Letter writing
Letter writing is a form of written communication that involves exchanging information, thoughts,
or messages between individuals or organizations through a written document. Letters can be
formal or informal, depending on the purpose, tone, and audience.
Types of Letter Writing
1. Formal Letters: Official letters used for business, professional, or official purposes, such as
job applications, complaints, or requests.
2. Informal Letters: Personal letters used for social or personal purposes, such as letters to
friends, family, or acquaintances.
3. Business Letters: Letters used for business purposes, such as sales, marketing, or customer
service.
4. Official Letters: Letters used for official purposes, such as government, education, or
administrative communications.
Features of a Good Letter
1. Clear Purpose: A clear and concise purpose or objective.
2. Proper Format: A standard format, including date, address, salutation, body, and closing.
3. Tone: A tone that is appropriate for the audience and purpose.
4. Language: Clear, concise, and grammatically correct language.
5. Organization: A logical and organized structure.
6. Politeness: A polite and respectful tone.
7. Accuracy: Accurate information and details.
8. Signature: A signature that authenticates the letter.
Tips for Good Letter
- Use proper grammar, spelling, and punctuation.
- Use a professional tone and language.
- Keep the letter concise and to the point.
- Use a standard format and structure.
- Proofread the letter for errors.
Format for Letter writing:
An effective and formal letter consists of the following steps:
1. Sender’s Address
Placed at the top-left corner.
Include the full address and optionally the phone number/email.
Do not include your name here.
2. Date
Write the date below the sender’s address.
Format: 2 June 2025 (or June 2, 2025, in American style).
3. Recipient’s Address
Also called the “Inside Address”.
Include the name (if known), designation, company/institution, and full address.
4. Subject Line
One line summary of the purpose of the letter.
Use bold or underline (especially in typed letters).
5. Salutation/Greeting
Begin with “Dear Sir/Madam” if the recipient is unknown.
Use “Dear Mr./Ms. [Last Name]” if known.
For official letters, avoid informal greetings like “Hi”.
6. Body of the Letter
Divided into 3 parts:
Introduction – State who you are and the reason for writing.
Main Content – Provide necessary details, facts, and supporting points.
Conclusion – Wrap up politely, stating any expectations or requests.
7. Complimentary Close
Common closes:
“Yours faithfully” (when name is unknown)
“Yours sincerely” (when name is known)
“Regards” or “Best regards” (for semi-formal/professional tone)
8. Signature
Leave space for a signature if it's printed.
Then type/write your full name.
You may also add your designation or contact information below.
✉️ Sample Formal Letter
45B, Rosewood Apartments
Park Street
Kolkata – 700017
2 June 2025
The Manager
Human Resources Department
GreenTech Solutions Pvt. Ltd.
12 IT Park, Sector 5
Kolkata – 700091
Subject: Application for the Position of Junior Analyst
Dear Sir/Madam,
I am writing to express my interest in the position of Junior Analyst at GreenTech Solutions, as
advertised on your company’s website. I am a recent graduate with a B.Sc. in Statistics from the
University of Calcutta and possess strong analytical and communication skills.
During my internship at DataBridge Pvt. Ltd., I worked on real-time data analysis projects and
assisted in preparing reports that helped improve process efficiency by 15%. I am proficient in
tools like Excel, Python, and SQL. I am confident that my technical aptitude and eagerness to
learn will make me a valuable addition to your team.
I have attached my resume for your consideration. I would be grateful for the opportunity to
discuss my application in more detail. Thank you for considering my application.
Yours faithfully,
[Signature]
Ananya Sen
Phone: 98765 43210
Email: ananyasen@email.com
