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Letter Writing Notes

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261 views5 pages

Letter Writing Notes

Uploaded by

sh4215862
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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What is Letter Writing?

A letter is a type of written communication that can be written by hand or printed on paper.
Although it is not required, it is frequently conveyed to the receiver via mail or post in an
envelope. A letter, or a written discussion between two parties, is any such message that is sent
through the mail. Letters are still used for a lot of our communication, especially official
communication. Letters are still a crucial means of communication, whether it’s a cover letter for
a job, a bank reminder, or a college acceptance letter. This is why we must understand the
nuances of letter writing.

Why is it Important to Know How to Write a Letter?


Everyone needs to know how to write a letter, whether it’s for professional or personal reasons.
These letters may be short, informal emails at times. They’ll be well-polished for corporate
correspondence at other times. Today, printed letters are commonly used for professional or
commercial communications, therefore knowing how to compose a letter for professional
purposes is essential. It’s especially vital to write a letter appropriately if you’re sending a
printed copy to the recipient rather than an email.

Types of Letters
Here are the different types of letters:
Chain letter
Letters patent
Audio letter
Cover letter
Recommendation Letter and the closely related employment reference letter
Letter of credence
Crossed letter
Informal letter
Poison pen letter
Hate mail
Business letter
Form letter
Letter of intent
Hybrid mail (semi-electronic delivery)
Letter of thanks
Dear John letter
Love letter
Letter of interest
Cease and desist letter
Complaint letter
Query letter
Letter of resignation
Letter to the editor
National Letter of Intent
Open letter
Letter of introduction
Letter of marque
Epistle
Handwritten letters
Emailed letters
Typed social media messages
Cover letters
Letters of intent
Value proposition letters
Business memorandum letters
Promotion letters
Reference letters
Resignation letters
Thank-you letters

Let us talk about the different types of Letters Writing in a broader spectrum of formal and
informal letters. Let us check some of the types of letters writing other than formal and informal
letters:

Business Letter: This letter is written for business purposes and contains information like
quotations, orders, claims, complaints, letters for collection, etc. These letters are
extremely formal and follow a proper structure
Official Letter: This letter is written to inform offices, branches, and subordinates. These
are for official information like rules, regulations, events, procedures, etc.
Social Letter: A social letter is a personal letter written on the occasion of a special event.
This includes invitations, congratulatory letters, condolence letters, etc.
Circular Letter: A circular letter announces information to a large number of people. The
letter is circulated to a large group to share information on change of address, change in
management, the retirement of a partner, etc. the first step today.
Employment Letter: It is the type of letter that is written for the employment process like a
joining letter, promotion letter, application letter, etc
All the types of letters outlined above are generally classified under the three major categories of
Informal, Semi-formal or Formal letters.

Informal, Semi-Formal and Formal Letters.


Informal Letter
1. Informal letters are private or personal letters. They are letters we write to people who are very familiar to us
such as our parents, friends, classmates, etc.
FEATURES OF AN INFORMAL LETTER
1. Writer’s address and date
2. Salutation e.g. Dear Efe,
3. Introduction
4. Body of the letter
5. Conclusion
6. Subscript e.g Your friend,
Sample Informal Letter
Semi-Formal Letter
Semi-formal letters are letters we write to people who are not totally strange to us but are not close enough to
us to deserve personal letters. E.g., our teachers, family doctor, priest etc. The semi-formal letter is more
related to the informal letter than to the formal letter.
FEATURES OF A SEMI-FORMAL LETTER
1. Writer’s address and date
2. Salutation e.g. Dear Mr. Eze, Dear Mrs. Jones,
3. Introduction
4. Body of the letter
5. Conclusion
6. Subscript, e.g., Yours sincerely,
Sample Semi-Formal Letter

Write a letter to your manager. In your letter

 describe the training course you want to do


 explain what the company could do to help you
 say how the course will be useful for your job

“Dear Mr Abhinav,

I came across an advertisement for a Digital Marketing training course that I believe would
significantly benefit my professional development and, consequently, the company’s success.

The course covers a comprehensive range of digital marketing topics, from social media
marketing to the ever-increasingly important SEO optimization. It’s designed to equip
professionals in our industry with the skills to leverage digital marketing strategies for brand
expansion and customer acquisition.

I am confident that gaining deeper knowledge in this area would enable me to enhance my skill
set, ultimately benefiting the company. By mastering social media marketing techniques, I am
confident in my ability to drive revenue growth and share this expertise with colleagues in my
department.

Considering the valuable job-related skills this program offers, I kindly request that the
company cover the associated costs, including the course fees and some additional travel
expenses.I appreciate your time and consideration of this request.

Yours sincerely,

Shubham”

Formal Letter
Formal letters are also called official or business letters. They are written to people in their official positions.
They are people we do not know personally, e.g. Local government chairmen, commissioners, etc.
FEATURES OF A FORMAL LETTER
1. Writer’s address and date
2. Receiver’s address
3. Salutation e.g. Dear Sir, Dear Madam
4. Heading or topic or title e.g. Application for the Post of a Teacher; Invitation to a Religious Seminar etc
5. Body of the letter
6. Conclusion (usually very short)
7. Subscript e.g. Yours faithfully,
(Signature)
Writer’s full name.

Evaluation:
1. Write a letter to your elder brother who is schooling at home, telling him your problems in school and
asking
him to help contact your parents.
2. Write a letter to the director of your school, telling him why you cannot resume with your mates on your
resumption day.

Choose the Right Type of Paper


You should type and print your letter on plain white paper. You may wish to print on nice resume
paper depending on the circumstances for example if you’re sending a letter of reference or a cover
letter with your resume. If you’re writing a business letter on behalf of your company, it’s a good
idea to use company letterhead.
Use the Font and Format5,000+the first step today.
Your letter should be typed and printed on plain white paper. Depending on the circumstances— for
example, if you’re sending a letter of reference or a cover letter with your resume—you might want
to print on excellent resume paper. It’s a good idea to utilize company letterhead when sending a
business letter on behalf of your company.
Write Sender’s Address
To begin, write your complete address in the upper left-hand corner, including your entire name,
street address, city, state, and zip code. Learn how to write an address properly if you’re not
comfortable with it.
Specify Dateline
Specify the date by skipping a line. Use the date you’re writing the letter.
Come to Recipient’s address
Place the recipient’s entire address after skipping a line. The firm name, the recipient’s name and
title, and the postal address must all be included in a professional letter. There’s no reason to mention
the firm name or job position in an informal, personal letter.
Insert Greeting/Salutation
To put the welcome, skip one more line. This is referred to as salutation. In a formal letter, you say
“Dear Mr./Ms./Mrs. Last Name:” After the greeting, formal letters require a semi-colon, whereas
informal ones demand a comma. It’s acceptable to use the recipient’s first name followed by a
comma in an informal letter.
Body of Letter
Start the letter by skipping a line. Separate your thoughts into paragraphs in the body of your letter.
You should never write a large block of text in one sitting. Begin a new paragraph for each new
collection of thoughts or ideas. Between paragraphs, leave a blank line.
Include Complimentary Close
To incorporate a complimentary close, skip one of your final lines. “Sincerely,” “Yours truly,”
“Regards,” or something similar can be used as a closure. Whether the letter is official or casual, a
comma should always follow the word or phrase you choose to close it.
Signature Text
Skip three lines (where your handwritten signature will be inserted) and input your entire name. On
the next line of a formal letter, you should also add your job title.
Attachments
Skip one more line and type “Enclosure” if you’re including any attachments with your letter. If there
are multiple attachments, use parentheses to indicate how many there are, as in
“Enclosures (4).”

Formal Letter Writing


While writing a formal letter, it is mandatory to stick to the format and follow a subtle and
professional tone as these letters are written for official purposes and contain a professional
issue to talk about. Following is a format of formal letter writing:
Sender’s Address: Mention the complete and accurate sender’s address in the top left
section.
Date: It is mandatory to put in the date just below the address.
Receiver’s Address: The appropriate address of the receiver has to be mentioned in a
similar order to the sender’s with the exact designation of the concerned person.
Subject: The subject is a one-line summary of the issue that is mentioned in the letter. It
should be written very briefly within one line.
Greetings: Keeping in mind that it is a formal letter, the salutation must be formal and
respectful. You can use Sir or Madam in this case.
Letter Body: It is the most important part of the letter. You can divide the content into two
or three paragraphs as per the details. It should be formal and to the point.
Signature: While closing the letter, you can use ‘Yours Faithfully’ and then mention your
Full name at the end.

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