How to write letters

In today's ubiquitous digital communication, it seems as if the good old letter is gradually being forgotten. But despite the advance of digitalisation, letters still have an important status and are used in many areas of daily life. While emails and text messages are quick and convenient, letters still have the advantage of being a more personal and tangible form of communication. Especially in business, many letters are still sent to sign important documents and contracts or to exchange confidential information. But letters are also still popular in the personal or private sphere, as they can express a special appreciation and attention that is often lost in digital messages. In this respect, they are a timeless means of communication that retains its importance despite the advance of digitalisation. In this blog post, you will learn what types of letters there are, what the respective structure is and what special features there are in the salutations and greetings.

What is a letter, and what is its general structure?

A letter is a written means of communication containing messages on paper that are exchanged between persons or organisations. It can be used for personal or business purposes and contains mostly formal or informal language. It is also most often sent in an envelope and delivered by post or courier.

The common structure of a letter contains the following elements:

At the top left of the letter is the sender's address. This is where the sender's name, address and, if applicable, contact details are given. Directly below the sender's address, the date and the place are placed. The date indicates when the letter was written. In the upper right corner of the letter, on the other hand, is the recipient's address. This indicates the name of the recipient as well as his or her address.

A letter begins with a salutation. This depends on whether it is a formal letter or a private letter between family members, friends or relatives. The more formal the letter, the more common it is to address the recipient directly below the address. It refers to the recipient of the letter. For example, "Dear Madam/Mr" or "Dear Sir/Mrs" is written here. This is followed by the main body of the letter, which contains the actual text as well as the message and is divided into different paragraphs. In addition to the core concern, information can also be exchanged, enquiries made, orders given or complaints voiced. At the end of the letter is the closing formula. This indicates how the letter writer would like to say goodbye. It is possible to make a request, send greetings or point out the urgency of a reply. This is followed by greetings such as "Yours sincerely" or less formal statements such as "See you soon" and the name of the sender. The letter should be signed - the signature appears below the closing formula.

Depending on the type of letter and the occasion, other elements such as subject, enclosures or postscript (PS) can be added. However, it is important that the letter is structured and the elements are arranged in the right order to ensure a clear and professional presentation.

Types of letters

Personal letters

Personal letters are used for personal purposes, to communicate with family, friends or acquaintances. They can also be written in a more formal form, such as letters of recommendation or thanks. Accordingly, personal/private letters are also more informal than business letters. They are used to exchange information about personal matters or to keep in touch.

Unlike business letters, there are no fixed rules or standards for private letters in terms of structure and layout. Depending on the relationship between sender and recipient, private letters can be written in a casual, informal language and are often more emotional. A typical private letter often begins with a salutation such as "Dear" or "Hello". The content of the letter can then be about personal events, experiences or thoughts and relate to the relationship between sender and recipient. How it is concluded is also up to the sender. Formulas such as "Best regards" or "See you soon" are possible.

Due to increasing digitalisation, private letters are becoming rarer these days. But that is exactly what makes them special and they are a way of maintaining and nurturing personal relationships. So if you want to surprise a close person or give them a special acknowledgement, write them a personal letter!

The business letter

For business letters, there are precise specifications according to DIN 5008 regarding structure and expression. This type of letter is used for business purposes to exchange information, place or confirm orders, sign contracts or send messages.

With the help of DIN 5008, you can ensure smooth communication with your business partners. You also avoid formal errors, as everything is precisely defined in the standard. For example, how to indicate the date, currencies, addresses or title abbreviations correctly. The most important rules are summarised below:

The letterhead of the business letter according to DIN 5008 contains the sender's details such as company name, address, telephone number and e-mail address and is located in the upper left margin of the stationery. The recipient's address is on the right-hand edge of the letter, about six centimetres from the top edge. The name and address of the recipient are given here. Below this, a subject follows first. This is placed two lines below the recipient's address and left-justified. It provides a concise summary of the contents of the letter. After the subject, the salutation is formulated, which begins two lines below the subject and is left-justified. The salutation is addressed to the recipient and should be formal and polite. If you are sending the letter to several recipients, start the salutation with the most senior person.

Now follows the text of the letter, which is divided into paragraphs and begins two lines below the salutation. This is where the content of the letter is explained. Use formal language unless your company and corporate design are very different. After you have made your request, the greeting follows two lines below the text and is placed right-justified. You can use the common form "Yours sincerely". Alternatively, "Kind regards" or "Best regards" are also possible. The signature, which should always be left on business letters, is placed below the greeting and indicates who wrote the letter. If documents are to be attached to the letter, they are listed below the greeting.

In addition to the structure, DIN 5008 also gives further recommendations on the design of business letters, such as the font, font size and line spacing. A professionally designed business letter according to DIN 5008 should be clear, well-structured and easy to read.

Advertising letters

Sales letters are an instrument of direct marketing and are used to inform potential customers or target groups about a product, service or offer and to induce them to take action. They use a target group-specific approach that addresses the interests, needs and characteristics of this target group to achieve the greatest possible relevance. Attention-generating headlines should be used that capture the reader's interest and entice them to continue reading the letter. They should be formulated in a concise, meaningful and curiosity-generating way.

The content of the sales letter focuses on convincing the potential customer of the advantages and benefits of the advertised product or service. Information on functions, features, prices, promotions or discounts should be given accordingly. The quality of the services or products should be reinforced with convincing arguments to get the reader excited about the offer. Possible problems, concerns or objections are addressed and solutions are presented.

In addition to the advertising text, sales letters contain a clear call to action. The reader is asked to take a specific action, such as making a purchase, visiting a website, making an enquiry or signing up for a newsletter. It is important to include visible contact details for the company to enable the reader to get in touch or request further information. Likewise, sales letters are often designed with visual elements such as pictures, colours and graphics to increase the reader's attention. The layout of the letter should be clear and easy to read.

The purpose of a sales letter is to convince recipients and motivate them to take a specific action. It addresses the needs and interests of the target group and offers a clear added value for the potential customer.

Offer letters as letters

An offer is made to a potential customer in a written document to offer a product, service or benefit. It often starts with a polite and appealing introduction, followed by the company's contact details. Here, information such as the provider's name, address, telephone number and email address is given. The main body of the letter then describes the offer in detail. The company provides information about the products or services, including their features, characteristics and benefits. The aim is to give the potential customer a clear overview of the offer and to communicate added value.

Offer letters also contain information on the terms of the offer, such as delivery time, payment terms, guarantees and services. In addition, prices or cost estimates for the products or services offered are listed. In some cases, quotes may also include optional add-ons or upgrades. This allows the potential customer to customise and upgrade the offer to their specific needs. It is equally important to indicate any validity periods. This gives the client a clear idea of how long the offer is valid and until what date it can be accepted. At the end of the letter, the company's contact details are placed again and the customer is encouraged to get in touch if they have any questions, are interested further or wish to accept the offer. Information can also be given on how to proceed with the offer process.

Confirmations as letters

To verify the receipt of an order, booking, registration or agreement, corresponding confirmations are sent. They usually start with a polite introduction, followed by the contact details of the sender and recipient. It is made clear that the confirmation is in response to a previous communication or action by the recipient. It then refers to the previous communication, be it an order, booking or enquiry. It communicates the specific action or agreement that is being confirmed. The confirmation will then further summarise the key agreements or details. This may include information about the products or services ordered, delivery times, prices, payment terms or other relevant information.

A confirmation letter also contains the date on which the confirmation is issued and a unique confirmation number. These are used to identify and reference the confirmation. An expression of gratitude can also be included to show that the cooperation or transaction is appreciated. At the end of the acknowledgement, the sender's contact details are provided again. The letter informs the recipient that they are welcome to contact the company with any further questions or uncertainties.

Confirmation letters verify the agreements made and give the recipient a sense of security and reliability. They serve to avoid misunderstandings and provide a clear basis for future steps or transactions.

Invoices

An invoice in letter form contains a detailed list of the services rendered or goods delivered as well as the amount to be paid. It begins with full sender and recipient information, including the name, address, telephone number and email address. This is followed by a unique invoice date and an exact invoice number. These enable the invoice to be identified and allocated.

The invoice also contains a detailed description of the services rendered or goods delivered. The individual items are listed with quantities, individual prices and total amounts. It states the total amount of the service or goods. If applicable, tax information, such as VAT, is also listed. Clear details of payment terms, such as the due date, accepted payment methods and bank details are also included in the invoice.

It is possible to add the company logo and an attractive layout to the invoice to make a professional impression and promote recognition of the company. For cross-border transactions in the EU, the VAT identification number of the invoice issuer and the recipient must be indicated. Invoices must also meet certain legal requirements, which may vary depending on the country and jurisdiction. These include information on invoicing, input tax deductions or electronic invoicing. A correct invoice helps build trust between suppliers and customers and facilitates accounting and payment processing.

Reminders

A reminder is a written notice sent to an individual or organisation to demand an outstanding payment.

The payment reminder is sent first. It reminds the debtor of an outstanding payment or arrears. It also informs the recipient of the outstanding amount, the date of payment and, if applicable, any reminder fees. A reminder uses formal language to emphasise the seriousness of the situation. It should be formulated in a polite but firm manner and request the debtor to settle the outstanding invoice.

Furthermore, a reminder contains a specific deadline by which payment must be made. This deadline serves as a demand for immediate settlement of the debt. This is followed by the payment modalities, such as the accepted payment options and the required payment details, e.g. bank details or payment reference. This makes it easier for the debtor to settle the outstanding amount.

It is also possible for a reminder letter to mention the consequences of non-payment or further escalation of action. This may include sending the matter to a debt collection agency or taking legal action. Optionally, a reminder can be sent as a letter by registered mail or a confirmation of delivery can be requested. This ensures that the recipient cannot deny receipt of the reminder.

A well-written reminder should be clear, precise and legally compliant. It serves to persuade the debtor to settle the outstanding debt and to take legal action only in an emergency. The applicable legal provisions and guidelines in connection with reminders should be observed to carry out the reminder process in a lawful manner.

Complaint letters

A letter of complaint is a type of business letter used to address a complaint or grievance to a company, authority or organisation. It always has a specific cause, which is the subject of the complaint. This can be, for example, a faulty delivery, a poor service or a defective product. The content of the letter should be formulated clearly and precisely. The reasons for the complaint should be clearly stated. It is important to use factual and polite language to increase the chances of a successful resolution of the problem. It is also possible to make demands of the company in a letter of complaint, such as compensation, a credit note or a new delivery. Here it is just as important to remain objective and polite and, above all, to make reasonable demands. It can also be useful to suggest solutions to the problem. Depending on the type of complaint and demand, this helps the company to solve the problem more quickly and effectively. Specific details such as invoice or order numbers, date, place and time are also important to help the company deal with the complaint.

Wording your letter of complaint appropriately and clearly will assist the company in rectifying the problem and providing you with a satisfactory resolution.

Conclusion on the types of letters and their importance

Letters continue to play an important role in communication even in times of digitalisation. They serve as a personal and formal means of communication in various fields.

Business letters are essential for communication between companies and are used for professional correspondence, quotation submissions, invoicing and contract signings. Private letters, on the other hand, promote personal exchange and serve to share emotions, thoughts and information in a personal way.

The importance of letters lies in their personal touch, and the ability to convey detailed information and be an integral part of business and private communication. They can build trust, express emotions and put legal matters in writing. Despite the digital alternatives, letters retain their importance and support the quality of interpersonal communication.

If you too would like to send your message classically in a letter, then take the chance and design it with print24's products! In addition to envelopes and stationery, we also offer pads, spiralbound notepads, insert sleeves or card covers that you can design yourself or on which you can leave your company logo.