Types of Letters
Ujjwal
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Formal Letters
-Aniruddh jha
Rules for Writing Formal Letters
– Try to write as simply and as clearly as possible, and not to make the letter longer than
necessary.
– Addresses
– 1) Your Address - The return address should be written in the top right-hand corner of the
letter.
– 2) The Address of the person you are writing to - The inside address should be written on
the left, starting below your address .
– Date
– You can write this on the right or the left on the line after the address you are writing to.
Write the month as a word.
Content of a Formal Letter
– Salutation or greeting –
– Dear Sir or Madam ,
– First paragraph -
– The first paragraph should be short and state the purpose of the letter- to make an
enquiry, complain, request something, etc.
– Last Paragraph –
– The last paragraph of a formal letter should state what action you expect the
recipient to take- to refund, send you information, etc.
Ending a letter:
– 1) Yours faithfully :
– If you do not know the name of the person, end the letter this way.
– 2) Yours sincerely :
– If you know the name of the person, end the letter this way.
– 3) Your signature :
– Sign your name, then print it underneath the signature. If you think the person
you are writing to might not know whether you are male of female, put you title
in brackets after your name.
INFORMAL LETTERS
-DEEPAK
INFORMAL LETTERS
– Informal Letter Writing: An informal letter is a non-
official letter that we usually use to write to our friends,
family or relatives.
– These letters are personal letters that are not used for
official purposes. There could be many reasons for which
we write these letters to our family and friends.
– For example, if we want to inform them about our
achievement in school or college, then we write them a
letter to spread our personal news.
Informal Letter Examples
• Inviting a friend for a ceremony say for a birthday
• Calling a friend for a trip or holiday
• Asking sorry or apologizing to someone for mistakes you have done
• Congratulating a friend for his success or achievement
• Writing just to ask for the well-being of a person
• Invitation for a marriage
• Asking help from someone
• Informing about someone’s demise in family or friends
Format of Informal Letter
• Address of the sender
• Date of writing a letter
• Address of receiver
• Salutation/Greeting
• Body of the letter
• Conclusion
• Signature of the sender
Business Letters
-yadvendra singh dhakad
Definition
– The business letter is the basic
means of communication
between two companies.
– Most business letters have a
formal tone.
What is a Personal Business Letter?
– Written from a person to a company
– Can be used for any purpose that requires
written communication from an individual to a
company, such as:
– To accompany returned goods
– Complaint letter
– Thank you letter
– Résumé cover letter
Purpose
– Business letters are written to inform
readers of specific information.
– However, you might also write a
business letter to persuade others to
take action.
– Business letters even function as
advertisements.
Parts of a Business Letter
– Date Line: current date formally written out as month, day, and
complete year such as May 3, 2016
– Inside Address: name and address of the business and person (if you
know the person to whom you are writing)
– Salutation: letter’s greeting – use the same name you used in the
Inside Address – using Dear Mr./Mrs./Ms./Miss
– Body: message or ‘meat’ of the letter
– Complimentary Closing: letter’s goodbye – using phrases such as
Yours truly or Sincerely yours
– Signature: writer's handwritten signature
– Writer’s Identification: writer’s typed name and address
OFFICAL LETTER
-BHANU
WHAT IS OFFICAL LETTER
– An official letter, also known as a "formal letter," is a document
professionally written for another company or business
professional. They can be used when applying for jobs, issuing a
complaint, expressing interest in a job position or thanking
someone. Official letters are often written using simple and direct
sentences with a formal greeting and signature included. Writing
an official letter typically requires following a very structured and
specific format.
How to write an official letter
– Follow the steps below to learn how to write an official letter.
– 1. Set up your font and margins.
– 2.Create your heading.
– 3.Write your salutation.
– 4.Use your body paragraphs to state your reasons for writing.
– 5.Add your closing body paragraph and signature.
– 6.Mention and add your enclosures.
– 7.Proofread and send your letter.
1. Set up your font and margins.
Before you begin, you want to ensure your letter is not only simple to understand, but simple
to read as well. To keep your letter clean and professional, you should set your margins to be one
inch per each side of the document.
2.Create your heading.
Once your fonts are set, you can begin addressing your letter. First, write your name in the top
left-hand corner of the page. Include your name, address and the current date. You can also
include your phone number and email if you are requesting further contact.
3.Write your salutation
You can now professionally greet your reader. A common salutation used in official letters is,
"Dear Ms. or Mr. Last name". If you know both their first name or last name, you can include that
in the salutation. For example, you can write, "Dear Alex Smith". If you know their gender, you
can write, "Dear Mr. Alex Smith" or "Dear Ms. Alex Smith". If you're unaware of the name of the
recipient, you can write, "Dear Sir or Madam".
4.Use your body paragraphs to state your reasons for writing.
The body paragraphs are where you can capture your main points and professionally explain your concerns, opinions or other
information to your recipient. You can briefly introduce yourself and begin by explaining your reason for writing this letter. You
can use verbiage such as, "I am writing to you today because..."
Once you've explained what the recipient will read, you can expand further throughout the next paragraph. Include details that
support your first statement. For example, if you were writing a recommendation letter, you could expand on the skills of the
person your recommending by saying, "Avery's time-management and organizational skills have improved the efficiency of my
business by 12% since the beginning of the quarter.“
5.Add your closing body paragraph and signature.
After closing the letter, you can provide your closing signature at the end of the document. Examples of common letter signatures
are:
*Sincerely
*Sincerely yours
*With appreciation
*Thank you
*Regards
*Yours truly
*Respectfully yours
Select your closing signature and write your name at the bottom of the letter.
6.Mention and add your enclosures.
Enclosures are additional materials added to your letter to support your document, similar to
when you attach a file to an email. If you're attaching a document to complement your letter, you
should mention it near the end of your letter. To inform the reader that an additional document
is attached, you can include the word "enclosure" at the end of the letter after your name. You
can also shorten the word by writing, "encl."
7.Proofread and send your letter.
After you've finished writing, you can read through the letter to catch any grammatical or spelling
errors. You can also review it to ensure it makes sense and is clear enough for the recipient to
understand. Once proofread, you can send the letter to the recipient. Pick a plain white, square
or rectangular envelope. Fold the letter properly so it fits in the envelope.
Write your name and address in the top left-hand corner of the envelope followed by the
recipient's name and address in the middle. Put a stamp on the right-hand corner and send your
letter to the desired recipient.
MCQ QUESTIONS
-ayush
