WRITING LETTER
Writing a letter
A letter is a written message that can be handwritten or printed on paper. It is usually sent to the recipient via mail or post in an envelope, although this is not a requirement as such. Any such message that is transferred via post is a letter, a written conversation between two parties.
Now that E-mails (Advantages and disadvantages) and texts and other such forms have become the norm for communication, the art of letter writing has taken a backseat. However, even today a lot of our communication, especially the formal kind, is done via letters. Whether it is a cover letter for a job, or the bank sending you a reminder or a college acceptance letter, letters are still an important mode of communication. Which is why it is important that we know the intricacies of letter writing.
social fuction :
personal letters are letters that are written to people we know such as friends, parents, siblings, and caousin. letters are not only written to inform but srengthen the bond between two people writing to each other.
- Means of notification
- Means of request
- Idea
- Ideas or ideas
- As a reminder
- Historical evidence
- Work guidelines
Types of letters
Let us first understand that there are broadly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing etc. Let us have a look at the few types of letters.
· Formal Letter: These letters follow a certain pattern and formality. They are strictly kept professional in nature, and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
· Informal Letter: These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
· Business Letter: This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
· Official Letter: This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum.
· Social Letter: A personal letter written on the occasion of a special event is known as a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social letters.
· Circular Letter: A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond some important information like a change of address, change in management, the retirement of a partner etc.
· Employment Letters: Any letters with respect to the employment process, like joining letter, promotion letter, application letter etc.
Formal Letters
A formal letter is one written in a formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or family. A number of conventions must be adhered to while drafting formal letters. So let us take a look at a sample format of a formal letter.
structure of a Formal Letter
Sender’s Address
The sender’s address is usually put on the top right-hand corner of the page. The address should be complete and accurate in case the recipient of the letter wishes to get in touch with the sender for further communication.
Date
The sender’s address is followed by the date just below it, i.e. on the right side of the page. This is the date on which the letter is being written. It is important in formal letters as they are often kept on record.
Receiver’s Address
After leaving some space we print the receiver’s address on the left side of the page. Whether to write “To” above the address depends on the writer’s preference. Make sure you write the official title/name/position etc of the receiver, as the first line of the address.
Greeting
This is where you greet the person you are addressing the letter to. Bear in mind that it is a formal letter, so the greeting must be respectful and not too personal. The general greetings used in formal letters are “Sir” or “Madam”. If you know the name of the person the salutation may also be “Mr. XYZ” or “Ms. ABC”. But remember you cannot address them only by their first name. It must be the full name or only their last name.
Subject
After the salutation/greeting comes the subject of the letter. In the centre of the line write ‘Subject” followed by a colon. Then we sum up the purpose of writing the letter in one line. This helps the receiver focus on the subject of the letter in one glance.
Body of the Letter
This is the main content of the letter. It is either divided into three paras or two paras if the letter is briefer. The purpose of the letter should be made clear in the first paragraph itself. The tone of the content should be formal. Do not use any flowery language. Another point to keep in mind is that the letter should be concise and to the point. And always be respectful and considerate in your language, no matter the subject of your letter.
Closing the Letter
At the end of your letter, we write a complimentary losing. The words “Yours Faithfully” or “Yours Sincerely” are printed on the right side of the paper. Generally, we use the later if the writer knows the name of the person.
Signature
Here finally you sign your name. And then write your name in block letters beneath the signature. This is how the recipient will know who is sending the letter.
To better understand it please see the video below
EXAMPLE:
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