The complete structure of a letter in English consists of three parts: Opening, Content, and Closing

This essential guide walks you through the art of writing letter in English, focusing on structure, format, and purpose. You'll learn the three-part framework (Opening, Content, Closing) and how to adapt your writing for formal, informal, and semi-formal situations. With detailed explanations of eight key components, practical formatting advice, and ten real-world examples, you'll master everything from business correspondence to personal notes. The guide concludes with expert answers to common questions about cultural differences and modern letter writing conventions.

I. Structure of Writing a Letter in English

A complete letter consists of three parts: opening, content, and closing. The development of each part is as follows:

1. Opening of the Letter

The opening of the letter is very important, as it is the part where you make an impression on the reader. The opening typically includes two main elements: Greeting & Self-introduction.

2. The Body of the Letter in English

The body of the letter usually includes the main points: opening comment (greeting), reasons for writing the letter, and main content.

3. Complimentary Close

And finally, the closing of the letter is an essential part. The structure for the closing in a letter in English consists of two main elements: Closing sentence & Signature.

II. Formatting and Presentation: Making a Professional Impression 

1. Key Formal Letter Formatting Styles: Block and AMS Essentials

The two predominant formatting styles for formal letter in English are Block and AMS (Administrative Management Society) format. Block format, now standard in most business contexts, aligns all elements to the left margin with no indentation. Paragraphs separate with a single blank line. For example:

May 14, 2025

Mr. John Smith
Marketing Director
ABC Corporation
123 Business Lane
Cityville, ST 12345

Dear Mr. Smith:

Subject: Proposal for Digital Marketing Services

I am writing to formally present our proposal for digital marketing services...

AMS format differs primarily in date placement (centered beneath letterhead) and includes a subject line two lines below the salutation, often in all caps or underlined.

2. Physical Letter Practicalities and Email as Modern Letters

For physical letter in English, use quality white or cream paper with standard business dimensions (8.5" x 11" in the US, A4 internationally). Maintain consistent margins of 1-1.5 inches on all sides. Address envelopes with the recipient's information centered and your return address in the upper-left corner. For professional email correspondence, apply the same attention to structure. Create a descriptive subject line, maintain appropriate greeting and closing, and include a professional signature with relevant contact information. Treat attachments as enclosures, mentioning them in your message body.

III. Common English Vocabulary Used in Letters

Refer to the table below to get a solid understanding of the vocabulary commonly used in the structure of writing letter in English!

IV. Cases to Note When Writing Letter in English

To write a complete letter, having good content is not enough; we also need to refine the format of the letter. Below are some special considerations in the structure of writing letters in English:

• Limit the Use of Abbreviations: Instead of using contractions like I’m, She’s, He’s... ➡ write out I am, She is, He is,... Use contractions only when writing to friends in an informal context.

• Be Polite and Courteous: Maintain a respectful attitude when writing a letter. Remember to always start with "Dear" (according to the structure for the Beginning of an English letter) and use "Please" when making requests.

• Enhance Politeness: Instead of using "want," use "would like," and instead of "can," use "may" to make your requests sound more polite.

• Keep the Letter Concise: Present your letter in a brief and clear manner. Always check for grammatical and spelling errors before sending the letter.

V. Refer to Sample Letter in English 

Below are some sample letter in English for inquiries, complaints, and invitations. Refer to these to extract the structure of writing letters in English!

1. Sample Inquiry Letter 

Dear Clara,

I’m Jeni, your best friend.

A few days ago, I found that you didn’t reply to my message on Instagram. I asked your younger sister and I have heard that you have dengue fever. Are you ok? Can you eat anything? Are you better now? On the days when you didn’t reply to my message, I was unfortunate because I had no one to talk to me. I miss you.

Take a rest and take enough medicine. I hope you feel better soon to go to hang out with me.

Take care,

Jeni

2. Sample complaint letter 

Dear Madam,

I am writing to express my dissatisfaction with the quality of service provided by your firm. I booked a package tour to Thailand through your firm's application, but unfortunately, the trip did not meet my expectations.

When it comes to my trip, I was deeply dissatisfied not only with the delayed flight but also with the poor quality of service provided by your firm. Since I booked an all-inclusive vacation package, I expected the hotel to provide at least the basic necessities to meet my needs, but it failed to do so. For two days, my family and I were forced to stay in a cramped, narrow room. Additionally, both the television and the toilet were out of order, which was very frustrating. Moreover, our visit to the aquarium was unjustifiably canceled due to a light drizzle.

In light of these issues, I expect a full refund for all the charges I incurred or compensation in some other form. I look forward to a prompt resolution of this matter.

Yours sincerely,

Jennifer

3. Sample Birthday Invitation Letter

Hey John,

I'm turning 24 this weekend and I'm throwing a party to celebrate! I've booked a spot at 1900 Bar on Kings Street from 7 PM to midnight. It would be awesome if you could make it.

Can't wait to see you there!

Best, Lavender 

4. Sample Congratulatory Letter 

Dear David,

I was so excited to hear that you landed the Content Marketing position at Prep! From what Ella told me, you aced all three rounds of interviews. That's an incredible achievement, especially considering the high caliber of candidates for that role.

I'm truly happy for you and wish you all the best in your new position. I'm confident you'll make a significant contribution to the company.

Congratulations again!

Sincerely, Clara 

5. Sample Thank-You Letter 

Dear Professor Anna,

I am writing to express my sincere gratitude for your invaluable guidance and support throughout my graduate thesis. Thanks to your insightful advice and encouragement, I was able to successfully complete my thesis and earn an A+. Your mentorship has opened up many exciting opportunities for me as I embark on my career.

I have been quite busy lately, but I would love to see you soon. Would you be available for lunch next Sunday?

Thank you again for everything.

Sincerely, Bella 

6. Sample Job Application Letter 

Dear Prep Joint Stock Technology Company,

I am writing to express my keen interest in the Content Marketing position as advertised on website Prep Career. With 4 years of experience in Marketing, I am confident in my ability to contribute significantly to your team.

I have attached my resume for your review, which includes additional details about my qualifications and experience. I would be grateful if you could schedule an interview at your earliest convenience.

Thank you for your time and consideration. I look forward to your response.

Sincerely, Genki

7. Sample Apology Letter 

Dear Rose,

I am so sorry for missing our meeting yesterday. I know how important it was to you, and I apologize for any inconvenience I may have caused.

I came down with a sudden illness and was unable to leave my bed yesterday.

Thank you for your understanding. I would like to reschedule our meeting for 7.00am on 21/8/2024. Please let me know if this time works for you.

Sincerely, David

8. Sample letter in English to Santa Claus 

Dear Santa,

I know I'm a bit older now, but I still love the spirit of Christmas. Instead of asking for a gift this year, I'd like to thank you for all the joy and wonder you've brought into my life.

I hope you have a wonderful and joyful Christmas!!

Sincerely, Lavender 

9. Sample Request for Assistance Letter

Dear Stella,

I hope this email finds you well.

I’m writing to ask for a significant favor. As you know, I recently experienced a significant financial setback due to a failed investment. This has put me in a very difficult position.

I understand that you're also not in the best financial situation, but I was wondering if you would be willing to lend me a substantial amount of money—$100,000 USD. I know this is a big request, and I would never take it lightly. I would be incredibly grateful for your help during this challenging time.

I anticipate being able to repay the full amount by December 31, 2024. If needed, we can discuss a more flexible repayment plan that works for both of us.

I value our friendship greatly and hope you can understand my situation.

Thank you for your time and consideration.

Sincerely, Anna

10. Sample letter in English to mom 

Dear Mom,

I've been so busy with work lately that I haven't been able to visit as often as I'd like. Please don't be upset! To make it up to you, I'm coming home next week and we're going on a 4-day trip to Dubai! Get ready for some fun and relaxation. I can't wait to spend some quality time with you.

Love, your love! 

V. Expert Q&A: Common Letter Writing Questions Answered

1. Memo vs. Formal Business Letter – What's the Core Difference?

Memos (memorandums) primarily facilitate internal communication within an organization, typically featuring a "To/From/Date/Subject" header format without salutations or signatures. In contrast, formal business letter in English target external recipients, requiring complete sender and recipient information, formal salutations, and signatures to establish official communication across organizational boundaries.

2. Are Emojis Ever Okay in Professional Email Letters?

Generally, emojis have no place in formal letter in English, including professional emails. They risk appearing unprofessional and may be interpreted differently across cultures or generations. While some workplace cultures might accept limited emoji use in internal communications or with established contacts, err on the side of caution with new professional relationships by omitting them entirely.

3. Key Persuasion Tactics for Sales vs. Complaint Letters?

Effective sales letters highlight specific benefits to the recipient, establish credibility through evidence or testimonials, and include clear calls to action with a sense of urgency. Complaint letters, conversely, succeed through factual documentation of the issue, emotionally neutral language, and specific, reasonable requests for resolution. Both require understanding your audience's priorities and addressing potential objections proactively.

4. English Letter Formality vs. Other Cultures – A Quick Note?

Letter in English tend toward directness, particularly in business contexts where presenting the main point early is valued. Many other cultures prefer building relationship context before addressing the letter's purpose. When writing international correspondence, research cultural expectations—Japanese business letters often begin with seasonal references, while some Arabic correspondence includes elaborate well-wishes. Awareness of these differences prevents unintended offense when your letter crosses cultural boundaries.

5. What Does "RSVP" on an Invitation Mean?

The French abbreviation "RSVP" (répondez s'il vous plaît) on an invitation letter in English translates to "please reply." It specifically requests confirmation of whether you will attend the event, regardless of your answer being affirmative or negative. Modern invitations often include response methods like phone numbers or email addresses alongside this request.

VI. The Enduring Impact: Making Your English Letters Count