In the current panorama of communication, where instant email and messaging dominate, the ability to write a well structured letter and the appropriate tone retains an invaluable value. Whether it is a formal instance, a professional application or a personal communication, an effective letter can make a difference. This guide is designed for those who want to refine their skills in epistolary writing, providing clear and practical indications for every need.
Digital Approach: Writing Letters with Videowriting Software
Using videowriting software like Microsoft Word has greatly simplified the document creation process. Even those with little familiarity with these tools can get professional results thanks to the default models.
Use Word Models
Microsoft Word, available in desktop version (for Windows and macOS), online and mobile (for Android and iOS), offers an extensive library of ready-to-use letter templates. These templates act as an ideal starting point, eliminating the need to set the format from scratch.
- Start and Search Models: After starting Word, simply click on ‘New’ and type ‘lettra’ in the search field to view the available models. You can also download additional options directly from the Microsoft site.
- Content Customization: Once the template is selected, the example text is replaced. Fields such as ‘Recipient Name’, ‘Address’, ‘Telephone’ are interactive: editing at a point can automatically update the related information in the entire document.
- External adaptation: To customize the look of the letter, you can use the options of the ‘Home’ tab to edit fonts, sizes, text color or layout. The ‘Insert’ tab, instead, allows you to add images, charts, tables or icons, enriching the document.
- Saving the Document: Concluding the editing, it is essential to save the file. You click on ‘File’, select ‘Save by name’ and you choose the location, name and format you want for the final document.
Types of Letters and Their Structure
Regardless of the software used, understanding the appropriate structure and tone for each type of letter is crucial.
La Lettera Formale: Precision e Professionalità
The formal letters are addressed to persons or entities with whom there is no confidential relationship and require meticulous attention to details. Their approach aims to communicate clarity and respect.
- Mittente: On the top left, it includes name, surname (or social reason), address and contact details.
- Place and Date: Generally on the upper right or left, on the same line, separated by a comma (e.g. Rome, 25 August 2023). The date can be in extended or numerical format.
- Destinatario: At the top right, under place and date, with name/region and address. You can place ‘A courteous attention of’.
- Subject: One of the most important parts, immediately clarifies the purpose of the letter. It should be placed on the top left, often in capital and/or bold for greater visibility.
- Opening formula: On the left, it introduces the message with formulas such as ‘Gentile’, ‘Egregio’ or ‘Spettabile’, followed by the title and name of the recipient, a comma and a leader.
- Body of the Message: The heart of the letter, divided into introduction, central part (development of the subject) and final paragraph.
- Closing formula: On the lower right, formal leave (e.g. ‘Distinti salute.’, ‘Cordiali salute.’). Always followed by a point.
- Signature: At the bottom right, it can be simple (name and surname) or complete with contact data.
- Annexes: If present, they must be listed below on the left.
A thorough attention to punctuation, spelling and grammar is indispensable. Careful rereading, even multiple, is strongly recommended to eliminate any error.
The Informal Letter: Calore e Spontaneità
For people with whom you have a confidential relationship, the informal letter offers greater expressive freedom, while maintaining a clear structure.
- Date: On the top left, for a ‘nostalgic’ value and to place communication timely.
- Greeting formula: On the upper left, customizable according to the report (e.g. ‘Caro/a’, ‘Ciao’), followed by the name of the recipient, a comma and a boss.
- Body of the Letter: The real message, often begins with phrases of personal interest (e.g. ‘How are you?’) and then develop the desired topic.
- Closing formula: Custom final greetings (e.g. ‘I greet you with affection’, ‘A presto’, ‘Baci’).
- Signature: Usually on the lower left, it can contain only the name or first name and surname.
- Post Scriptum: A short message added after signature, for secondary or forgotten information. It's not mandatory.
Letters for Specific Purposes: Practical Guide
Presentation Letter: Your Business Card
Attached to the curriculum vitae, the presentation letter is a powerful tool to capture the attention of a recruiter or employer. It must integrate and enhance the CV, not repeat it.
- Explain, do not Repeat CV: Expand the curriculum information, explaining how certain skills were acquired and how they were applied in previous experiences.
- Company adaptation: Customize the letter for each application, highlighting its qualities most relevant to the position offered and the specific company. It is essential to demonstrate that we have understood the needs of the company.
- Organization and Concision: Structure the letter in three sections: introduction (advertising source, position), development (related skills and experiences), conclusion (motivations of candidature). Keep the short letter, no more than 10-15 lines, not to tire the reader.
- Care of Grammar and Orthography: Grammar or spelling errors may affect the effectiveness of the letter. Careful reading is crucial.
In the context of a corporate presentation letter, it is essential to adopt the reader's perspective. The aim is to stimulate interest. It begins with a clear object, a formal tone, an introduction that presents itself and the company, then describing the activity, the goals achieved and the specific reason for communication. The conclusion can greet or invite you to an appointment, always with formality.
Letter of resignation: A formal and straight farewell
The decision to leave a job requires formal communication by letter of resignation. In Italy, from 12 March 2016, voluntary resignations and the consensus resolution of the working relationship must be carried out exclusively in telematic mode.
- Autonomous mode (via Ministry of Labour): Requires the PIN INPS Device (obtainable via INPS portal, territorial locations or SPID). It allows you to access an online form to retrieve your work report data and enter your resignation or consent resolution information. For reports prior to 2008, you must manually enter start date, contract type and employer data.
- Enabled Subjects: It is possible to use trade union organizations, patrons or labour consultants who will send the communication to the Ministry of Labour on behalf of the worker.
Letter of Disdetta: View from a Contract with Clarity
To withdraw from a service or contract, a letter of cancellation is often required. This generally follows the structure of a formal letter.
- Essential details: The object must clearly indicate the purpose (e.g. ‘Dedicated by contract no. 12345’). It is essential to include the contract subscriber data and, if required, attach a photocopy of a valid identity document.
- View the Contract: Cancellation modes may vary. It is crucial to carefully read the clauses of your contract, in particular the ‘Terms of Revocation’ or ‘Disdetta’ sections. Many companies provide pre-compiled modules to simplify the process.
- Costs and Penals: It is important to be aware that early withdrawal from a contract could result in costs or penalties, depending on the contractual conditions.
Motivational Letter: Express Your Unique Value
Similar to the letter of presentation, the motivational letter aims to capture the interest of the company, invoking it to deepen the curriculum vitae. The originality is the key.
- Avoid Copy-Back: Although you can take ideas from the web, it is essential to write a personal and original text, adapting it to every single application.
- Company research: Understanding corporate goals and culture allows you to customize the letter, demonstrating a genuine interest and alignment with the values of the organization.
- Involve the reader: The main purpose is to convince the reader to consider the candidate. They must tell their experiences in an engaging way, not limiting themselves to a list of titles, and clearly explain why they think they are the perfect person for that position, highlighting their strengths.
- Structure and Review: As with other letters, following a structure with introduction, body and conclusions is effective. Accurate review is always necessary to correct any errors.
Letter of Reclamation: To enforce your rights
To express dissatisfaction about a product or service and assert its consumer rights, the letter of complaint is an essential tool. It requires formality and precision, avoiding tones dictated by anger.
- Details Precise: Clearly indicate all details of the service or product disputed: date and place of purchase (even hour if relevant), order number (for online purchases), invoice number or product code.
- Attach Prove: Include receipts, invoices or receipts as proof of purchase or service.
- Concise and Pertinent: Avoid unnecessary information or not directly related to the problem. Go straight to the point.
- Propose a Solution: Specify clearly what you want to get as a complaint resolution (replacement, refund, repair, etc.). It is not guaranteed that the proposed solution is accepted, but it is important to formulate it.
- Follow-up and Associations: If the first complaint does not get an answer, it is appropriate to request. As a last resort, you can consider contacting a consumer protection association.
In conclusion, the ability to draw different types of letters is a versatile and valuable skill. From the formality of an official document to the spontaneity of a personal message, mastering these written communication techniques opens many doors and ensures that your message is always clear, effective and appropriate to the context.
