Letter Writing

A letter is a substitute for the conversation. It is nothing but speaking with a pen. It should,
therefore, be as simple in form and natural in style as if the writer were actually speaking to the
addressee. The objective of a letter writer is to convey a message to the person at the receiving
end, there being no personal contact. It is, therefore, natural that language should be simple, clear
and concise.

The style of a letter should be adapted to the person and the subject concerned. To superiors, it
should be respectful; to juniors, courteous to friends, familiar to relations, affectionate to
children, simple and playful. On important subjects, it should be logical and impressive; lighter
subjects, easy and flowing.

Types of Letter Writing

Letter writing can be distinguished on the basis of their content, formalities, purpose, etc. Hence,
types of letter writing are broadly classified into two types: formal letter writing and informal
letter writing.

What is Formal Letter Writing?

Formal letter writing is used to write letters to business houses, customers, government officials,
school/college authorities, editors, colleagues, strangers and acquaintances. As the term itself
indicates, a formal letter is written in a formal style i.e. its language and tone is formal,
impersonal or objective but pleasant. Therefore, it precludes any informal expressions, greetings
or contracted forms of words. The language is straight forward and to the point. Though at times
a formal letter may be strongly worded, it is never rude or impolite.

Types of Formal Letter Writing:

Following are the few types of Formal Letters:

Business letter: These letters can be written to an employer of the same company, by an
employer to his employee, to the suppliers or other business partners, and to the customers.

Application letter: These letters are written to apply for a position within an organisation or an
institution. Application Letters can be written for many purposes like, job application letters to
apply for jobs, college application letters for admissions and leave application letters to apply for
leaves etc.

Recommendation Letter: Such letters are required by the employer/authority to know more
about the employee/applicant from a different perspective. Recommendation letters are written
by the people who are in a good relationship with the employee/applicant to get an all-round
view of the person.

Inquiry Letter: This letters are used to ask direct and detailed questions usually bullet-listed to
derive/request information from the recipient.

Resignation Letter: These letters are written by an employee who wishes to leave his or her job.
This letter is sent to the immediate superior of the employee you wish to resign.

Invitation Letter: Such letters are written to invite and urge the receivers to attend a party or a
meeting organized by the sender.

Order Letter: Such letters are sent by a consumer and received by a supplier in order to ask the
supplier for a certain amount of products.

Sales Letter: These letters are intended to get the reader to purchase an advertised product.
Usually persuasive statements are used to attract the attention of the prospective buyer and to
increase sales.

Dismissal Letter: There are issued when a company wishes to inform one of its employees that
they no longer require their services, so they must leave their position.

Transfer Letter: These are issued by an organization or company to inform one of its
employees that they will be transferred from one department or headquarter to another.

Apology Letter: It is issued when the sender wishes to apologize for any action that has brought
negative consequences for the receiver.

Congratulation Letter: These letters can be written for different reasons like, promotion letters
for a promotion at work, for winning a prize at school, for participating in a competition.
What is Informal Letter Writing?

Informal letter writing is used to write letters to relatives and friends. Since such letters are
personal in nature. They should be written in a simple, clear, easy to understand, natural and
lively style just as one talks to a friend/relative.

Types of Informal Letter Writing:

Following are the few types of Formal Letters:

Personal Letter: In such letters, you share and express your feelings with your friend or relative.

Letter inquiring about the health: One may inquire about the well-being of a friend or relative
by writing a letter to them.

Letter of invitation: One may write a letter to a friend or relative to invite him/her to a party,
wedding or any informal function. For example, party invitation letter or birthday invitation
letter etc.

Letter to inform about the sudden demise of someone: These letters are written to inform
about an unexpected passing away of a family member, friend or relative which has left behind a
devastated family.

Letter to congratulate: Such letters are written to congratulate someone on his/her

accomplishments, anniversary, birthday, success in career, etc.

Letter to seek help: These letters are written to ask for help from a relative, friend or any
acquaintance.

Letter sent along with a personalized gift: Such letters are written to show love or gratitude
and are sent along with an attached gift for a friend, relative or spouse.

Letter written to plan a weekend or vacation with friends: These letters are written to
friend(s) for planning a vacation or weekend out.

Letter written to apologize for a mistake: Such Letters are written to a friend, relative or
acquaintance to apologizing for a mistake made or a misunderstanding that would have sprung
up between the sender and the receiver of the letter.
 Formal Letter Writing Format

A sample of letter writing format for formal letter is given below:

Senders address
_________________
_________________
_________________
Date: ____________
(Designation of the recipient),
(Name of the organization/company),
Receiver’s address
_________________
_________________
_________________
Sir/Madam, (Salutation)
Subject: _____________________________________________.
BODY
Paragraph 1: __________________________________________________________________
(Give reasons for writing).
Paragraph 2: __________________________________________________________________
(Explain the details, facts and figures and do not use short forms.)
Paragraph 3: _________________________________________________________________.
I look forward to hearing from you soon.
(Concluding remarks/ suggestions/ asking help)

Yours sincerely, (Closing salutation)

Your name and signature
Designation (if any)
 Informal Letter Writing Format:
A sample format for informal letter writing is given below:

Sender’s Name & Address

__________________
__________________
__________________
Date _____________
Dear__________ (Name of the recipient), (Salutation)

BODY
Paragraph 1: I hope my letter finds you in good health. _______________________________.
Write about the purpose of writing. You can use an informal tone.)

Paragraph 2: _________________________________________________________________.
(Write in detail about the purpose.)

Paragraph 3: _________________________________________________________________.
(Concluding lines)

Yours affectionately, (Complimentary closing)

Your name.
 LETTER WRITING TERMS

FORMAT

General plan or arrangement of the different parts of the letter that distinguish it from other
forms of writing e.g. an article or a speech.

LAYOUT

It is the physical appearance of a letter i.e. the way different parts of a letter have been arranged
on paper.

AMERICAN BLOCK-FORM

An arrangement of the text of a letter with a uniform left margin and paragraphs without
indented opening lines.

TONE

Level of formality in the attitude and politeness of sender depending upon the kind of
relationship she/he has with the receiver.

FORMAL

A style of writing that is suitable for official or important occasions.

SEMI-FORMAL

A discrete combination of formal and informal tones/styles of writing a letter.

INFORMAL

A style of writing that is suitable for personal or friendly letters.

DATE

Information about the day, month, and the year on which a letter is written.

ADDRESS

Information about the location of the sender's /receiver's residence or office.

ZIP CODE

Also called a post-code, it is a group of numbers and/or letters that are used to identify a
particular area/locality for faster sorting and delivery of mail.

SALUTATION

Words used to address a recipient of a letter. For Example-Dear followed by recipient’s Name or
title.

SUBJECT

A statement of the topic of a formal letter i.e. what it is about.

BODY

The message that a letter conveys. It may vary in length from a single to several paragraphs.

Paragraph 1: We should first write the introductory statements, which should be regarding our
own introduction and the purpose of the letter written briefly.

Paragraph 2: In this paragraph, we may include all the details, facts and figures that describe
the purpose of the letter.

Paragraph 3: Here, we write the concluding statements and state our hope and expectation from
the receiver.

CLOSING

Expressions used to mark the end of a letter.

LEAVE TAKING

An expression or a set of expressions used to say goodbye before closing the letter.

POSTSCRIPT

An extra message added to the letter after the signature, usually as an afterthought or additional
information.

ENCL
It is an abbreviation that stands for 'enclosure(s)' i.e. any documents or things sent along with the
letter in the same envelope e.g. cheques, testimonials, booking details, additional papers

ENVELOPE

A flat paper container in which a letter is enclosed and on which appear the addresses of the
receiver and the sender

STOCK PHRASES

Fixed or set expressions e.g. greetings that a speech community uses in their day-to day
conversation or communication.

CLICHES

Worn-out or overused expressions that is no longer interesting to hear or read.

CONVENTIONS

Accepted traditions of style or method of writing a letter