“I am writing this letter” is a formal opening phrase used to state the purpose of a written message, typically in business, official, or academic correspondence. It is not a question, but a declarative sentence that tells the reader why you are contacting them, and it is almost always followed by an infinitive phrase such as “to inform you,” “to request,” or “to apply for.”
Why People Use This Phrase
The phrase serves as a polite and clear signal that the content of the letter is about to be introduced. It is common in contexts where the writer needs to be explicit about the letter’s purpose, such as:
- Formal complaint letters to a company or government agency
- Cover letters for job applications
- Letters of resignation or notice
- Academic or administrative correspondence (e.g., requesting a transcript)
- Legal or financial notices where clarity is essential
It is also used in creative writing or personal essays as a stylistic device to address the reader directly. However, in everyday personal emails or text messages, the phrase would sound overly formal and is rarely used.
How to Use It Correctly
The phrase is a complete sentence when followed by a period. It is usually placed in the opening paragraph, right after the salutation. The most common structure is:
- Start with a salutation (e.g., “Dear Mr. Smith,”)
- Write “I am writing this letter to…” followed by your purpose
- Provide the details or explanation in the following paragraphs
For example: “I am writing this letter to request a refund for the defective product I purchased on March 15, 2024.” The phrase can also be used with “because” or “in response to” to give context: “I am writing this letter in response to your advertisement for the position of office manager.”
Common Variations and Alternatives
While “I am writing this letter” is standard, there are several variations you might encounter or prefer:
- “I am writing to…” (shorter, drops “this letter”)
- “This letter is to…” (more direct)
- “I write to…” (very formal, often used in British English)
- “The purpose of this letter is to…” (more formal)
- “I am contacting you to…” (less formal, works for email)
Each variation is acceptable, but “I am writing this letter” is often chosen when the writer wants to emphasize the physical or formal nature of the document, especially in contrast to an email or phone call.
When Not to Use It
Avoid this phrase in casual communication, such as texting or social media, where it sounds stiff and unnatural. Also, avoid it in emails that are part of an ongoing conversation—starting an email with “I am writing this letter” when you have already been corresponding feels redundant. In those cases, a simple “Following up on my previous email” or “I wanted to check in” works better.
Another situation to avoid is when the purpose is already obvious from the subject line or the context. For example, if you are sending a resignation letter with the subject “Resignation – John Doe,” opening with “I am writing this letter to resign” is acceptable but somewhat repetitive. Still, many formal guidelines recommend stating the purpose explicitly, so it is not wrong—just less elegant.
Letter Template
| Field | Content |
|---|---|
| Date | ______________________ |
| Recipient Name | ______________________ |
| Recipient Address | ______________________ |
| Salutation | Dear ______________, |
| Opening Sentence | I am writing this letter to ______________________. |
| Body Paragraph 1 | __________________________________________________ |
| Body Paragraph 2 | __________________________________________________ |
| Closing | Sincerely, |
| Signature | ______________________ |
Sample (fictional): “I am writing this letter to request a replacement for my broken blender, purchased on January 10, 2024, under order number 98765. The product stopped working after two weeks. I have attached the receipt and would appreciate a prompt response.”
Common Problems and Misconceptions
One misconception is that “I am writing this letter” is grammatically incorrect because it uses the present continuous tense. In fact, it is perfectly correct; the present continuous is often used to describe an action happening now, and writing a letter is an ongoing action. Another issue is punctuation: some writers place a comma after “letter” and then continue with “to inform you,” which is correct, but they may mistakenly put a period after “letter” and then start a new sentence with “To inform you,” which is a sentence fragment. Always ensure the phrase is followed by a clause that completes the thought.
Another problem is overuse. If you use the phrase in every letter, it becomes a crutch. Vary your openings based on the context—for a complaint, you might say “I am writing to express my dissatisfaction,” while for a thank-you note, you would not use this phrase at all.
Frequently Asked Questions
Is “I am writing this letter” formal or informal?
It is formal. It is appropriate for business, academic, and official correspondence. In informal settings, use “I’m writing to…” or simply state your purpose directly.
Do I need to use this phrase in every formal letter?
No, it is not mandatory. Many formal letters state the purpose directly without this opening, especially if the subject line or context makes it clear. However, using it can add clarity and politeness.
Can I use “I am writing this letter” in an email?
Yes, but it may sound overly formal for email. It is more common in printed letters or formal emails, such as a complaint to a company or a cover letter sent as a PDF attachment.
What is the difference between “I am writing this letter” and “I am writing you”?
“I am writing this letter” emphasizes the document itself, while “I am writing you” is shorter and more direct. The latter is more common in American English, but both are correct.
Should I use a comma or a period after “letter”?
Use a comma if you continue with an infinitive phrase like “to inform you” or “to request.” Use a period only if you end the sentence there, but that would leave the purpose unstated, which is unusual.
Final Thoughts
“I am writing this letter” is a useful and correct phrase for formal written communication. It sets a professional tone and clearly announces the letter’s purpose. Use it when you need to be explicit, but feel free to choose a more concise alternative when the situation calls for it. The key is to match the formality to the context and to always complete the sentence with a clear statement of why you are writing.