A letter is a written document, either handwritten or printed, typically delivered to the recipient, often enclosed in an envelope—though this isn’t always necessary.
The true worth of letter writing in English is its ability to convey personal thoughts and feelings. It has gained trust in its intimate nature because it fosters authentic relationships that help the writers describe their utmost feelings.
Writing a letter most certainly takes genuine effort and is seen as a way of making the addressee feel regarded and significant. So, knowing the nuances of letter and letter writing is essential.
What is Letter Writing?
What was essentially a form of communication in the past is regarded as digital messages, newspapers, and so on in the modern world. Nevertheless, formal and informal letters have been used for thousands of years. They are far beyond communication and have formed an integral part of the art of writing over the past ages.
Still, even in the modern digital era, the significance of letter writing in English is not lost, as it helps in giving the touch of personal care and thought to be shared.
Letter writing is fundamental for formal communication, especially concerning job applications or any official notifications. It should be carried out with a serious tone and respect. In the case of children, it improves learning and concentration through thinking and planning.
In brief, letter writing can be used to add depth to both personal and professional communications.
Types of Letter Writing
Letters come in many forms depending on their purpose and audience, including formal, informal, business, and social letters. In this section, we will discuss six different types of letters.
Formal Letter
Formal or business letters should be to the point and short. As formal letters are intended to convey vital information, it is necessary to write only what is required in these letters.
The tone of the language used in formal letters is more formal than in informal ones. They follow a specific format, which includes the recipient’s address, a subject line, and your signature. You can get further guidelines on writing formal letters by looking up guides on Formal Letter Writing in English.
Informal Letter
Letters to friends and family should be relaxed and conversational in tone. They are meant to convey spontaneous thoughts and to feel personal and easy-going. You can use everyday language that you would not be able to use in an informal letter. Correct spelling, punctuation, and grammar are important in informal letters, too, to ensure your meaning is clear and respectful.
Business Letter
This type of letter is penned for business communication, usually transmitting commercial information such as quotations, orders, complaints, claims, or collection requests. It always has a definite pattern and structure, made appropriate by formality.
Social Letter
A social letter is a personal letter written on a special occasion; it includes letters of congratulations, condolence, and invitations. These letters are designed to express one’s sentiments in appreciation or recognition of various important events occurring in people’s lives.
Circular Letter
A circular letter is used to announce information to a broad group. It is sent to many addressees to convey information regarding changes in address, management, or even the retirement of a partner. Its purpose is to ensure that the same message reaches everybody who has to be informed consistently.
Employment Letter
Employment letters can be used at various stages during the employment process. They comprise a Joining Letter, a Promotion Letter, and an Application Letter. Each has a different purpose: either to verify that work is being done, ask for a raise in job value, or apply for a particular category. They are formal and specifically structured in every way, such that not even the slightest chance of misinterpretation is left at any stage of employment.
Letter Format
For your reference, here are some commonly accepted letter-writing formats.
A Letter to the Editor
[Sender’s Address]
[Date]
[Subject Line] When writing the letter, mention it in a single line.
[Greeting]
[Body of the Letter] First, tell them you are writing for. Introduce yourself, followed by the required details about your request or grievance.
Sincerely,
[Your Signature]
[Your Name]
[Your Designation]
[Organization’s Name]
Checkout: Letter to Editor: Format, Topics and Examples
Application for Leave in Office
[Name of The Organization]
[Address of the Organization]
[Date]
[Subject Line] Application for Leave
[Salutation/Greeting]
This is to formally inform you that I shall be applying for an official leave of absence from work within this period.
Sincerely,
[Your Signature]
[Your Name]
[Position or Designation Held]
Write a Letter to your Friend
[Your Address] Write your address first. You are to write your address to get a reply from the person receiving your letter.
[Date]
[Greeting] Dear/my dear/dearest etc.
[Body]
Introductory Paragraph: Be casual and inquire if the recipient is doing well. Be friendly.
Main Body—Depending on the nature of your letter to the recipient, the language you should use for friends should be friendly. For older relatives, the language should be very respectful and formal.
Third Paragraph: This is the last paragraph where you can restate your letter’s main point. Close your letter with warm closing remarks to tell them you look forward to their reply.
“Sincerely,” or “With love, “
[Your name]
Letter to Principal for Leave
[Principal’s Name]
[School Name]
[School Address]
[Date]
Subject: Leave Application
Dear Sir/Madam,
Main Body of the Application:
In this section, write down the reasons for and details about the leave you want to seek.
Sincerely,
[Your Signature]
[Your Name]
[Your Class]
[Your Roll Number]
How to Write a Good Letter: Letter Writing Tips
Writing a good letter requires an understanding of the steps involved in the process. Here are some steps to write (good) letters that will leave an impression.
- The subject must be concise and compact, as the receiver will likely have less time.
- Every letter must maintain a particular tone. Even in informal letters, you must maintain a polite and respectable tone. You may adjust the tone accordingly if you are writing to a very close person.
- The main message should be written in such a way that it is easily understandable by the receiver.
- Paragraph separations must have specific intentions in each and for a clear and orderly letter.
- The letter must be proofread before sending it to avoid grammatical and syntactic errors.
Letter Writing Examples
Example 1:
Write a letter to the municipal corporation complaining about the poor condition of roads in your area.
To
The Municipal Commissioner,
AC Block, Salt Lake,
Kolkata
Sub: Urgent Complaint Regarding Poor Road Conditions
Dear Madam/Sir,
Roads in the area of Bagbazar are in really pathetic conditions because of the recent heavy downpour, which has practically eroded the roads. The potholes all over the place are constant, and the road moldings and dividers have lost their presence. The key connecting route lies between bustling places, causing delays and threats to safety for travelers, thus impacting timely arrivals with heightened frustration. Despite complaining to the local representative previously, no step has been taken. I request you to take the necessary steps in this respect as quickly as possible so that the residents may get relief from such a nuisance.
Thanking you.
Yours sincerely,
[Your Name]
Example 2:
A letter to your friend sharing your experience of a recent family vacation.
[Yor Address]
Dear Rupam,
I hope you are having a great time. So happy to tell you that Darjeeling is doing my entire family and me a world of good! The first day didn’t go exactly according to the plan, Tiger Hill, but we more than made up for it. Yesterday, we visited this stunning little town called Kalimpong, a very bright local market with beautiful handmade carpets and hats, and we got a serene view of the mountain. Evenings at Darjeeling are superb, with the mall area alive and in spirit. We just had our dinner at the “Keventers” restaurant and are gearing up for a live music performance.
I wish you were here to enjoy the moment with us! I can’t wait to see you. Please inform your parents about this!
Take love,
[Your Name]
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Conclusion
Error-free letters are crucial for delivering messages in an orderly fashion. This is why you must follow the rules for letter writing in English.
FAQs on Letter Writing
Q1. How do formats of formal and informal letters differ?
Ans – Formal letters are structured and usually use some type of writing format; on the other hand, informal letters are casual, personal, and loosely structured.
Q2. What are the three main parts of a letter?
Ans – The heading, Body, and closing are the three primary parts of a letter.
Q3. What are the most common mistakes to avoid when writing a business letter?
Ans – When writing a business letter, we should avoid casual language and be more specific about what we mention.
Q4. What general steps are involved in composing a letter?
Ans – Composing a letter involves five general steps: planning, drafting, revising, finalizing, and sending.
Q5. What is the tone that one should maintain while writing a professional letter?
Ans – The tone of a professional letter should be formal and clear while polite.
