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.

(Source: npr)

 

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

Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on some tips for the actual letter writing.

1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type of letter you are to be writing. This will be dictated by the person the letter is addressed to and the information that will be conveyed through the letter. Suppose you were writing to the principal of your college to ask for leave, this would be a formal letter (Types of formal letters with samples). But say you were writing to your old college professor catching up after a long time. Then this would be a personal (informal) letter.

2] Make sure you open and close the letter correctly

Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any informal greeting as the writer wishes.

Even when closing the letter, it must be kept in mind what type of letter is being written. Formal letters end respectfully and impersonally, whereas informal letters may end with a more personal touch.

3] Establish the main intent of the letter

Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is important to immediately make clear the purpose of the letter.

4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of letters.

5] Length of the letter

And the other important factor to be considered is the length of the letter you are writing. It should be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the desired effect on the reader. The length of an informal letter is determined by the message in the letter and the relation to the recipient.

Solved Example for You

Q: Alex was to write a letter to her class teacher asking permission to remain absent from school for 2 days on account of some personal matter. What type of letter will he be writing?

1. Personal Letter
2. Business Letter
3. Formal Letter
4. Any of the above

Ans: The correct option is C. While the teacher is a personal acquaintance of Alex, the situation demands a formal letter and not a personal letter

 

Structure of a Letter Writing

Formal English letters are quickly being replaced by email. However, the formal letter structure you learn can still be applied to business emails and other formal emails. Follow these structure tips to write effective formal business letters and emails.

A Purpose for Each Paragraph

First Paragraph: The first paragraph of formal letters should include an introduction to the purpose of the letter. It's common to first thank someone or to introduce yourself.

Dear Mr. Anders,

Thank you for taking the time to meet with me last week. I'd like to follow up on our conversation and have a few questions for you.

Body Paragraphs: The second and following paragraphs should provide the main information of the letter, and build on the main purpose in the introductory first paragraph.

Our project is moving forward as scheduled. We'd like to develop a training program for staff at the new locations. To this end, we have decided to rent out space in the local business exhibition center. New staff will be trained by our experts in personnel for three days. In this way, we'll be able to meet demand from the first day.

Final Paragraph: The final paragraph should shortly summarize the intent of the formal letter and end with some call to action.

Thank you for your consideration of my suggestions. I look forward to an opportunity to discuss this matter further.

Formal Letter Details

Open with an expression of formal address, such as:

Dear Mr, Ms (Mrs, Miss) - if you know the name of the person you are writing to. Use Dear Sir / Madam if you do not know the name of the person you are writing to, or To Whom it May Concern

Always use Ms for women unless you are specifically requested to use Mrs or Miss.

Beginning Your Letter

First, provide a reason for writing. If you are beginning correspondence with someone about something or asking for information, begin by providing a reason for writing:

• I am writing to inform you about ...
• I am writing to ask/inquire about ...
• I am writing to ask about information for small businesses.
• I am writing to inform you that we have not yet received payment for ...

Frequently, formal letters are written to express thanks. This is especially true when writing in response to an inquiry of some kind or when writing to express appreciation for a job interview, a reference, or other professional assistance you have received. 

Here are some useful phrases of gratitude:

• Thank you for your letter of (date) inquiring about ...
• We would like to thank you for your letter of (date) asking for / requesting information about ...
• In response to your letter of (date), we would like to thank you for your interest in ...

Examples:

• I would like to thank you for your letter of January 22nd requesting information about our new line of lawnmowers.
• In response to your letter of October 23, 1997, we would like to thank you for your interest in our new line of products.

Use the following phrases when asking for assistance:

• I would be grateful if you could + verb
• Would you mind + verb + ing
• Would it be too much to ask that ...

Examples:

• I would be grateful if you could send me a brochure.
• Would you mind telephoning me during the next week?
• Would it be too much to ask that our payment be postponed for two weeks?

The following phrases are used to offer help:

• I would be happy to + verb
• We would be pleased to + verb

Examples:

• I would be happy to answer any questions you have.
• We would be pleased to assist you in finding a new location.

Enclosing Documents

In some formal letters, you will need to include documents or other information. Use the following phrases to draw attention to any enclosed documents you might have included.

• Enclosed please find + noun
• Enclosed you will find ... + noun
• We enclose ... + noun

Examples:

• Enclosed you will find a copy of our brochure.
• Enclosed please find a copy of our brochure.
• We enclose a brochure.

Note: if you are writing a formal email, use the phase: Attached please find / Attached you will find.

Closing Remarks

Always finish a formal letter with some call to action or reference to a future outcome you desire. Some of the options include:

A referral to a future meeting:

• I look forward to meeting / seeing you
• I look forward to meeting you next week.

An offer of further help

• Please do not hesitate to contact me if you have any questions regarding this matter.
• If you need any further assistance please contact me.

A Formal Sign Off

Sign the letter with one of the following phrases:

• Yours faithfully,
• Yours sincerely,

Less formal

• Best wishes.
• Best regards.

Make sure to sign your letter by hand followed by your typed name.

Block Format

Formal letters written in block format place everything on the left-hand side of the page. Place your address or your company's address at the top of the letter on the left (or use your company's letterhead) followed by the address of the person and/or company you are writing to, all placed on the left side of the page. Hit the key return a number of times and use the date.

Standard Format

In formal letters written in standard format place your address or your company's address at the top of the letter on the right. Place the address of the person and/or company you are writing on the left side of the page. Place the date on the right-hand side of the page in alignment with your address.

 

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