Learning the Right Format of Letter Writing

Have you ever wondered what could be the easiest approach to provide or ask or deliver any information?

Okay. So you must have, but do you know the importance of letter writing is only increasing these days? Yes, letter writing. 

Letter writing is writing messages to any person, on paper(offline) or via email(online). Let’s discuss the letter writing formats and how to do formal letter writing.

How to do letter writing?

It’s a step-by-step process to arrange a message from salutation to the closing lines. Every point has a significance to decide the quality of your letter writing format. It comprises several steps for different types of letter writing. Some of them are explained below in points:

• Salutation – The start or welcome towards any person concerning for whom you are writing the letter. It depends on the other person as, for example, you can write Sir in case of a formal letter writing.

Opening line – Here, you need to write about where you get the reference of or concerning what you are writing. For example, if you want to reference a dated letter by the other person, you can write it as; I am writing to you regarding your letter dated.

• Body – where you can ask for information or can be disagreeing with their previous letter or offer, or you want to suggest something.

• Closing line – It is the line where you should try to sum up the whole message and should input your feedback towards them.

Different types of letter writing format 

There are different types of letter writing.   

Letter writing has a different fate regarding the person we are writing for. For example, 

you can write a message to our old grandparents to ask about their health. 

• A message to your friend after a long time.
• A message to your employees for announcing their bonus.
• A message to your project manager concerning agreeing to their rules.
• A message to be thankful for acceptance of your gift.
• A message to your college friend.
• A message to the company for suggesting some aspects to them.

And so on. These are some examples of dependence on letter writing.

So, concerning this list, there are mainly two types of prominently used letter writing.

• Formal letter writing is a type of letter writing used in official works, jobs, delivering messages to colleagues, employees, the boss, or the project manager.

• Informal letter writing– This type of letter writing is used in conveying messages to friends, family etc.

These both have their significance, yet formal letter writing is prominently used these days. A noticeable amount of letter writing as a formal letter writing format can be seen. 

Steps of formal letter writing

As discussed earlier, formal letter writing is usually used to convey official messages. 

The message you should convey in formal language; includes different facets to understand.

• Salutation will be different from informal letter writing.
• Showing praise towards another person, whether your boss, employee or coworkers.
• Even if you want to disagree on some topic, it should not be something disrespectful. It would help if you showed respect in disagreeing; this is considered polite behaviour, and it will not affect the other person’s humour.
• Showing respect will construct your dignity. If not, it can cause depletion.
• Suggestions and closing lines should show grace.

So, these are some important facts to keep in mind. Now, move to the steps of formal letter writing.

• Greetings format –

Hi sir, Dear sir,

Hello Steve.

•  Introducing a topic or informing –

            This is to inform you that,

            In response to your email,

            Considering your quote,

            Concerning our phone call,

            I am writing to you with reference.

•  Following up on a previous discussion- As discussed, To follow up our meeting/discussion, Regarding, on the topic of.

•  Asking and requesting –

I’d like to know if/when/how,

Could you let me know if/when/how?

Could you confirm if/when/how

Could you give me an update/ a quote / an estimate?

Do you have any details/updates on this topic( information you want)?

Do you know how/if/when?

• Body of the email –

I’m reaching out about 

I’m getting back to you about

This is to follow up from

As discussed in the preceding discussion 

Or including asking and requesting letter writing format.

• Closing sentences –

As discussed earlier, the closing line of formal letter writing should show grace and look for the next, or appreciation can be included.

For example,

I look forward to hearing from you soon.

Looking forward to a prompt response.

I’d appreciate your prompt attention to this matter.

Please advise if necessary.

I’m seeking your assistance.

Kindly guide me.

Kindly assist.

• Signature – 

             It can be the thank you, cheers,

Best regards, thanks in advance, I appreciate your help,

Thanks for the feedback.

So, these are the proper step by step processes to proceed. Letter writing skills can be enhanced by practice.

Conclusion

Here in this article, you have learned letter writing. You also can write letters by using the above letter writing formats. These formats will provide strength to your writing. Lastly, Practice makes you ultimately perfect. If you want to become a native letter writer, you should write a letter every day as a sample. This sample will help you out creating different types of mail. You can also start the letter-writing as informal first. You can move to formal letter writing when you start getting better at it, and you can move to formal letter writing. This article will help you in understanding the concept behind letter writing.