Writing a letter is like any other form of writing. There are steps you can take to help you organize (or outline) your work. Doing this streamlines the editing process, thereby saving you time overall.

For those times when you already have a good idea of what you need to say in a letter, writing it out in a stream-of-consciousness flow of words may be quicker than actually preparing an outline. Once that's done, your only remaining task is to edit your letter before you print it out.

Other times you may need to do a bit of brainstorming to help you focus on what needs to be included. One way to go about this type of brainstorming session is to compare what you're preparing to a grocery list.

Chances are that when you're about to embark on a major shopping trip at the local grocery store, you begin by making out your list. In that case, your menu plans and any special considerations, such as items needed for a party or holiday feast, determine what goes on your list. When it comes to preparing a “list” for your letter, you'll write out those things you believe you should include. Don't be overly judgmental at this point. List anything that comes to mind.

Next, you probably arrange your grocery list according to where you'll encounter what you need within the store, saving yourself time and steps once you're ready to do your shopping. You'll save yourself steps when you write your letter if you put the items on your brainstorming list in an order of importance.

Before you actually leave for the market, you probably take one last look at your list and compare it to the grocer's ad for that week. This helps you determine which items will best fit within your budget. One practice is to put some sort of indication beside those products that are on sale so that they stand out on your list. In the case of your brainstorming list for a letter, you'd likewise highlight any essential sentiments. Once that's done, you'll know what is and what isn't important to include in the letter.

As you learned in Chapter 1, unless you're writing a work of fiction like the screenplays for films such as Pulp Fiction or Memento (which each contain many flashbacks altering the expected chronological narrative progression), what you write should follow a linear progression and have a recognizable beginning, middle, and ending. In the case of a formal letter, different sources label those parts in different ways. Essentially, the parts of a formal letter include the following:

• Salutation and introductory comments. “Dear <name>” is known as the salutation. The first introductory line or lines of your letter should then set the tone. The introductory comments convey what the letter will be about.

• Body. This is the part of your letter that contains your message.

• Ending sentiment and complimentary close. The ending sentiment consists of the final sentence or sentences in your letter, the intent of which is to leave a positive impression with the recipient. The complimentary closing is your parting phrase, such as Sincerely.

In most cases, an informal letter or note will still contain the same parts. An informal letter is just less rigid about the tone, meaning that you can use more familiar or casual language, such as a complimentary closing like With Love or Hugs.

Stationery

Use letter-size. Make people's job easier. Standard 8½″ × 11″ paper is easier to file. The personalized stationery you got for Christmas may be lovely, but it isn't appropriate for formal or business-related correspondence. You wouldn't wear your absolutely lovely bunny slippers to a formal dinner party. Your letter should likewise be appropriately dressed for the occasion.

Formal, Typed Letters

Whether you use plain paper or personal or business stationery, formal letters should be typed or printed. See Appendix B for letter format examples.

With all of the different fonts that are available on the computer, the temptation is to use them all and go artistic when printing out a letter. While it's okay to use one or two alternative fonts in your letterhead (whether you use one done for you by a printer or create one yourself on the computer), limit the letter itself to one of the following fonts.