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I still remember the panic in my student’s eyes when she asked: “Is it okay to start my letter with ‘Hey’?” She was writing to an old family friend — someone she’d known since childhood — but she’d been told that letters must always be formal. The truth is more nuanced. Informal letters sit in a comfortable middle ground between the stiffness of business correspondence and the casualness of text messages. They’re warm, personal, and genuine — but they still follow a structure. You’ll show you exactly when to use them, how to format them, and what phrases actually sound natural to native speakers.
Informal letters are written to people you know personally: family, relatives, close friends, or someone you’ve built a relationship with. They’re conversational in tone but not careless — you still care about clarity and politeness. Whether you’re catching up with an old friend, thanking someone, accepting an invitation, or sharing personal news, You’ll covers the templates, phrases, and mistakes that trip up most learners.
Key Takeaways
- Address and date: Place your address (optional in modern letters) and date at the top; use formal date formats.
- Salutation: “Dear [Name]” works for anyone; use “My dear” for close family; avoid “Hey” unless it’s very casual.
- Opening remarks: Start with a warm greeting (“Thank you for your letter”) or a personal question (“How are you?”).
- Body paragraphs: One topic per paragraph; keep sentences conversational but grammatically correct.
- Closing: “Yours sincerely” / “Yours affectionately” for family; end with your name or signature.
When to Write an Informal Letter
Informal letters are used in these situations:
- Keeping in touch: Catching up with an old friend or family member you haven’t spoken to in a while.
- Personal requests: Asking someone for advice, help, or a favour.
- Sharing news: Telling someone about your life, your progress, or exciting events.
- Thank-you letters: Expressing gratitude for a gift, hospitality, or kindness.
- Invitations: Inviting someone to an event or suggesting a meetup.
- Confiding: Discussing personal issues, feelings, or concerns with someone you trust.
- Apologies: Saying sorry and explaining what happened.
Golden rule: If you can imagine having a conversation with this person over coffee, write the letter as if you’re talking to them face-to-face. Keep it warm but clear.
The Structure of an Informal Letter
1. The Address (Optional in Modern Letters)
In formal letters, you’d include your full address in the top right corner. In informal letters, this is now optional — especially if you’re emailing. If writing by hand, include it:
45 Oak Street
London, UK
SW1A 1AA
Include commas at the end of each line (except the last), and a full stop after the final line.
2. The Date
Write the date one line below the address (or at the top left if no address). Use British or American format:
- British: 15th March 2026 or 15 March 2026
- American: March 15, 2026
- Neutral: 15-03-2026 or 2026-03-15
No leading zeros (not “03rd”) and spell out the month in full — never abbreviate to “Mar.” in informal letters.
3. The Salutation (Greeting)
The greeting depends on how close you are to the person:
| Salutation | Best Used With | Register |
|---|---|---|
| Dear [Name] | Anyone — safest choice for all informal relationships | Friendly–neutral |
| My dear [Name] | Close family or best friends | Warm |
| Dearest [Name] | Spouse, close family, loved ones | Very warm |
| Hi [Name] | Very casual, friendly letters (less common in traditional letters) | Very casual |
| Dear Friend | If you’re unsure of the person’s name | Neutral |
Always end the salutation with a comma (Dear Sarah,) — never a colon (:) or dash (—).
Safe choice: If you’re uncertain about the relationship, use “Dear [Name]” — it’s never wrong and works for all informal letters.
4. Opening Remarks
Your first paragraph should acknowledge the person and set the tone. Common opening phrases:
- “Thank you for your letter — it was wonderful to hear from you.”
- “How are you? I hope you’re doing well.”
- “It’s been so long since we last spoke. I’ve missed you!”
- “What a surprise to hear from you! How have you been?”
- “I received your email yesterday, and I wanted to reply straight away.”
- “I’m so glad to finally have time to write to you.”
If you’re replying to a letter, acknowledge it directly. If you’re initiating contact, explain why you’re writing now.
5. Body Paragraphs
The body is where you share your message. Follow these principles:
- One topic per paragraph.
- Keep paragraphs short (3–5 sentences).
- Write conversationally but with correct grammar.
- Use connecting words (“Furthermore,” “However,” “As a result”) to link ideas.
- Ask questions — they make letters feel like two-way conversations.
Example body paragraph:
A lot has changed at work this year. I got promoted to project manager last month, which has been both exciting and terrifying! The team is wonderful, but the hours are long. I’m still getting used to the responsibility. How are things on your end? Are you still enjoying your job?
6. Closing Remarks
Your last paragraph should wrap up naturally and encourage further contact:
- “That’s all for now, but I’ll write again soon.”
- “Please give my regards to your family.”
- “Best wishes to you and everyone at home.”
- “I hope to hear from you soon.”
- “Do write back when you have time — I’d love to hear your news.”
7. The Sign-Off (Ending)
How you sign off depends on the relationship:
| Sign-Off | Best Used With | Tone |
|---|---|---|
| Yours sincerely, | Friends and pen-pals | Warm but neutral |
| Yours affectionately, | Family or close friends | Affectionate |
| Yours lovingly, | Close family (spouse, children, parents) | Very warm |
| With love, | Family members you’re very close to | Very warm |
| Warmly, | Friends and acquaintances | Warm |
| Best wishes, | Anyone — safe for all relationships | Neutral–friendly |
| Your friend, | Friends you have a clear identity with | Friendly |
Write your name or signature below the sign-off. Never use a colon after the sign-off — always a comma.
Phrases for Different Purposes
Extending Invitations
- “Would you like to join me for dinner next Saturday?”
- “How about coming over to my place this weekend?”
- “I’d love it if you could visit us soon.”
- “My friends and I are planning a camping trip. Would you like to come along?”
- “If you’re free next month, perhaps you’d join us on a trip to the mountains?”
Accepting Invitations
- “Thank you so much for the invitation — I’d be delighted to come.”
- “I’d love to attend your birthday party. What should I bring?”
- “That sounds wonderful! I’ll definitely be there.”
- “Count me in! I’m really looking forward to it.”
Declining Invitations Politely
- “Thank you for the invitation, but unfortunately I won’t be able to make it.”
- “I wish I could come, but I’ve already made other plans.”
- “It sounds like a lovely event, but I’m afraid I can’t attend.”
- “I’m sorry to have to turn this down — I’d have loved to come.”
Expressing Gratitude
- “Thank you so much for your help — I really appreciated it.”
- “It was incredibly kind of you to think of me.”
- “I’m so grateful for your support during this difficult time.”
- “Your advice was exactly what I needed. Thank you for being such a good friend.”
Reminiscing or Keeping in Touch
- “Do you remember when we used to …?”
- “It’s been ages since we last saw each other. How have you been?”
- “I was thinking about our school days and wanted to get back in touch.”
- “Can you believe it’s been ten years?”
Sample Informal Letters
Example 1: Catching Up with an Old Friend
Dear Sarah,
What a lovely surprise to receive your email! It’s been far too long since we last spoke — goodness, must be over a year now. I was so pleased to hear that things are going well for you.
A lot has changed on my end. I finally finished my degree last summer and have been working as a graphic designer for about six months. The job is exactly what I wanted, though the first few months were quite overwhelming. The team is fantastic, though, which makes all the difference.
You mentioned wanting to travel to Spain — I’d love to hear more about those plans! I’ve always wanted to visit Barcelona. How long would you be there? Could there be a chance for us to meet up? That would be amazing.
Please give my regards to your family. I hope your parents are well. Do write back soon — I’d love to hear all your news.
Yours sincerely,
Emma
Example 2: Thank-You Letter
Dear Uncle Michael,
Thank you so much for the wonderful birthday gift. The watch is absolutely stunning — it’s exactly the kind of thing I would have chosen myself. I’ve been wearing it constantly and I think of your kindness every time I look at it.
The birthday party was lovely, by the way. It was so kind of you to travel all that way. Mum said you and Aunt Jane had a four-hour drive, and I really appreciated the effort.
Hopefully we can see you both again soon. Perhaps you could visit us next month? Let me know what works best for you.
Yours affectionately,
James
Sample Dialogues
At the Post Office — Posting an Informal Letter
Customer: I’d like to send this letter to Australia, please. How long will it take?
Clerk: Standard international post takes about 2–3 weeks. You can upgrade to express for faster delivery.
Customer: Standard is fine. And do I need anything else on the envelope?
Clerk: Just make sure the address is clear and the postcode is correct. That’s all.
Two Friends Discussing Letter Writing
Ana: I’m writing a letter to my grandmother. Should I start with “Dear Grandmother” or something warmer?
Leo: Since she’s your grandmother, try “My dear Grandma” or “Dearest Grandma.” That feels more personal.
Ana: Good idea. And how should I end it?
Leo: For family, “Yours affectionately” or “Yours lovingly” works well. Then sign your name.
Common Mistakes in Informal Letters
✗ Incorrect: “Dear Sarah:” (uses a colon instead of a comma)
✓ Correct: “Dear Sarah,” (comma after the salutation)
✗ Incorrect: “Well, I hope to hear from you soon yours sincerely, Emma”
✓ Correct: (with line breaks)
Well, I hope to hear from you soon.
Yours sincerely,
Emma
✗ Incorrect: “I’m writing this letter because I want to tell you that my job is better than yours.”
✓ Correct: “I’ve been meaning to tell you about my new job — I’m loving it so far!”
Why: Avoid competitive comparisons; keep the tone warm and inclusive.
✗ Incorrect: Starting the body with “In this letter, I will discuss my holiday plans and news from work.”
✓ Correct: Jump straight into the topic: “My holiday is coming up next month, and I’m so excited.”
Quick Quiz
Choose the correct option for each scenario:
- You’re writing to your best friend from university. How do you start? (A) Dear Friend, (B) Dear Sarah, (C) My dear Sarah,
- What punctuation ends a salutation? (A) Colon (:) (B) Comma (,) (C) Dash (–)
- You’re writing to a close relative. Which ending is best? (A) Best wishes, (B) Yours affectionately, (C) Yours sincerely,
- Should you include your full address in an informal letter? (A) Always (B) Never (C) Optional in modern letters
- How should you write a number in the date? (A) 3rd March 2026 (B) 03rd March 2026 (C) 3 March 2026
Answers: 1. B (Dear Sarah, is safe for close friends; My dear Sarah, is also acceptable) · 2. B (comma, not colon) · 3. B (Yours affectionately, is warm for relatives) · 4. C (optional — modern letters often skip it) · 5. A or C (both are correct; avoid leading zeros)
Checklist Before Sending
- ✓ Date is correctly formatted.
- ✓ Salutation ends with a comma (not a colon or period).
- ✓ Opening paragraph acknowledges the recipient or explains why I’m writing.
- ✓ Each body paragraph covers one topic.
- ✓ Sentences are grammatically correct and conversational.
- ✓ I’ve asked questions to encourage a reply.
- ✓ Closing remarks wrap up naturally.
- ✓ Sign-off matches the relationship (Dear Friend → Yours sincerely; Family → Yours affectionately).
- ✓ Name/signature appears below the sign-off.
- ✓ No spelling or grammar mistakes.
Related Writing Resources
- Differences Between Formal and Informal Letters
- Helpful Tips and Rules for Formal Writing
- Common Errors in English Usage
- English Punctuation: Complete Guide
- ↑ Back to pillar: English Writing (Pillar)
Frequently Asked Questions
Is it okay to write informal letters by email instead of on paper?
Yes — modern informal letters are often sent by email. You can still use the same structure (salutation, body, closing), but you’ll skip the address and date lines. Just use the email’s timestamp.
Should I always use “Dear” in the salutation?
Not always. “Dear” is the safest choice for all informal letters, but with very close friends, you might use “Hi” or just start with their name. However, if you’re unsure about the relationship, “Dear [Name]” is always correct.
Can I use informal letters for job-related communication?
Not typically. If you’re writing to a colleague you know well (after hours, personal matters), informal is acceptable. But any professional communication should use formal business letter conventions.
How long should an informal letter be?
There’s no strict limit, but aim for one to three pages of handwritten text. Too short (one paragraph) feels abrupt; too long (more than three pages) may lose the reader’s attention.
What if I make a mistake while writing?
In handwritten letters, a neat cross-out or correction fluid is acceptable for informal letters — they’re personal, and perfection isn’t expected. In typed letters or emails, proofread before sending.
Should I use contractions (don’t, can’t, won’t) in informal letters?
Yes — contractions are perfectly acceptable in informal letters. They make your writing sound more natural and conversational: “I don’t think so” rather than “I do not think so.” This is one place where informal English encourages contractions.
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