Letter Writing

Before modern technology made communication so simple, the art of writing a letter was regarded as a necessary skill. A letter is still an essential part of communication in the workplace and today’s personal lives. Let us, therefore, educate ourselves on the basics of letter writing. 

Explain Letter Writing

A letter is a type of written communication written by hand or printed on paper. It is frequently delivered to the receiver via mail and post in an envelope. A letter, or a written discussion among two parties, would be any such message sent through the mail. The art of letter writing has taken a backseat now that Emails (including Advantages and Disadvantages), SMS, and other means of communication have become the norm. Meanwhile, letters are still used for some communication purposes, specifically official communication. Letters are now a crucial means of communication, whether a cover letter for a job, a banknote, or even a college acceptance letter. Hence we must understand the details of letter writing.

Types of Letters

Let us begin by recognising that there have been two letters: formal letters or informal letters. However, depending on the letter’s contents, formality, and purpose, there seem to be a few different types of notes. Let us have a look at a few other letter types.

Formal letter writing: These letters have a specific format and formal tone. They are purely professional and deal with the issues at hand directly. This category includes any form of business letter or letter to the authorities.

Informal letter writing: These are private ways of communication. They do not have to obey any rules or adhere to any formality. They are either a written discussion or feature personal information. Informal letters are typically sent to friends, acquaintances, family, and other acquaintances.

Business letter writing: This letter, which is written between business correspondents, probably includes commercial information like quotations, orders, complaints, claims, and letters for collections, among many other things. Such letters have always been strictly formal that adhere to a proper structure and layout.

Official letter writing: This letter is used to communicate official information to offices, branches, and subordinates. It typically conveys official information, including rules, regulations, procedures, events, or anything else of the sort. Therefore, official letters are formal and adhere to a set of rules on structure and etiquette.

Social letter writing:  A social letter is a personal message written on a particular occasion. Congratulatory letters, sympathy letters, invitation letters, and other social letters seem to be examples of social letters.

Circular letter writing: A circular letter sends information to a broad group of people. The same letter is sent to many people to communicate crucial information such as a change of address, a change in management, or even a partner’s retirement, among other things.

Employment letter writing: Any letters relating to the recruiting process, such as a welcome letter, a promotion letter, an application letter, and so on.

Letter Writing Tips

Now that we have covered the fundamentals of letter communication and various types of letters, let us look at some letter writing suggestions.

Determine the letter type

This seems to be, without a doubt, the initial stage in the letter-writing procedure. You must be able to recognise the letter type you will be writing. The individual to whom the letter is written and the information given through the letter may determine the letter type. It would be an official letter if you were writing to your college’s principal to request leave (Types of formal letters with samples). Now imagine you are catching up with an old college professor after just a long absence; this would be a personal (informal) letter.

Make sure the letter has appropriate opening and closing text

The importance of properly opening a letter cannot be overstated. Formal letters begin with a specific structure as well as a greeting that is formal. Informal letters might be addressed to the person’s name and any other informal greeting desired by the writer. Even while ending the letter, it’s important to remember what kind of letter you’re writing. Informal letters may end with a much more personal touch, while formal letters may end professionally or impersonally.

Determine the letter’s principal purpose

Once you have started writing, make sure you get right to the point. It is crucial to state the letter’s aim, particularly in official letters.

Use appropriate wordings

A letter must always be courteous and considerate. Even though the letter is a complaint, the message should be conveyed carefully and courteously. As a result, polite expressions, including civil language, are required in all types of letters.

The letter’s length

The letter’s length you’re composing is also a crucial issue to consider. It’s important to remember that official letters are usually brief, accurate, and to the point. Long formal letters rarely have the intended effect on the reader. 

Letter Writing Format

In general, everyone, especially exam applicants, should be familiar with the format of letter writing. A letter comprises various parts that vary depending on its purpose. The following is the format for both kinds of letters.

Formal Letter Writing

You should write a formal letter in the following format:

• Sender’s address
• Date
• Receiver’s address
• Subject
• Salutation
• Body of the letter
• Complimentary closure
• Signature line: sender’s name, signature and designation

Informal Letter Writing

Candidates writing informal letters should adhere to the structure outlined below.

• Address
• Date
• Salutation
• Body of the letter
• Sender’s name and signature

Conclusion

For various reasons, letter writing has been regarded as one of the most valuable formats to learn and utilise. There are different types of letters, each unique in shape and style. It is necessary to memorise the format and tone of individual letters to avoid any miscommunication in terms of letter writing.