Writing Etiquettes

Not all social and business letters feature the exact conventional structured format as outlined below. A social letter, for example, would likely not include an address heading, an inside address or a subject line. An informal business letter may not include a subject line, a postscript or a notation.

A letter written in good taste strikes a balance between the conventional format and the writer's own personal style. While it is convenient for the reader to read a letter structured in the conventional format, as outlined below, slight adaptations are accepted.
Address Heading - This is the writer's full address. Business letters usually have preprinted letterhead stationary which contains this information. An address heading is optional for informal letters.
Date - This is the month, day and year that the letter is written on.
Inside Address - The recipient's full name and address. Generally, informal letters do not include an inside address.
Greeting - Also known as the "salutation," this is the introductory phrase, "Dear [name of recipient]." Either a comma or a colon can be used at the end of this phrase.
Subject line - A word or phrase to indicate the main subject of the letter, which is preceded by the word 'Subject'. Subject lines may be emphasized by underlining, using bold font, or all capital letters. They can be alternatively located directly after the "inside address," before the "greeting." Informal or social letters rarely include a subject line.
Body - The complete text of the letter; the subject matter content.
Closing - This is the farewell phrase or word that precedes the signature and is followed by a comma. Closing should reflect a type of farewell or goodbye as writer signs off. Examples: "Yours truly," "Sincerely yours," "Regards," etc. "Thank you," is not considered an appropriate closing for a formal or business letter.
Signature - The signed name of the writer. Formal or business letters include the full name of the writer printed below the signed name and most often include the writer's title and/or professional designations.
Postscript - Is a brief sentence or paragraph introduced by the initials, "P.S." ("post scriptus," Latin for "after having been written.") It implies that the writer, having completed and signed the letter, had an after-thought. Although this is still commonly used in informal letters, it is not widely accepted for use in formal or business letters.
Notation - Part of a formal or business letter consisting of brief words or abbreviations as notations. Examples :"R.S.V.P." ("Réspondez s'il vous plaît," French for "Respond if you please") The use of this notation indicates that the writer expects the recipient to contact the writer with a "yes" or "no" response to the invitation extended in the body of the letter. Often a corresponding address and/or phone number is printed directly below this notation.
"cc:" ("carbon copy") These initials are followed by a name or column of names, indicating those people to whom copies of the letter are being sent to. (One-sided inked carbon paper slipped between two pieces of paper was once the method used for duplicating copies of correspondence, hence use of the word "carbon" in this notation).
"encl" ("enclosure") indicates that something else accompanying the letter is enclosed.
"PL/rm" (initials of persons) indicates that a person typed or even composed a letter on behalf of someone else. The capitalized initials are those of the author of the letter (Paul Loius). The lower-case initials are those of the person who typed or composed the letter (Rachel McDonald). The most common use for this notation is for situations where an administrative assistant composed and/or typed the final version of a letter that was dictated by his/her boss.
Spell check and proofread. Then ask someone else to read your correspondence before you send it. It's often easy not to notice mistakes in our own writing.
Write simply and clearly. Get right to the point and write short, focused letters.
Each letter should be one page, or less. Each paragraph should contain three or four sentences, at most.
Review letter samples to get ideas for format and content for your letters.
Keep copies of all your employment letters. If you are applying for similar positions you can edit an existing letter rather than writing a new one.

Cover Letter Tips

Send a cover letter with each resume you send out. Your cover letter may make the difference between obtaining a job interview and having your resume ignored. Even if an employer doesn't request a cover letter, it's helpful to send one.
Personalize your letter. If you can, address it to the individual responsible for hiring. If need be, research online or make a phone call to find out who the hiring manager is.
Don't forget to sign your letter.
Use email for cover letters, but, keep them short and include in the email message. Don't send as an attachment unless the employer specifically requests an attachment.

Thank You Letter Tips

Try to send your thank-you note within 24 - 48 hours of your interview or meeting. The note may be handwritten on a small, professional, thank-you note card (if you have extremely neat handwriting and only a brief message to convey), word-processed, or emailed.
Thank everyone who helps you with your job search, not just your interviewers.

Requesting Reference Letters

Plan ahead and compile a list of references and some letters of recommendations now, so you're prepared when a prospective employer requests them.
Know Your References. Don't use someone as a reference without knowing exactly what they are going to say about you.

Reference Letter Tips

Describe how long you've known the person and in what capacity. Include dates of employment and details on how you've worked with (or known) the person. Continue by describing the person's skills and performance and what makes them an ideal candidate for a potential new employer. Also include two or three outstanding attributes. End by summarizing why you are recommending this person for employment.
Don't give a reference for anyone you are not comfortable recommending. It's perfectly acceptable to polite decline to provide a reference.

Resignation Letter Tips

Write a resignation letter, even if you tell your boss in person you are leaving. A well-written resignation letter can help you maintain positive relationship with your old employer, while paving the way for you to move on.

Content of a Formal Letter

First paragraph - The first paragraph should be short and state the purpose of the letter- to make an enquiry, complain, request something, etc. The paragraph or paragraphs in the middle of the letter should contain the relevant information behind the writing of the letter.
Last Paragraph - The last paragraph of a formal letter should state what action you expect the recipient to take- to refund, send you information, etc.

Abbreviations Used in Letter Writing - The following abbreviations are widely used in letters:

asap = as soon as possible.
cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know).
enc. = enclosure (when you include other papers with your letter).
pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc).
ps = postscript (when you want to add something after you've finished and signed it).
pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page).
RSVP = please reply.