3.1 Letter Writing and Types of Letter

Formal letters are sent out when we need to write to various public bodies or agencies for our requirements in civic life. For example, we might have to ask for a certificate or to inform a change in our address. The formal letter has a specific format. The formal letter should be accurate and presented in an organised manner.

Formal Letter Types:

* Letter of inquiry

* Letter of placing order

* Letter of cancelling order

* Complaint or reminder letter on delayed delivery

* Letter of complaint – product

* Letter of complaint – civic amenities

* Letter of request – some facility / departments for some service

* Job Application

Personal letters, (to family members, friends, birthday greetings etc.) social letters (inviting, congratulating, letter of condolence etc.)

A formal letter includes:

* Sender’s address

* Date

* Name/designation and address of the receiver

* Salutation

* Subject

* Body of the letter

* Closing Paragraph

* Complimentary close

* Subscription

* Sender’s Name

* Designation (if applicable)

An informal letter includes:

* Sender’s address

* Date

* Salutation

* Body of the letter

* Closing Paragraph

* Complimentary close

* Subscription

* Sender’s Name

Some of the steps in writing formal letters.

1. (i) Introducing oneself if it is the first time you are writing

(ii) Referring to an earlier letter if you are responding to it.

2. Stating the purpose of the letter

3. (i) Stating action/information required from the addressee

(ii) Explaining action taken/supplying information

4. (i) Urging action to be taken

(ii) Offering assistance in future

This is the basic structure of a letter. Can be modified according to the purpose and the person to whom it is addressed.

·         Nowadays all the parts of a letter are aligned on the left. This style is called the Full-Block style.

·         The date and signature are very important in letters.

·         We do not use commas after every line in the address.

·         Do not begin your letters with hackneyed expressions like, ‘With reference to your letter dated 10 January’. Instead, use personalised variations like, ‘I was glad to receive your letter of 10 January…’ or ‘We were happy to note from your letter that the goods have reached you safely…’

·         Never end your letters with hanging participles like ‘Thanking you’ or ‘Awaiting your reply’. Instead write, ‘Thank you’ or ‘We/I await/look forward to your reply’.

·         Your address (but not your name) usually goes in the top righthand corner but may go on the left too.

·         The name and/or job title (if you know them) and the address of the person you are writing to goes on the left.

·         To address someone whose name you do not know you can write: Dear Sir, Dear Madam, Dear Sirs, Dear Sir/Madam.

·         To address someone by name, use their title and surname e.g. Dear Dr Balakrishnan.

·         To end a letter, use ‘Yours sincerely’, if you have addressed the person by name; ‘Yours faithfully’, if you have begun the letter with ‘Dear Sir’ or ‘Madam’, etc.

South Mount Road

Kallanai, Tirunelveli Town

I am fine here and hope this letter finds you in good health. I am enjoying my new school and hostel life. Though sometimes I feel homesick, but your words of advice always help me overcome the feeling. I believe this school is one of the best schools and we have all the facilities. The teachers are very well-learned, affectionate and efficient. My classmates are helpful and it’s fun to be with them.

Please convey my regards to dad and love to Suganya.

210, Sunrise Avenue

Chennai- 600 001

Name/designation

and address of the

receiver

The Officer-in-charge,

Department of Water Supply and Sanitation,

The Municipality,

Chennai

(i) Dear Sir/Madam (when we are writing to a total stranger whom we do not know at all).

(ii) Dear Mr/Ms/Dr/Professor + Name as in: Dear Dr Sinha, (when it is a formal relationship with the addressee and the writer does not know him or her personally).

(iii) Dear Sujata (when the writer knows the addressee personally and the two share a semi-formal relationship).

Sender’s Name

Designation

(if applicable)

Name

Address

City, State, PIN Code

Phone Number

Email Address

Date

Name

Title

Company

Address

City, State, PIN Code

The next section of your application letter should describe what you have to offer the employer.

It can be a single paragraph, or you can break it up into a couple of paragraphs. If the section gets lengthy, you may use bullet points to break up the text. Remember, you are interpreting your resume, not repeating it.

Specify how your qualifications match the job you are applying for. In this portion of the letter, make your case strong for your candidacy. Use specific examples, wherever possible.

Sincerely,

Sd/-

Signature

(NAME)