WRITING LETTER

 

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.

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.

Structure of Letters

1. Address Heading
   This is the writer’s full address.  Business letters usually have preprinted, letterhead stationery which contains this information. An address heading is optional for informal letters.

2. Date
   This is the month, day and year that the letter is written on.

3. Inside Address
   The recipient’s full name and address.  Generally, informal letters do not include an inside address. 
   *Note:  Refer to Addressing Persons of Title when writing letters to these people.

4. Attention
   With formal letters, the "Attention: [full name of recipient]" is placed two vertical spaces below the inside address.

5. Greeting
   Also known as the “salutation,” this is the introductory phrase, “Dear [name of recipient].”  Either a comma or a colon can be used at the end of this phrase.  Today, a comma is more extensively used, with the exception of the use of a title (i.e. “Dear Member:”) and not a proper name.  In this case, the use of a colon would be more appropriate.
   *Note:  Refer to Addressing Persons of Title when writing letters to these people.

6. Subject line
   A word or phrase to indicate the main subject of the letter, which is preceded by the word “Subject:” or “Re:” (Latin for “matter”). Subject lines may be emphasized by underlining, using bold font or all capital letters.  They can be alternatively located directly below the "inside address," before the "greeting."  Informal or social letters rarely include a subject line.

7. Body
   The complete text of the letter; the subject matter content.

8. Closing
   This is the farewell phrase or word that precedes the signature and is followed by a comma.  Closing should reflect a type of farewell or goodbye as the writer signs off.  Examples:  “Yours truly,” “Sincerely,” “Respectfully yours,” “Regards,” etc. 
   *Note: "Thank you," is not considered an appropriate closing for a formal or business letter. 

9. Signature
   The signed name of the writer. 

Example dialogue:

Danu: what are you doing?

Ical: I'm writing a letter to my parents

Danu: why did you write that?

Ical: I haven't seen them in a while

Danu: oh, alright