Chapter 5 - Letter Writing

 Letter Writing 

do you know what letter writing is? well, this blog will explain what letter writing is and what the types are and others. let's look at this blog.

1. DEFINITION 

A letter is a written message that can be handwritten or printed on paper. It is usually sent to the recipient via mail or post in an envelope, although this is not a requirement as such. Any such message that is transferred via post is a letter, a written conversation between two parties.

2. TYPES OF LETTERS

Let us first understand that there are broadly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing etc. Let us have a look at the few types of letters.

• Formal Letter: These letters follow a certain pattern and formality. They are strictly kept professional in nature, and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
• Informal Letter: These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
• Business Letter: This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
• Official Letter: This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum.
• Social Letter: A personal letter written on the occasion of a special event is known as a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social letters.
• Circular Letter: A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond some important information like a change of address, change in management, the retirement of a partner etc.
• Employment Letters: Any letters with respect to the employment process, like joining letter, promotion letter, application letter etc.

3. Letter Writing Tips

Now that we have learned the basics of communicating via letters and the types of letters as well, let us focus on some tips for the actual letter writing.

1] Identify the type of letter

This obviously is the first step of the letter writing process. You must be able to identify the type of letter you are to be writing. This will be dictated by the person the letter is addressed to and the information that will be conveyed through the letter. Suppose you were writing to the principal of your college to ask for leave, this would be a formal letter (Types of formal letters with samples). But say you were writing to your old college professor catching up after a long time. Then this would be a personal (informal) letter.

2] Make sure you open and close the letter correctly

Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any informal greeting as the writer wishes.

Even when closing the letter, it must be kept in mind what type of letter is being written. Formal letters end respectfully and impersonally, whereas informal letters may end with a more personal touch.

3] Establish the main intent of the letter

Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is important to immediately make clear the purpose of the letter.

4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of letters.

5] Length of the letter

And the other important factor to be considered is the length of the letter you are writing. It should be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the desired effect on the reader. The length of an informal letter is determined by the message in the letter and the relation to the recipient.

Solved Example for You

Q: Alex was to write a letter to her class teacher asking permission to remain absent from school for 2 days on account of some personal matter. What type of letter will he be writing?

1. Personal Letter
2. Business Letter
3. Formal Letter
4. Any of the above

Ans: The correct option is C. While the teacher is a personal acquaintance of Alex, the situation demands a formal letter and not a personal letter.

A. PERSONAL LETTER 

1. SOCIAL FUNCTION 
Personal letters are letters that are written for people we know such as friends, parents, siblings and cousins.  Letters are not only written to inform but to strengthen the bond between two people writing to each other.

2. LINGUISTIC FEATURES
# SENTENCE STRUCTURE 

- Accuracy of grammar is important.  

- Complete sentences are expected.  Slang can be used.   

- Use the contractions such as T, "Fm", "we'll" 

- Use personal pronouns such as T," we "," you " 

- Use active voice.

# STYLE

- Language use may be personal like first and second person pronouns.  

- Be warm.  

- Use the person's name you are writing to.  

- Vary sentence length.  

- Write in a natural, conversational style.  

- Let your personality shine through in your writing.

3. FORMAT OF INFORMAL LETTER

As we discussed earlier there is no set format when writing an informal letter. But there is a general pattern, some conventions that people usually follow. We will be looking at this pattern and certain tips on how to write effective and attractive informal letters. These can act as guidelines when you are drafting a letter, they are not hard and fast rules. Let us begin.

Address

The first thing to write is your address, i.e. the address of the writer. We usually write the address on the left-hand side of the page at the very top. The address should be accurate and complete. Even when writing to close friends or relatives the address must be written, so they can reply back to the letter with ease. If the recipient of the letter is in another country, do not forget to write your country as well in the address.

Date

Next just below the address we write the date. This allows the reader to have a reference as to when the address was written. He can then relate better to the contents of the letter.

Greeting

Now since you know the person you are writing to, the greeting can be informal as well. If it is a friend or someone close to your age you can greet them by their first name, like “Dear Alex”. If you are writing to your relative like your mother/father/aunt/uncle etc, you may greet them as such, for example, “Dear Mom”. And if you are writing to an elder person, someone you respect greatly you can address them as Mr or Mrs. Like say for example you were writing a congratulatory letter to your teacher, it can be addressed as “Dear Mrs. Alex”.

Introduction Paragraph

And now we begin writing the actual letter. The introductory paragraph sets the tone for the whole letter. You might begin by asking the recipient about their well being. Or you may say that you hope the letter finds them in good health and great spirits. The opening of informal letters should be casual and comforting. It must not be formal and direct as in business letters.

Body of the Letter

The letter overall should maintain a friendly tone. But you have to adjust the language and the wordings according to who you are writing to. With a friend, you can afford to be very casual and flippant even. But if you are writing to an elder relative, you must be extremely respectful and considerate.

One way to determine the tonality of your letter is to remember how you talk to the person in a conversation. And then apply the same syntax and sentiments to the letter.

Conclusion

In the conclusive paragraph sum up the reason for writing the letter, i.e. summarize the letter. Say a meaningful and affectionate goodbye to the reader. And do not forget to invite the reader to write back or reply to your letter. It shows an intention to keep the conversation going.

Signature

There is no one way to sign off informal letters. Since they do not follow a strict format, you may sign off as you please. Some commonly used phrases are

• Lots of Love
• Best,
• Best Wishes,
• Kind Regards,
• Kindly,
  Pick the one that best suits the occasion and then simply sign your name below the greeting.

Useful Phrases for Writing Letters

Writing a Formal Letter

Starting

• We are writing you with reference to (the above order).
• With reference to your advertisement/letter of 10 March……
• We are pleased to have your inquiry of 25 of July….
• We acknowledge the receipt of your letter dated 12 April …..
• With reference to your letter inquiring about…
• With reference to our telephone conversation yesterday (about…),…
• We wish to remind you that…..
• I am writing this letter to request the cancellation of……..
• I am writing this letter to complain in the strongest terms about the poor service that I have received from your company.

Action

• Please advise us as soon as the…….
• Please open a ………….in favour of (name of the company)……….
• Payment can be made on any basis acceptable to you.
• Could you please supply us with information about the company’s standing.
• We have been informed (by one of our clients) that……….
• We regret to inform you, (however,) that….
• Please accept our apologies for the inconvenience caused.
• We must insist on…
• Please note that the closing date/deadline for the ……… is 30 September, so will you please complete the attached forms and return them as soon as possible.
• Any information you supply will be treated confidentially.
• May we remind you that your statement is still outstanding.
• Will you kindly balance your account promptly.
• We are puzzled to have had no remittance from you.
• You already have an overdraft of….
• Please give the matter your immediate attention.
• We will be left with no alternative but to (take legal action)… unless payment is received within the next seven days.
• Our circumstances do not allow us to wait/to go on waiting any longer.
• Please look into the matter.
• We were dissatisfied to find that….
• We shall have to terminate the contract.
• On examination we have found…
• We greatly appreciated your patience in this matter.

Enclosures and attachment

• We would be grateful if you could forward/send any further information (you may have) about…. (products and terms of payment/this case)
• We will be pleased to supply any further information you require.
• We are sending the herewith the……
• We look forward to doing business to our mutual advantage.
• We would like to make a decision on this as soon as possible.
• In the meantime, we suggest that you call the ………
• We hope to meet your requirements.
• Please send us by return the terms and conditions on …………..
• For purposes of quick contact a reply by telephone would be appreciated.
• We look forward to the opportunity of being at your service.
• Could you please let us know in your earliest convenience whether the above terms and conditions are acceptable for you.
• We hope that the matter will be settled to our mutual satisfaction.
• We very much hope that you will be able to…..
• I would be grateful if you could spare me a few minutes.
• As our demand/request/issue is very urgent, a quick answer would be appreciated.
• Would you (also forward details of charges)………. at your earliest convenience?
• I should/would be pleased if you could send me …….
• We trust/hope you will find this condition acceptable.
• If there is any other information you need, please do not hesitate to contact us at the above e-mail address.
• Thanking you in advance.
• I would be most grateful if you would reply as soon as possible so that this matter can be resolved to everyone’s satisfaction.
• Please find enclosed….
• I am enclosing…….
• Please find attached….

Writing Business Letter

If writing a business letter in English takes you much longer than in your own language, here are a few guidelines that you may find helpful.

Plan before you write.

• Look up the words you need before you start.
• Note the points you want to make, and order them into logical paragraphs.

Tone

Write as you would speak in a business conversation. The tone should be friendly and polite.

Names

• Make sure you check the gender of the addressee (the recipient), as well as the correct spelling of the person’s name and title.
• Use Ms. for women and Mr. for men. You can use Mrs. for a women if you are 100% sure that she is married.

Dates

To avoid any confusion, write the month instead of using numbers (e.g. January 15th, 2011, or 15 January 2011)

Be concise and clear.

The easier it is to read a letter, the better.

• Keep sentences and paragraphs short and simple.
• Use straightforward vocabulary to avoid any misunderstanding.
• Ask direct questions.
• Rewrite any sentence that does not seem perfectly clear.
• If the recipient is not a native English-speaker, it is preferable to avoid words and expressions
• that are too technical or complicated.

Remember this word order principle :

Who  –  Does  –  What  –  How  –  Where  –  When

(Subject – Verb – Object – Manner – Place – Time)

Examples :

• Mr. Brown will travel by plane to London on Monday, June 5th.
• A technician will install the equipment in your office on Tuesday morning.
• I will confirm the transport arrangements as soon as possible.

Avoid old-fashioned words

Although they are used in legal documents and contracts, words like ‘herewith’, ‘hereby’, ‘herein’, ‘aforementioned’, etc are rarely used in letters. The following style of sentence is preferable: “You will find more information on our products in the enclosed brochure.”

Writing Letter about Employment

Here are a few Useful Phrases for letter about Employment.

Openings:

The standard opening for formal correspondence is Dear.

• Dear Sir
• Dear Madam
• Dear Sir or Madam
• Dear Sirs
• Dear Mr.
• Dear Mrs.
• Dear Ms.

Useful phrases:

• I am writing in response to your advertisement in [publication]
• I am writing to apply for the post of
• Thank you for your letter of [date] offering me the post of
• I am delighted to accept the position of [job title]
• I look forward to starting work with you

Closures:

• Thank you for considering this application
• I should be pleased to attend an interview
• Please do not hesitate to contact me on the above number if you should require further information
• I look forward to hearing from you

If you know the name of the person use:  Yours sincerely

If you don’t know the name of the person use:  Yours faithfully

Useful Phrases for Personal and Social Correspondence

Here are a few Useful Phrases for Personal and Social Correspondence.

Openings :

The standard opening for personal correspondence is Dear but variations include:

• My dear …
• My dearest …
• Darling …

Useful phrases:

• Thank you for your letter [inviting, offering, confirming]
• I am very grateful to you for [letting me know, offering, writing]
• It was so kind of you to [write, invite, send]
• Many thanks for [sending, inviting, enclosing]
• I am writing to tell you that
• I am delighted to announce that
• I was delighted to hear that
• I am sorry to inform you that
• I was so sorry to hear that

Closures: For acquaintances and formal situations

• Best wishes.
• With best wishes.
• Kindest regards.

Closures: Affectionate variations for close friends and family

• All my love
• All the best
• Love
• Lots of love
• Much love
• With love
• Love from us both
• See you soon
• Once again many thanks
• I look forward to seeing you soon
• With love and best wishes
• With love to you all
• Do give my kindest regards to …

If you know the name of the person use:

• Yours sincerely

If you don’t know the name of the person use:

• Yours faithfully

The Writing Process

Questions to consider while growing your writing:

I. Pre-writing: Time to think

– What do I want to say?
– How do I want to say it?
– Who will read my writing?
– Who can I talk to about my ideas?
– Where will I record my ideas?

II. Drafting: Time to write it down

– Are my thoughts organized?
– Which ideas do I want to develop?
– In what order do I want to say them?
– Who can read this and offer suggestions?

III. Revising: Time to improve my writing

– Have I read what I’ve written?
– Are my details clear?
– Should I add or take out parts?
– Have I used the best ideas and words?
– Is my writing in a logical order?
– What suggestions have others given me?

IV. Editing: Time to make things correct.

– Have I used complete sentences?
– Are my spelling, capitalization and punctuation correct?
– Have I marked corrections that I need?
– Has someone checked my work?
– Do I have a corrected copy that I can publish?

V. Publishing: Time to share my writing

– How should I publish this writing?
– Should I illustrate and display it?
– Should I make it into a book?
– Should I read it out loud?

sample letter with my partner