Writing Formal and Informal Letters with Microsoft Word
Microsoft Word is the most widely used word processing software in schools and workplaces around the world. In this chapter, you will learn how to use Word to write both formal and informal letters, how to format your documents professionally, and how to use helpful tools like spell check and templates to improve the quality of your writing.
📚 KEY VOCABULARY
Term
Definition
Example Sentence
Word Processor
A software application used to create, edit, format, and print written documents.
Microsoft Word is the most popular word processor used in offices and schools around the world.
Formal Letter
A letter written in a professional and polished style, typically used for business, academic, or official purposes.
She wrote a formal letter to the college admissions office requesting information about the nursing program.
Informal Letter
A letter written in a casual, personal style, typically addressed to friends or family members.
He wrote an informal letter to his cousin in Mexico describing his first weeks of college in California.
Template
A pre-designed document format that you can use as a starting point for creating your own documents.
Microsoft Word offers many professional letter templates, which save time and ensure proper formatting.
Font
The style, size, and design of text characters in a document.
For professional documents, it is best to use a clear and readable font like Times New Roman or Arial in size 12.
Margin
The blank space between the text and the edge of the page in a document.
Most formal letters use one-inch margins on all sides to ensure the document looks balanced and professional.
Alignment
The horizontal positioning of text on a page — left, center, right, or justified.
Professional letters are typically formatted with left alignment, which means all text starts at the left margin.
Spell Check
A computer tool that automatically identifies and suggests corrections for misspelled words.
Always run the spell check tool before printing or sending your letter to avoid embarrassing spelling errors.
Formatting
The visual arrangement of text in a document, including font size, spacing, headings, and page layout.
Consistent formatting throughout your document makes it look more professional and easier to read.
Header
Text that appears at the top of every page of a document, often containing the title or author’s name.
She added a header with her name and student ID number to every page of her essay, as her professor requested.
📰 READING ARTICLES
ARTICLE 1Writing a Formal Letter in Microsoft Word
Knowing how to write a formal letter is a skill that will serve you well throughout your academic and professional life. Whether you are applying for a job, contacting a college department, or writing a complaint to a business, a well-formatted formal letter communicates your message clearly and leaves a positive impression.
Microsoft Word makes it easy to create professional-looking letters using templates or by formatting a document from scratch. To open a template, go to File > New and search for “letter.” Word offers many pre-designed formal letter templates that already include proper formatting, spacing, and style.
A formal letter in English follows a standard structure. At the top, include your full name and address (the sender’s address), followed by the date. Below that, include the name and address of the person you are writing to (the recipient’s address). Then write a formal salutation such as “Dear Mr. Johnson:” (note the colon after the name, which is standard in American formal letters).
The body of the letter should be clear, concise, and organized into short paragraphs. The first paragraph states the purpose of your letter. Subsequent paragraphs provide details and explanations. The final paragraph often includes a call to action or a polite request. End with a formal closing like “Sincerely,” followed by four blank lines, and then your printed name. If you have signed a physical letter, your handwritten signature goes in those four lines.
After writing, use Word’s built-in tools to improve your document. Run the spell check (go to Review > Spelling & Grammar or press F7) and use the grammar suggestions. Set your font to Times New Roman or Arial in size 12, and ensure your margins are set to one inch on all sides (Layout > Margins > Normal). These simple steps will make your letter look polished and professional.
ARTICLE 2Informal Letters and the Versatility of Microsoft Word
Not every letter needs to be formal. Informal letters — written to friends, relatives, or close acquaintances — allow you to express yourself more freely and personally. However, even informal letters benefit from being clearly written and well-organized.
Microsoft Word is just as useful for informal writing as it is for formal documents. You can choose fun, readable fonts, adjust spacing to your preference, and even add images or decorative elements to make your letter more personal. The key is matching the style of the letter to your relationship with the reader.
An informal letter usually begins with a casual greeting like “Dear Grandma,” or “Hi Maria,”. The body can be conversational, and you can share personal stories, ask questions, and use contractions and everyday language. The closing is also casual — “With love,” “Talk soon,” “Your friend,” — followed by your first name.
Word offers many features that make writing easier for all skill levels. The AutoCorrect feature automatically fixes common typing errors as you type. The “Read Aloud” feature (found under Review) reads your text back to you, which can help you catch awkward sentences or missing words. The Thesaurus (under Review > Thesaurus) helps you find better or more varied word choices.
Whether you are writing a formal application letter or a friendly note to a family member, Microsoft Word gives you the tools to express yourself clearly and creatively. As an English learner at Mt. SAC, practicing with Word regularly will build your confidence in both written English and technology — two skills that will benefit you enormously in school and in your career.
💬 DIALOGUES
DIALOGUE 1Writing a Formal Letter in Class
Speaker
Dialogue
Instructor (Mr. Park)
Today we are going to practice writing formal letters using Microsoft Word. Has everyone opened the program on their computer?
Student (Fatima)
Yes, but I have never used Word before. Where do I start?
Instructor (Mr. Park)
No problem. Go to File at the top left, then click New. Type ‘formal letter’ in the search box and choose a template you like.
Student (Fatima)
Oh, I see the templates. They already have places for the address and the date. That makes it much easier!
Instructor (Mr. Park)
Exactly. Templates save time and help you use proper formatting. Now, click on the area that says ‘Your Name’ and type your own name and address.
Student (Fatima)
How should I choose a font? There are so many options.
Instructor (Mr. Park)
For formal letters, stick to professional fonts like Times New Roman or Arial in size 12. Avoid decorative or unusual fonts in professional writing.
Student (Fatima)
Should I run spell check before I finish?
Instructor (Mr. Park)
Absolutely. Go to the Review tab and click Spelling & Grammar. Word will highlight any errors and suggest corrections. Always do this before printing or sending any document.
Student (Fatima)
I also noticed there is a word count at the bottom of the screen. That is helpful for checking the length of my letter.
Instructor (Mr. Park)
Great observation! Word has many useful features. The more you explore, the more comfortable you will become with the software.
DIALOGUE 2Helping a Coworker with a Word Document
Speaker
Dialogue
Coworker (Sam)
Hey Tom, I wrote a letter to our supplier, but the formatting looks messy. The text is all different sizes and the margins are wrong. Can you help me fix it?
Coworker (Tom)
Sure! First, let’s fix the font. Select all the text with Ctrl+A and change everything to the same font — try Arial, size 12.
Coworker (Sam)
Okay, I did that and it looks much more consistent. Now what about the margins?
Coworker (Tom)
Click on the Layout tab at the top, then click Margins, and select Normal. That will set one-inch margins on all sides, which is standard for business letters.
Coworker (Sam)
That looks much better! What about the alignment? Some paragraphs look centered and some are left-aligned.
Coworker (Tom)
For a formal letter, you want everything left-aligned. Select all the text again and click the Left Align button, which looks like lines aligned to the left.
Coworker (Sam)
Perfect. I also want to add a header with the company name. Is that in Word?
Coworker (Tom)
Yes. Go to Insert at the top, then click Header, and choose a style. You can type the company name there.
Coworker (Sam)
Wonderful. I feel like Word has so many features I have never explored before.
Coworker (Tom)
It does! Practice a little every day and you will be very comfortable with it soon.
❓ QUESTIONS & ANSWERS
Q1. What is the standard structure of a formal letter in English?A: A formal letter includes: (1) the sender’s name and address; (2) the date; (3) the recipient’s name and address; (4) a formal salutation such as ‘Dear Mr./Ms. [Name]:’; (5) a clear and organized body with a purpose paragraph, supporting details, and a closing request; and (6) a formal closing like ‘Sincerely,’ followed by a signature and printed name.
Q2. How do you access and use a letter template in Microsoft Word?A: To use a template in Microsoft Word, go to File > New and type ‘letter’ in the search box. Choose a template that matches your purpose — formal or informal — and click to open it. The template already has proper formatting set up; you simply replace the placeholder text with your own information.
Q3. What font and margin settings are recommended for professional letters in Microsoft Word?A: For professional letters, use a clear, readable font such as Times New Roman or Arial at size 12. Set your margins to one inch on all sides by going to Layout > Margins > Normal. These settings give your letter a balanced, professional appearance.
Q4. What is the difference between a formal letter and an informal letter in terms of language and tone?A: A formal letter uses professional, polite language, complete sentences, no slang or contractions, and a respectful tone throughout. An informal letter uses casual, conversational language, can include contractions and personal stories, and has a friendly, relaxed tone. The key is matching your language style to your relationship with the reader.
Q5. Name two Microsoft Word features that can help improve the quality of your writing.A: Two helpful features are: (1) Spelling & Grammar Check (Review > Spelling & Grammar or F7), which identifies and suggests corrections for misspelled words and grammatical errors; and (2) Read Aloud (Review > Read Aloud), which reads your text back to you so you can catch awkward sentences or missing words that your eyes might miss.