Letter Writing
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Correct layout : 1 Mark
Appropriate contents : 2 Marks
Correct and appropriate language : 2 Marks
Writing letter communicates best. Letter writing is a joy to love ones
apart. Personal letters can be re-read. One gets remembered by a
letter even when not together. In business, writing letters clarify.
Some things are communicated easier by writing letter. Writing letter
is pleasing and effective.
Formal letters are personal letter adressed to friends, mother, father
or relatives. The topic may include advice, request, best Wishes,
inquiry, condolence, congratulations or apology.
Informal letters are business letters adressed to headmaster,
officers, mayor etc. The topic may include application, grant,
permission, complaint etc.
Rules for Writing Formal Letters in English
In English there are a number of conventions that should be followed
when writing a formal or business letter. Furthermore, you try to
write as simply and as clearly as possible, and not to make the letter
longer than necessary. Remember not to use informal language like
contractions.
Addresses :
Sender's (your) Address : The return address should be written in
the top right-hand corner of the letter.
Receiver's Address : The Address of the person you are writing to
should be written in case of a formal letter. The inside address
should be written on the left, starting below your address.
Date : Write today’s date below the address. Write the month as a
word.
Subject : Write the subject or intention of the letter in short.
Salutation or greeting :
Dear Sir or Madam : If you do not know the name of the person you
are writing to, use this. It is always advisable to try to find out a
name.
Dear Mr. Deshmukh : If you know the name, use the title (Mr, Mrs,
Miss or Ms, Dr, etc.) and the surname only.
If you are writing to a woman and do not know if she uses Mrs or
Miss, you can use Ms, which is for married and single woman.
Content of a Formal Letter :
Beginning paragraph (1/2 lines) : The first paragraph should be
short and state the purpose of the letter- to make an enquiry,
complain, request something, etc.
Body of the letter (4/5 lines) : The paragraph or paragraphs in the
middle of the letter should contain the relevant information behind
the writing of the letter. Most letters in English are not very long,
so keep the information to the essentials and concentrate on
organising it in a clear and logical manner rather than expanding too
much.
Closing/Concluding paragraph (1/2 lines) : The last paragraph of a
formal letter should state what action you expect the recipient to
take- to refund, send you information, grant you permission etc.
Ending a letter :
Yours faithfully : If you do not know the name of the person, end the
letter this way.
Yours sincerely : If you know the name of the person, end the letter
this way.
Your name / signature : Write your name underneath.
Rules for Writing Informal Letters in English
Your address : The return address should be written in the top right-
hand corner of the letter.
Date : Write today’s date below the address. Write the month as a
word.
Salutation or greeting : Write the salutation on left hand side. For
example,
Dear Mother,
My dear Priya,
Content of an Informal Letter :
Beginning paragraph (1/2 lines) : The first paragraph should be
short and state the purpose of the letter.
Body of the letter (4/5 lines) : The paragraph or paragraphs in the
middle of the letter should contain the relevant information behind
the writing of the letter. Write this paragraph by carefully reading
the question.
Closing/Concluding paragraph (1/2 lines) : The last paragraph of an
informal letter indicates love, gratitude, care for the receiver. You
can convey regards to parents or give love to kids or ask to take care
or ask to reply early.
Before ending the letter, you may use any of the sentences below :
With love,
With regards,
With best wishes,
With best compliments,
Ending a letter : End the letter with Yours sincerely or Yours
lovingly. Write your name underneath.