What is Letter Writing?
Letter Writing has been deemed as one of the most useful forms learnt and used for various reasons. There are several kinds of letters, each of which has its own form and style. However, there are certain parts of the letter which remain the same.
#CLASSIFICATIONS OF LETTERS
Letters are one of the oldest forms of communication. They may be written in a formal or informal tone, depending on the purpose.
Letters may be classified as under: –
• FORMAL LETTERS
• INFORMAL LETTERS
* FORMAL LETTERS
These are official letters written in a formal tone. These could be
• bussiness letters for making proposal or enquiries, placing orders, complaining about products or responding to the complaints.
• official letters to principals of education institutions or to be professional men, seeking or giving information.
• letters to the editor of a newspaper to express opinions or to create public awareness.
LAYOUT AND CONTENT ORGANIZATION OF A FORMAL LETTER
• Sender’s address
This is the return address. It is the address of the sender of the letter so that the recipient can easily find our where to send a reply. Do not use any punctuation marks except a common between the date and the year. For example-
73 Chowringhee lane
Kolkata 70xxx
West Bengal
•Date
For writing the date, follow the m/d/y format, that is, write the name of the month in full, followed by the date, and then the year. For example, June 27,20xxx
• Receiver’s address
The receiver’s address should include the name and the designation of the receiver. For example,
The Principal, The Manager or The Editor.
Do not use any punctuation marks in the address.
•Subject
The subject started precisely the purpose of the letter. It makes it easier for the recipient to find out what the letter is about. Keep the subject short and crisp, preferably not more than 7to 8 words. For example-
– subject: Need for traffic signals at Bhagvat crossing.
• Salutation/Greeting
The salutation varies depending on whom the letter is addressed to. Use correct names and titles.
To businessmen: Dear Madam/Sir
To officials: Madam/Sir
To editors: Madam/Sir
•Body of the letter
This is the main part of the letter. It is divided into short, clear paragraphs, most generally into three paragraphs.
PARA -1: The first paragraph should state the purpose of the letter. It should contain the main idea or reference to the issue of the letter. For example-
-This is in reference to my purchase of a refrigerator, model No XL 4020,
From your ship against cash memo No 284 on March 4,20XX.
PARA -2: In the second paragraph, tell what specifically happened, or you may comment on the main issue, or state your observation, depending on the purpose of your writing. For example –
You have mentioned in the first paragraph that you were writing as the washing machine you bought a few weeks ago has broken down suddenly.
Give other details to establish cause /effect relationship. Elaborate at least three to four good points.
PARA-3: Sum up the letter with a polite wish, ideas, suggestions, or an appeal Or request for action to improve the situation. For example-
-I am sure it is the public conscience that can make the city safe for women and the public cry that can awaken the authorities to some strict action against eve teasers.
• Complimentary close
This is a short, polite closing that ends your letter. It should correspond with your salutation. Appropriate complimentary close are:
TO BUSINESS MAN: Yours truly/sincerely
OFFICIAL LETTERS: Yours faithfully
LETTERS TO THE EDITOR: Yours truly
• Signature
Put your signature below the complimentary close and above your name.
INFORMAL LETTERS/PERSONAL LETTERS
These are personal letters written to family, relatives or acquaintances. They are written to share information or to stay in touch.
LAYOUT AND CONTENT ORGANIZATION OF AN INFORMAL LETTER
• Sender’s address
This is recorded on the top left hand corner followed by a blank line and the date. It is the address at which the reply may be sent. The name of the sender is not written on top of the address.
• Date
The m/d/y format, that is, the name of the month in full, followed by the date, and then the year, is the usual practice for writing the date. For example- write the date as June 27,20XX.
• Greeting { Dear XYZ}
The gretting may be formal, beginning with the word ‘Dear ‘ and using the person’s given name or relationship. For example,
Dear Grandma, Dear Uncle, Dear Addy.
•Body of the letter
This is the main part of the letter, also known as the main text. It is divided into clear, short paragraphs, most generally into three paragraphs. This includes the message you want to write.
PARA 1: This is the opening of the letter. It may start with greetings like ‘How are you’? Or with some personal news like ‘Here is a piece of good news for you…. ‘
For example –
If your friend has written or spoken to you about her recent holiday, your letter might begin:
Dear Bandini
How are you? I gather from your letter you are back from your holiday to Kerala. I believe you had losts of fun and visited the backwaters too……
PARA 2: This is the main body of the letter. It states the writer’s reason for writing and includes the message that the writer may want to convey to the recipient. For example-
Next week, Raghav and I are also visiting the southern cities and we wanted some information about….
PATA 3: This part indicates the letter is going to end. Here, the writer may ask the recipient to reply or to stay in touch.
For example-
– I took forward to hearing from you soon
– I hope you will write your next letter soon.
• Complimentary close
It is a short expression that includes a few warm words in one line. For example:
Yours sincerely/ Best regards/ Love
Name-