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Free Printable Personal Letter Templates [Word, PDF]

    Letter writing has always been challenging. But with the advancement of technology, things have become more accessible. The most common form of communication in business among employees, partners, and clients is now email or text messages.

    While these two forms of communication are great in some cases, they need to allow for detailed correspondence at scale. Letters are still a popular way to send information because they can be very specific and personal, especially when addressing an individual person.

    What is the personal letter format?

    Personal Letter
    Personal Letter

    The personal letter format is a standard type of letter. The letters are written to a specific person or group of people, and the letter’s purpose is to deliver a message or tell someone that something has happened.

    Personal Letter Templates

    How do you use a personal letter?

    A personal letter is a letter written by an individual to another person. Personal letters can be written for various reasons, such as sending birthday greetings, congratulating someone on their recent accomplishments, or simply keeping in touch with friends and family members.

    A personal letter may also be used to express one’s emotions, thoughts, and feelings toward another person. It may also be used to let someone know that you are thinking about them or miss them.

    Personal letters can be sent via email or posted through the postal service. Sending a personal letter through email is easier because you won’t have to worry about whether your recipient will receive it or not. However, sending a personal letter through the postal service will ensure that your recipient receives it promptly without any problems.

    Types of personal letters

    There are many different types of personal letters. Some are formal, and others are informal. Some provide information, while others request information.

    Here are examples of the most common personal letters:

    Birthday letter

    Write a birthday letter to someone who has never experienced a birthday before, such as an orphaned child or a refugee. Tell her what you would do to make her day special.

    Thank-you letter

    If someone has done something for you, write a thank-you note to let him know how much his action means to you. Be specific about what happened and why you’re grateful for it.

    Romantic love letter

    Write a romantic love letter to tell your boyfriend or girlfriend that you love him or her and want to spend more time together than just on occasional dates.

    Annual report

    A business letter that describes the company’s activities over the past year, including financial results, new products or services, and significant events.

    Application letter

    A business letter that asks for something specific from someone else (for example, a job or an internship).

    Appreciation letter

    A business letter that expresses gratitude for something you received from someone else (for example, a gift or an award).

    Business letter

    A written communication in which you contact another person or organization regarding business matters.

    Condolence letters

    Condolence letters are written to express sympathy and condolences to a bereaved person. It can be written by anyone who wants to express their feelings and share their thoughts. The letter should be sent as soon as possible after death, but not within the first few days after it. And, it’s better to address it personally to the next of kin or close friends of the deceased person.

    Get well soon letters

    A get well soon letter is a way of sending good wishes to someone who’s sick and needs medical attention. You can send them to your friend or family member who is currently in hospital or recovering from an injury or illness. This type of letter will let them know that they aren’t alone during this difficult time and that there are people who care about them very much.

    Goodbye letters

    Goodbye letters are written when someone leaves for a long time outside the home, permanently or temporarily (for example, when leaving for college). These letters usually contain memories from childhood, information about new places they will live in, etc…

    Letter to pen pals

    Pen pals are people who write to each other regularly. They share information about themselves and their lives with each other in their letters. This is a good way to make friends with people you have never met before.

    Letters to famous people (fan mail)

    Letters or emails sent to famous people by fans or admirers are called fan mail. Fans write these letters because they feel close to the person they admire and want him or her to know how much they or mean to them. Fan mail can be a good way for celebrities to know what their fans think about them, but it can also be annoying sometimes when a fan sends too many emails or letters at once!

    Structure of a personal letter

    The structure should be simple and easy to read when writing a personal letter. The letter should be clear and concise, without doubt about the sender’s intention.

    The structure of a personal letter may vary depending on the relationship between the writer and recipient and on the occasion for which it is written.

    A personal letter should include the following elements:

    • Your full name and complete address
    • This is usually at the top left corner of your letter.
    • Your recipient’s full name and complete address
    • This should be written in the center of your page.


    This should be written at the top right corner of your page, directly below your recipient’s name.

    Salutation and greeting

    In a personal letter, you should use either Dear or Dearest, depending on your relationship with the person receiving your letter and how formal you want it to be. You may also use First name + Last name or Dear + Last name if you have a closer relationship with your recipient than Dear Sir/Madam. If there are multiple recipients in one letter, address each recipient individually in his/her own paragraph.

    Introductory paragraph

    The introductory paragraph should be brief and include the reason for writing, such as “I am writing to share my good news” or “I am writing to thank you for your generosity.” It can also include an apology for any delays in responding or any problems with the previous correspondence.

    Body paragraphs

    The body paragraphs should explain your letter’s main point or purpose and provide supporting information. For example, if you’re writing about your good news, you might say something like this: “As I mentioned in my last letter, I was promoted last month.” You could then continue by sharing more details about your promotion and how it has affected your life positively.

    Concluding paragraph

    A short concluding paragraph will let the recipient know that there is no more information to be shared at this time but that you look forward to their response when they have had a chance to consider what you’ve said so far (if needed).

    Signing-off note

    The closing statement should be typed in all capital letters, followed by “Sincerely” or “Yours truly.” If you do not have a name available to sign your letter, begin the ending with “Sincerely.”

    If you are writing a business letter, it is acceptable to use the salutation “Dear Sir/Madam” or “Dear Sir/Madam:” In this situation, it is not necessary to include personal information such as a name or address at the beginning of your letter.

    How to answer a personal letter?

    Personal letters are a great way to keep in touch with friends and family. They’re also an effective way to build relationships and promote your business.

    Personal letters don’t have to be complicated or time-consuming, but they do need to be thoughtful. Here are some tips for answering a personal letter:

    Read the letter carefully before you begin writing your response. Make sure that you understand the author’s main point and tone. Also, try to identify any questions or requests that were included in the letter.

    Write a response that is relevant, personal, and brief. You don’t want to write a book-length reply because it can be impersonal and lazy. However, ensure that your response is detailed enough so that the recipient understands what you’re saying and how he or she can help achieve the goals of the writer’s original request or question.


    How do I write a personal letter?

    When writing a personal letter, open with a salutation like “Dear [Name]”. In the body, share recent news and ask about the recipient. Provide details and describe experiences to maintain a conversational tone. Close by mentioning future contact, expressing well wishes, and signing with your name.

    Is there a letter template on word?

    Yes, Microsoft Word has personal letter templates available with prompts and correctly formatted spacing for the heading, greeting, body paragraphs, and closing. Simply type your own text into the template as you personalize your letter.

    What style should you use when writing a personal letter?

    Use a conversational, friendly tone when writing personal letters, even if the topic is serious. Avoid formal language and be casual, as if you were speaking directly to the recipient. Share details and make it personal to strengthen your relationship.

    How do you end a personal letter?

    End a personal letter by summarizing the purpose for writing and expressing hope, encouragement, appreciation, or good wishes depending on the situation. Close with “Sincerely” or “With love” before your handwritten signature.

    What should you avoid including in a personal letter?

    Avoid sharing sensitive medical information, disparaging remarks about others, or private family matters in a personal letter unless the recipient is very close. Keep the focus on positive updates and experiences. Also avoid overwhelming the reader with excessive details or length unless it is a close confidante.

    How do I write a personal letter template?

    A personal letter template should include:

    • Heading with sender’s address and date
    • Salutation line addressing the recipient
    • Opening paragraph catching up on recent life events
    • Body paragraphs sharing news, experiences, thoughts
    • Closing paragraph mentioning future contact and expressing good wishes
    • Complimentary close (Sincerely, Yours truly, etc)
    • Space for signature

    What are the 4 parts of a personal letter?

    The 4 main parts of a personal letter are:

    1. Heading – Sender’s address and date
    2. Introduction – Greeting and short opening remarks
    3. Body – Main information and details about experiences
    4. Conclusion – Summary sentiments, future contact mentions, closing salutations
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    Betina Jessen

    Betina Jessen

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