LETTER WRITING

Hi Everyone, Welcome back to my blog, so today I will to explain about Letter Writing.

Happy Reading:)

Before the added of modern technology made communication so easy, the art of writing a letter was considered an important requirement. Even today a letter is an important means of communication in both the workspace as well as our personal lives. So let us ourselves with the nuances of letter writing.

LETTER WRITING

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.

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.

Sample Letter Format

Contact Information (Include your contact information unless you are writing on letterhead that already includes it.)
Your Name
Your Address
Your City, State Zip Code
Your Phone Number
Your Email Address

Date

Contact Information (The person or company you are writing to)
Name
Title
Company
Address
City, State Zip Code

Greeting (Salutation Examples)

Dear Mr./Ms. Last Name:
Use a formal salutation, not a first name, unless you know the person well. If you do not know the person's gender, you can write out their full name. For instance, "Dear Pat Crody" instead of "Dear Mr. Crody" or "Dear Ms. Crody." If you do not know the recipient’s name, it’s still common and acceptable to use the old-fashioned “To Whom It May Concern.”

Body of Letter

The first paragraph of your letter should provide an introduction as to why you are writing so that your reason for contacting the person is obvious from the beginning.

Then, in the following paragraphs, provide specific details about your request or the information you are providing.

The last paragraph of your letter should reiterate the reason you are writing and thank the reader for reviewing your request. If appropriate, it should also politely ask for a written response or for the opportunity to arrange a meeting to further discuss your request.

Closing

Best regards, (Closing Examples)

Signature
Handwritten Signature (For a hard copy letter, use black or blue ink to sign the letter.)

Formal Letter

Rules for writing Formal letters:

You need to write your full name, address and date before you begin the letter
Address the person you are writing the letter to with correct name and designation.
It is always advisable to start the letter with ‘Respected Sir/Madam’ or ‘Dear Sir/Madam’ and then mention the name and the address.
Before beginning to write the letter you must state the purpose of the letter in one line titled ‘Subject’.
Your letter should be very crisp giving out only that information which is required.

Formal Letter Format includes:

The following points need to be taken into consideration while writing a Formal letter :

A Formal Letter strictly follows the prescribed Format for Formal Letter Writing.
The use of colloquial words, abbreviations, and slang language should be restricted while Formal Letter Writing.
A Formal Letter must be precise and to the point.
The Subject line is very important in a Formal Letter.

The Formal Letter Format is as follows:

Sender’s address: The address and contact details of the sender are written here. Include email and phone number, if required or if mentioned in the question.
Date: The date is written below the sender’s address after Leaving one space or line.
Receiver’s address: The address of the recipient of the mail (the officer/principal / Editor) is written here.
The subject of the letter: The main purpose of the Letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.
Salutation (Sir / Respected Sir / Madam)
Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows :

Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.
Paragraph 2: Give detail of the matter.
Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your problem, to highlight an issue in the newspaper, etc).

Complimentary Closing
Sender’s name, signature, and designation (if any)

Informal Letter

Rules for writing Informal letters:

Write your full name and address even if it is an informal letter.
Divide your letter in small paragraphs.
Keep your writing simple.
Make a good choice of words especially if you are writing an apology letter or a letter to express your condolences in case of a death.
Most people close the letter with phrases like ‘Yours affectionately/With love/All the best/Take care’ etc.

Informal Letter Format

The following points need to be followed while writing an Informal letter:

a) An Informal Letter does not strictly follow the prescribed Format.
b) The language of an Informal Letter must be friendly and casual.
c) An Informal Letter can have extra information.
d) The Subject line is not required in an Informal Letter.

The Informal Letter Format is as follows :
1. Address: The address of the sender is followed by that of the receiver.
2. Date: The date is written below the address after leaving one line.
3. Salutation / Greeting (Dear / Hi / Hello)
4. Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows -
a) Paragraph 1: beginning
b) Paragraph 2: Main content.
c) Paragraph 3: ending
5. Sender’s name and signature.