Letter writing is presented as an important way to communicate with people who are far away.
There are generally two main types of letters:
- Formal Letters 🏢📬: These are written for official business and information. You’d use them when writing to public bodies or agencies for things you need in civic life, like asking for a certificate or updating your address. A letter is often part of a series of exchanges.
- Informal Letters 💌😊: These are personal letters to communicate with friends and family.
How to Write Formal Letters (Steps) 📝➡️🏢:
The sources outline these steps:
- Introduce yourself if it’s your first time writing, or refer to an earlier letter if you’re replying.
- State the purpose of the letter clearly.
- State the action or information you need from the person you’re writing to, or explain the action you’ve taken or information you’re providing.
- You might urge action to be taken or offer future assistance.
Important things to keep in mind when writing a letter:
- Your Purpose 🎯
- The Person you are addressing 👤
- The Tone you should use 🗣️
- Completeness of your message ✅
- The Action required ➡️
- Conciseness of your expression ✨
Format of a Formal Letter 📜🏢:
Letters have a typical format:
- Name and address of the sender (often on a letterhead for companies).
- Name and address of the addressee (the person you’re writing to).
- Date 🗓️.
- Salutation (how you address the person). This can be:
- ‘Dear Sir/Madam’ for a total stranger.
- ‘Dear Mr/Ms/Dr/Professor + Surname’ for a formal relationship.
- ‘Dear [First Name]’ if you know them personally and it’s semi-formal.
- A subject line is often included above the salutation for quick reference.
- The Content goes in paragraphs.
- A Complimentary close (like ‘Thank you’, ‘With regards’, ‘Yours sincerely/truly’) is used to end politely.
- Your Signature goes below the complimentary close.
The sources note that nowadays, in the Full-Block style, all parts of the letter are aligned on the left.
Tips for Formal Letters ✅🙅♀️:
- Date and signature are very important.
- Don’t use commas after every line in the address.
- Avoid old-fashioned openings like “With reference to your letter dated…”. Use more personalised phrases.
- Never end with “Thanking you” or “Awaiting your reply”. Instead, write “Thank you” or “We/I await/look forward to your reply”.
Informal Letters 😊💌: These have a flexible format. You might just put your city and the date at the top, followed by a simple salutation like ‘Dear Sujata,’. The closing is also more personal, like ‘Bye,’ ‘With love,’ etc..
Job Application 📄📬:
A job application often includes a resume (also called curriculum vitae or biodata), which is a summary of your background, qualifications, experience, etc.. This is sent with a covering letter. The sources provide an example of a resume format and a covering letter explaining why you’re applying and highlighting relevant skills.
So, letter writing is about choosing the right type (formal or informal), following a specific structure and format (especially for formal letters), and keeping your purpose and audience in mind to make your communication clear and effective! 😄✉️✨