Writing a good letter is a timeless skill, even in this age of technology, when quickly written emails and faxes seem to be the most common forms of written communication. Letter writing will never go out of style, so here's a refresher course:
… are printed on company letterhead and include five sections:
The purpose of a heading is to identify the sender, the date and the recipient's name, title and address.
A letter's salutation addresses the person to whom the letter is written. If it is a promotional letter that will be sent to many people, salutations like "Dear Customer," "Dear Client," or "Dear Colleague" are appropriate. Also, be careful with salutations if the letter will be personalized. When in doubt, avoid using gender specific titles.
The body of the letter is the actual text or message. Some letters will be more formal than others, depending on the purpose of the message. In general, the tone of the letter will be more formal if the letter is addressed to a person whose status is higher than that of the writer; it will be less formal if the writer's status is higher than the recipient.
A business letter closes with two main elements: an urge to action/offer for further help, and a complimentary statement, which appears above the signature. Most business letters close with "Sincerely," but alternatives are available.
In a business letter, the name of the writer should always be typed. A handwritten signature will appear just above it.
Some of the more common types of letters used in public relations/marketing are:
Information: Primarily to let people know about an approaching event, a decision to be made or an action taken. This letter is straightforward in nature.
Solicitation: Used to make a request (i.e. for money, support, vote, etc.). Always emphasize why the organization's issue is important to the recipient.
Promotion: Two main points: encourage acceptance and participation. Should almost always include a call to action (i.e. Please attend our benefit auction…)