Letter Writing

Letter-writing

“Letter writing is an important channel of communication between people who are geographically distant from one another.” Letter writing was the only means of communication between people in the earlier times when technological advancement like telephone and email were not carried out.
Letter is generally of two kinds:
1. Formal Letter: These are business or official letters. They are written to convey official information or to complain about something. These letters are written to public agencies in order to communicate about the requirements in civic life. A letter to request change in one’s address is an example of a formal letter.
2. Informal Letter: Informal letters refer to personal letters. They are written to communicate with friends and family.

Formal letters

Following are some of the steps in writing formal letters. They can, however, be modified according to the purpose and the person the letter is addressed.
1. (i) Introducing oneself if it is the first time one is writing
    (ii) Referring to an earlier letter if one is responding to it
2. Stating the purpose of the letter
3. (i) Stating action/information required from the addressee
    (ii) Explaining the action taken or supplying information
4. (i) Creating an urge to take an action
   (ii) Offering assistance if needed in future
Important points:
While writing a letter following points should be kept in mind:
1. Purpose of the letter
2. Person to whom the letter is being addressed
3. Tone of the letter that must be adopted
4. Completeness of the message
5. Action required
6. Concise expression
Format of the letter
1. Writer’s Address

2. Recipient’s Address

3. Date:

4. Salutation (Dear Sir/ Madam), (Dear Mr/Ms/Dr/Professor + surname)

5. Subject: The objective of writing the letter is written in brief. (This can also be written before the salutation.)

6. Body or content of the letter:
First paragraph
The first paragraph should state the purpose of writing the letter in a concise form.
Second Paragraph
This paragraph should contain the vital information, providing explanation wherever required. The information should be kept precise, clear and logically organised.
Last Paragraph
The last paragraph of a formal letter should affirm what action you expect the recipient to take i.e. to refund, send you information, permit a request, publish the letter, etc.

7. Complimentary close and signature
i) Thank you, With regards, With best wishes, Hope to receive an early reply, etc.
This is followed by:
ii) Yours (truly/ sincerely/ obediently),
iii) Writer’s signature
iv) Designation / Roll no.12 / Class 11A

Note:
• All parts of a letter are aligned on the left.
• Date and signature are important parts of a letter.
• Commas are not used after every line in the address.
• Avoid hackneyed expressions, for example, ‘with reference to’. Use personalised expressions.
• Avoid ending your letters with hanging participles such as ‘Thanking You’ or ‘Hoping’, instead use 'Thank you' or 'hope to', etc.

Informal letter

As discussed above, informal letters are generally personal letters written to a close friend, relative or an acquaintance. The format of an informal letter is flexible.
Format of an informal letter
1. Writer’s address

2. Salutation

3. Body

4. Complimentary closure

Job application

Job applications are usually written in response to advertisements. One can apply for a job with the help of a resume, which is also known as a 'bio-data’ or ‘curriculum vitae’.
Format of a resume or curriculum vitae

Curriculum Vitae

Name	:
Address	:
Telephone number	:
E-mail ID	:
Date of birth	:
Academic Qualification	:

Examination	Board/University	Subjects	Year	Division
S.S.C
Diploma in...
Degree in...

Experience	:	(begin from present employment)
Skills	:
Languages known	:
Hobbies and Interests	:
Achievements	:
References	:	(names of people in positions like your school principal who can certify your character and conduct)

Covering letter

A covering letter is a letter sent along with the resume. It provides additional information of one’s skills and achievements.

Format of covering letter

1. Applicant’s name and address

2. Date

3. Recipient’s name and address

4. Salutation

5. Subject

6. Body

First paragraph: Mention the context of the application and post that you wish to apply for.

Second paragraph: Give a brief description of your academic qualification and experience.

Third paragraph: Give a brief description of your strengths.

Fourth paragraph: Mention that you have enclosed your resume along with the letter.

7. Complimentary closure

(Yours truly, Yours faithfully, etc.)

(Signature)