Your invitation sounds lovely/ I am very much willing to go.
- Closing remarks: We await the event with great anticipation/ I will be
looking forward to the party/ See you then/ Were really looking
forward to your party.
3. Letters Declining an Invitation
- Can be informal, semi-formal or formal.
- Opening remarks: Thank you for the recent invitation, but
unfortunately / I am afraid I will not be able to make it/to accept
your invitation/to come to your event/party.
- Closing remarks: I am sorry to miss the opportunity of greeting you
in person/ Thank you again for the invitation/ I hope we will have
another opportunity to meet/celebrate/ I am really sorry I will have
to miss it/ Im sure we can get together some other time.
4. Letters of Apology
- Can be formal or informal.
- Should include reasons for the inconveniences caused or an
explanation of why the duty/promise cannot be fulfilled.
- Opening remarks: I am writing to apologize for/ Please accept my
sincerest apologies for/ How can I apologize enough for/ I must
apologize profusely for/ I owe you an apology/ I cant describe
how sorry I am and how guilty I feel.
- Closing remarks: Once again, my sincerest apologies for/ I hope
you understand/ I hope my apologies will be accepted/ I know there
is no excuse good enough for and I just hope you can
forgive/understand me.
6. Transactional Letters
- Are written in response to writing input (ads, notes, brochures,
prospects, website information, advertising e-mails, etc.)
- Can be both formal and semi-formal.
- Normally ask for additional information about the subject presented,
or call for an explanation/clarification of the information given earlier.
- Opening remarks: In response to your advertisement in/ I am
writing to inquire about/in connection with/ I would be grateful if
you could send me additional information about/ I would appreciate
some information about/ Another matter I need information on
- Closing remarks: I look forward to receiving/ I would appreciate
your prompt reply/ Please inform me as soon as possible whether my
request can be fulfilled.
Do and Dont
Do
Do remain polite no matter how informal your letter is.
Do state the purpose of your letter right from the start.
Do use simple connecting words to make your writing flow more
logically: then, later, but, at the same time, finally, etc.
Do start a new paragraph for each new aspect of the topic
instead of writing one solid-core never-ending paragraph.
Do remain mildly emotional, especially in semi-formal letters
(like a letter of complaint, greeting, invitation, etc.).
Dont
Dont overuse exclamation marks, even when writing to a friend
or close relative.
Dont refrain from using opening and closing remarks to format
and frame your letter properly.
Dont jump from one thought to the other without a logical
general pattern try to organize your thoughts and follow some
sort of structure as you write.
Dont use long complicated sentences with compound clauses
and complex structure. Letter writing in general and informal
letter writing in particular are about making it easy for the
recipient to understand the idea without having to reread the
sentence to get a sense of it
