At some point, everyone needs to write a letter or an email and wonders what the correct etiquette for this is. Writing letters, in particular formal letters, has become a lost art, but it is still regularly required in business and in academic circles, and this is why most official English exams also still test for this skill.
Letter-writing etiquette, both formal and informal, has evolved over centuries and is influenced by the norms and conventions of an individual culture, as well as its historical practices, and the same is true in the UK. Letter-writing etiquette has developed organically over time. Below is an overview of the key elements of letter-writing etiquette and a brief history of its evolution:
The history of letter-writing etiquette
The history of letter-writing etiquette can be traced back to ancient civilisations where formal communication was handwritten on materials like papyrus or parchment. The idea of addressing recipients and using formalities probably emerged naturally as a way to show respect and convey intentions clearly and cautiously.
In the English-speaking world, the conventions for formal letter writing began to be more firmly established during the Victorian era, the 19th century. At this time, books on letter writing and etiquette guides were being publicised, and conventions and social norms were shaped.
In recent years, the rise of electronic communication such as emails, text messages and social apps has led to increasingly relaxed conventions in informal written communication, but formal letter-writing etiquette continues to be relevant in professional settings, and contexts in which good manners and respect are valued.
Here are some examples of how formal letters were traditionally started and ended during recent historical periods, showing the evolution of modern English letter-writing conventions.
Some historic examples of letter-writing conventions
Early Modern English (sixteenth to seventeenth centuries)
Opening: Formal letters during the Early Modern English period often began with “Right Honourable” or “Right Worshipful”, followed by the recipient’s title and name.
Closing: The closing was typically formal and respectful, often using phrases such as “Your humble and obedient servant” or “I remain your most humble and faithful servant”.
Victorian era (nineteenth century)
Opening: In the Victorian era, formal letters often began with “My Lord” or “Sir” followed by the recipient’s name and title. For example, “Sir John Brown”.
If the recipient of the letter were a woman, she would be addressed by her husband’s name. For example, “Mrs John Brown”.
Closing: The closing in Victorian formal letters commonly used phrases like “I have the honour to remain, Sir, your obedient servant” or “I am, Sir, your most obedient and humble servant”.
Early twentieth century
Opening: Formal letters in the early 20th century still used titles and names in the opening, such as “Dear Mr. Jones” or “Dear Sir”.
Closing: Common closing phrases included “Yours faithfully” when the recipient’s name was unknown or “Yours sincerely” when the recipient was known. The changing society began to dispense with the rigid Victorian over-formality and established a more sincere level of respect.
Late twentieth century to present day
Opening: In more recent times, the opening of formal letters shifted towards a simpler “Dear [Person’s Name]” or “Dear Sir/Madam” for a more general address to acknowledge both sexes.
Closing: Formal closings like “Yours sincerely” or “Yours faithfully” (when the recipient’s name is unknown) continue to be used. However, other closings such as “Kind regards” and “Best regards” are also now in common use although these are slightly less formal and only suitable in circumstances in which one wishes to convey an appropriate level of warmth alongside the formality.
For more on the history of language and writing in the United Kingdom, please see this post.
When to write a formal letter
Here are some modern day examples of potential recipients for formal letters.
Employers
One may write a formal letter to one’s employer for various reasons, such as resigning from a job, requesting a leave of absence, or addressing workplace issues.
Business or professional contacts
Formal letters are often used in business communication. One might write to clients, customers, suppliers or other professionals for purposes such as making formal requests, submitting proposals or addressing business matters. Included in business organisations are charitable organisations.
As one becomes better acquainted with one’s customers one may begin to decrease the level of formality used in communication.
Government officials
When dealing with government agencies or organisations, a formal tone is appropriate. This may include issues such as applying for permits, addressing concerns or requesting information. Various official documents and correspondence, such as applications for passports or licenses may also require formal letters.
Academic institutions
Formal letters are commonly used in the academic context. Students may write formal letters to professors for requesting extensions, addressing academic concerns or appealing academic decisions.
Legal matters
If one is involved in legal proceedings, one may need to write formal letters to lawyers, judges or other legal professionals to discuss or request information related to one’s case.
Complaints
When one has a serious complaint about a product or service, a formal letter is an effective way to convey one’s concerns and request resolution in an appropriate tone.
Invitations
Formal invitations such as those for weddings, corporate events, or official ceremonies often require the use more traditional or formal language.
Religious institutions
It is customary to write formal letters to elders, community leaders and religious authorities.
Formal letter-writing etiquette
Salutation
Formal letters typically begin with “Dear Sir or Madam” if the recipient’s name is unknown.
If the recipient’s surname and title are known, they should be addressed by these: “Dear Mr [Surname]” or “Dear Ms [Surname]”. It is important to use the appropriate title and surname, and to be aware whether a female person prefers to be addressed as Ms, Miss or Mrs. If a person has another title such as Lady or Dr, this should be used in place of Mr or Ms.
Be aware that British protocol is not to place a full stop after abbreviations of titles such as Mister (Mr), Doctor (Dr), etc., but the US convention is to do so. In the UK, this went out of style in the 1960s or 70s and its use in the present appears outdated, Americanised or out of touch.
Introduction
The introduction should include a brief statement of the purpose of the letter.
Body
The body of the letter should provide details, explanations or arguments related to the subject of the letter. It should be organised into paragraphs for clarity and generally concise. The tone and language used should all reflect an appropriate level of formality, good manners and social distance.
Closing
The closing of a formal letter often includes phrases such as “Yours faithfully” or “Yours sincerely” followed by one’s signature.
“Yours faithfully” is used when the recipient’s name is unknown, while “Yours sincerely” is used when the name of the recipient of the letter is known.
Signature
A legible name should be printed below one’s customary signature. In a formal letter a full name or one’s initials followed by one’s surname is customary.
Enclosures
If additional documents are to be with the letter, they must be mentioned in the letter and listed or itemised at the end of the letter.
Informal letter-writing etiquette
Informal letters are a relaxed and personal communication between senders and recipients who are well known to each other. They are usually friends or family and therefore there are fewer strict rules. However, there are still some conventions:
Salutation
Begin with a friendly greeting: “Dear” is still customary, followed by the recipient’s first name.
Closing
The friendly closing one chooses to end with depends on the level of closeness of the relationship between the sender and recipient. “Take care” or “Love from” is appropriate for a friend, or “Much love” for a very close relationship. “Best regards” and “Warm wishes” or “Warm regards” express warmth and friendliness with a lesser intensity.
Signature
A first name or a nickname is sufficient.
Writing an email
There is an etiquette for writing emails in English, and as with letter writing the conventions vary between formal and informal emails. Many people write their emails in the same way as they do their letters, particularly those of the older generations who were accustomed to writing letters formerly. However, etiquette is slightly less rigid in email communication, and unless one wishes to express a deep degree of formality to show a high level of respect in a certain instance, for general business communication it is acceptable to close with “Kind regards” under most circumstances. The conventions for salutation remain unchanged.
The post now
Over the past century, the British postal service has undergone a significant transformation in response to technological advancements. A hundred years ago, letter writing was a primary means of communication, and the postal service played a central role in delivering personal and official correspondence. However, with the advent of digital communication such as email and messaging apps around 25 years ago, the volume of physical letters has sharply declined.
Today, the companies comprising the British postal service such as Royal Mail and The Post Office have diversified to keep afloat. They are used less frequently for personal letters and daily newspapers but remain crucial for delivering packages, business communications and various official documents, along with numerous contemporary competitors. The postal service used to deliver twice a day, but it was restructured in 2003 and has since adapted to modern demands by expanding its services to include parcel delivery, e-commerce logistics and other innovative solutions, ensuring its continued relevance in our evolving national and international communication landscape.
Conclusion
Keep in mind with all letters, and perhaps more so with email etiquette, that the level of formality can depend on the expectations and norms within specific organisations or social circles. When in doubt, it is often safer to err on the side of formality in professional or unfamiliar situations. You can always adapt and relax your style accordingly in subsequent communications.
If you have any comments, questions or suggestions, please do enter them below.
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