Everyone should be able to write a letter, whether for business or personal reasons. Sometimes, these letters will be short, informal emails. Other times, theyll be highly polished for corporate correspondence. Review a sample letter that is printable as you learn the process of writing one step at a time. Then, investigate the ideal methods for composing both formal and informal letters.
Why might you write an informative letter?
Informative letters can be used for a number of business communication tasks, such as:
What is an informative letter?
A written communication that informs your audience about a subject is known as an informative letter. Typically, these letters convey information in a formal tone and with clear language. An informative letter could be delivered personally or sent via postal service. For business correspondence, you could also send an informative letter as a PDF email attachment. Many industries’ professionals communicate with coworkers, clients, donors, vendors, and other recipients through informative letters.
Informative letter template
Here is a sample informative letter that you can use:
[Your name]
[Your title]
[Company name]
[Company address]
[Your phone number]
[Your email address]
[Date]
If known, the recipients’ names, titles, and companies, along with their addresses, should be included.
Dear [Recipient name or title, if name is unknown],
I’m writing to let you know that [summarize the subject]. [Include additional information to help your reader understand the topic].
If you have any questions regarding the information contained in this letter, please get in touch with me at [preferred method of contact].
Sincerely,
[Your signature]
[Your name]
How to write an informative letter
The following seven steps will help you write an informative letter:
1. Research your topic
Since the purpose of an informative letter is to impart knowledge to its reader, you might begin the writing process by gathering the data you intend to use in the letter. Include any information that might help the reader understand the purpose of the letter and the topic of the letter. To give clients a context for the changes, for instance, if you’re writing a letter to explain a change in service terms, you might include information about prior terms. To make sure that you include all of the crucial details, you might make a list or outline of them.
2. Write your letter heading
The first section of a business letter, the letter heading, contains the sender’s contact information to make it simple for the recipient to respond. Include the company name, your title, and the letter’s address on a piece of plain paper. Add your phone number and email address. Use only your name, title, and contact information on letterhead if the company’s name and address are on it. Add the date on the following line after your contact information.
3. Add the recipient information
After the date, go to the following line and include the recipient information. If you’re writing a letter to a single person, include their full name, their job title, and, if applicable, the name and address of the business. If you are writing to someone at their home address, you can omit the company information. If you’re writing to a lawyer about one of their clients, for instance, you might include a company name, but not if you’re writing to PTA members.
Sometimes, you might send the same letter to a large group of people even though you don’t know their names. For mass mailings or specific situations where you don’t have the recipient’s name, you can use a person’s title. In a letter to a hiring manager, for instance, you might write “Hiring manager,” then list the company’s details. Write “Jersey League High School Senior Parent” if you’re addressing a letter to a PTA group of parents. “.
4. Draft the body of the letter
Start this section with a sentence that concisely states why you are writing. This topic sentence can aid in topic understanding and persuade readers to continue reading. Include details from your prewriting that support and clarify the topic after your topic statement. Depending on how much information you include about the subject, the body of your informative letter may be one paragraph or more.
For instance, if you’re writing a letter to a nonprofit organization to explain a new donor policy, you might begin with a statement outlining the new policy’s details and the date it will take effect. Next, you can discuss the organization’s leadership board’s decision to implement this new policy and detail potential effects on current and future donations. For each new topic, you could break up your letter into paragraphs.
5. Write a conclusion
You could mention your contact information or implore your audience to take a particular action in your conclusion. For instance, if you’re informing clients of a veterinary practice about a new patient portal, you might reiterate the steps for setting up an account and urge your recipients to do so as soon as possible. You can make your readers aware of your availability or preferred method of contact so they can contact you with questions. Include your name and a closing statement like “Sincerely” or “Best wishes” after you’ve finished writing your letter.
6. Proofread your letter
After you’ve finished writing your letter, read it over to look for areas that could be improved. You could read it aloud to yourself, pausing whenever you come across phrases or words that could use revision. You might ask a coworker or manager to read the letter and give feedback on your sentence structure and word choice depending on the subject. For instance, your manager might advise including more context to aid readers in understanding the subject. To spot issues with punctuation, pronoun usage, or verb agreement, think about using grammar checking software.
7. Send your letter
You could print the letter on stationary or letterhead if you’re mailing it or delivering it personally. After printing the correspondence, you can sign it above or below your name in the closing. Prior to delivering or mailing your letter, put it in an envelope and include your address. You can add a digital signature before sending the letter if you choose to send it as a PDF or email instead. Put recipients’ email addresses in the Bcc field when emailing a generic letter to them to protect their privacy.
Informative letter example
You can use this sample as a template when creating your own informative letter by following its format:
Christy ScottDirector, Career CenterJulius M. Norman High School6787 Old Lee Mill DriveAmpersand, Wisconsin 00201c. scott@juliusmnorman. edu(414) 444-4444.
December 9, 2021
Colin Lipinski
Public Relations Director
Rialto Technology Enterprises
2253 Merrimack Boulevard
Ampersand, Wisconsin 00213
Dear Colin Lipinski,
In response to your question regarding the Julius M. Blaustein Center’s Local Business Internship Initiative, I’m writing this letter. Norman High School Career Center. We are excited to discuss the possibility of a partnership between Rialto Technology Enterprises and the Career Center and are pleased to learn of your interest on behalf of Rialto Technology Enterprises. Rialto Technology Enterprises, a regional pioneer in the technology industry, might be an important partner for this new program.
The Julius M. and Catherine T. Diller Foundation and Our Local Business Internship Initiative The Norman High School Career Center and neighborhood businesses give our students the chance to experience day-to-day work in a variety of industries. Students who are interested in internship positions must submit an essay and two recommendations from teachers along with their application. If hired, they work their internship two days a week after school and record their experiences in a journal every week.
During the internship period, each intern is given a designated mentor from the company who gives the student the opportunity to observe their work and gives them tasks. Typically, our Career Center staff chooses the best mentors for our students in collaboration with the company representative. For a technology expert who is interested in assisting a committed student in identifying their career goals and developing workplace skills, this program can be a rewarding experience.
Please contact me at cscott@juliusnorman. If you want to learn more about our partnership program, contact us at or (414) 444-4444. My office hours are 8:30 a. m. to 3 p. m. , Monday through Friday.
Sincerely,
Christy Scott
Tips for writing an informative letter
The following tips will help you create informative letters that are effective:
Explain why the information matters
By relating your content to the needs of your audience, you can encourage them to read your letter carefully and adhere to any instructions you include. When doing your research, consider why you are writing and add specifics that illustrate how this subject may affect your readers. For instance, providing historical context regarding the target communities in a letter to donors outlining a new outreach initiative for a nonprofit organization can help your readers comprehend the significance of the program to the organization. Additionally, you can relate the subject to the goals or values of your organization.
Consider your language
When composing an informative letter, use a formal but approachable style of writing. You might use technical terms when writing to someone in the same industry, but it can be useful to define any important terms you use if your audience is from outside your field. For instance, if you’re explaining new grade requirements in a letter to the parents of high school athletes, you might define terms like “weighted GPA” or “official transcript” to make sure everyone is on the same page. You can educate your audience by defining key terms, which may add value to their experience.
Keep copies of letters and responses
The ability to record conversations in writing, which can be useful later, is one advantage of written communication. You can store paper or digital copies of your letters and any replies in a single file so you can access the data later. For instance, if you regularly write a letter to a PTA organization, you can anticipate the inquiries your audience may have this year by reviewing the responses from previous years. You can use this information to add context for the topic and supporting details.
Writing an Informative Letter
FAQ
How do you write a good informative letter?
The informative letter’s main selling point is that it is succinct, understandable, and gets right to the point. You must begin the first paragraph with a warm salutation and a thought that will hold the reader’s interest. When writing an official letter, try to keep it short and simple.
How do you write an information letter?
- Step 1: Write the contact information and date.
- Step 2: Write the salutation.
- Step 3: Write the body of the letter.
- Step 4: Write the complimentary close.
- Step 5: Mention enclosed materials.
- Step 1: Put the date at the top (optional)
- Step 2: Write the salutation.
How do you start an informative message?
- Subject line: State the main idea of the message.
- Opening: Express the main idea right away.
- Body: Explain and justify the main idea.
- In conclusion, restate the main point, include a call to action, or offer a final observation.
