Letter Writing

Before the advent of modern technology made communication so easy, the art of writing a letter was
considered an important requirement. Even today a letter is an important means of communication in both
the workspace as well as our personal lives. So let us educate ourselves with the nuances of letter writing.
Table of content
1 Suggested Videos
2 Letter Writing
3 Types of Letters
3.1 Browse more Topics under Writing
4 Letter Writing Tips
4.1 1] Identify the type of letter
4.2 2] Make sure you open and close the letter correctly
4.3 3] Establish the main intent of the letter
4.4 4] Be careful of the language
4.5 5] Length of the letter
5 Solved Example for You
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Letter Writing
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.
Now that E-mails (Advantages and disadvantages) and texts and other such forms have become the norm
for communication, the art of letter writing has taken a backseat. However, even today a lot of our
communication, especially the formal kind, is done via letters. Whether it is a cover letter for a job, or the
bank sending you a reminder or a college acceptance letter, letters are still an important mode of
communication. Which is why it is important that we know the intricacies of letter writing.

(Source: npr)
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.
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?
a. Personal Letter
b. Business Letter
c. Formal Letter
d. 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.

Browse more Topics under Writing

 Article
 Descriptive Essay
 Dialogue
 Diary Entry
 Essay
 Formal Letters
 Informal Letters
 Non-Classified/Display Advertisements
 Notice
 Paragraph
 Story
 Story: Characters
 Story: Setting
 Summary

Formal Letter Format

A formal letter is a letter writingthat is sent to the officials regarding expressing your thankfulness or
complaining against a person or situation. So, the format of a formal letter needs to be short and crisp,
and free of grammatical errors. Avoid making silly mistakes or spelling mistakes in a formal letter. Formal
letters can be sent to schools, colleges, offices, and to government places. Writing a formal letter is an
art and there are various websites offering services like writing a formal letter for money.
Types of Formal Letters
 Sick leave application
 Resignation Letter
 Job offer letter
 Complaint letter
 Business letter
 Appointment letter
 Leave application for Marriage/ maternity
Points to Remember while writing a Formal Letter
1. Always keep it short and crisp. Mention only the important details regarding the subject matter.
Do not write not-so-important things as it has to be to the point. So, neither your time is wasted
nor the reader's.
2. Use a formal tone only and not a friendly one. Remember that the person going to read it is not
your friend.
 3. Use proper salutations as that is the first thing a person is going to read so it has to be good and
not over-friendly
4. Do not forget to mention the date in any formal letter either at the beginning or the end.
Preferable at the beginning.
5. Always mention your name or on the behalf of whom you are writing the letter. If it is on behalf
of an organization do not forget to add a seal or stamp of that particular company.
6. Always express your thankfulness at the end of the letter and do not just end it casually.
7. Keep all the things like address, subject matter, date, or salutations on the same side preferably
on the left side.
8. Do leave a space on the left so that if the letter is stapled the content does not get erased or
hidden on the extreme margins.
Format of a Formal Letter (Point wise)
1. Sender’s Address
2. Date
3. Name of the Receiver
4. Address of the Receiver
5. Salutation
6. Subject
7. Introduction
8. Body Conclusion
9. Closing
10. Name of the Sender with signature or seal
Format of a Formal Letter with Example
Below we have mentioned the format of a formal letter in English that anyone can follow for any type of
formal letter.
Sender’s Address in 2-3 lines
To,
<concerned person>
<address>
<Location of the office>
Date:
Subject:
Salutation: Dear sir/ ma,am,
<Subject matter in maximum 3 paragraphs if possible> 2-3 lines of self-introduction mentioning the reference number i
Always thank the concerned authority in the last few lines of the subject matter.

Thanking You
Yours Obediently/ Yours Thankfully
<Your Name>
Examples of Types of Formal Letters
The examples make the understanding better. Some the example of types of formal letters are-
Example 1: Formal letter for Sick Leave Application due to Viral fever to Principal
To,
The Principal
Stella Maris Convent High School
Lucknow, Uttar Pradesh
Subject: Application for two days of Sick leave due to Viral fever.
Respected Sir/Madam,
With due respect, I would like to notify you that I have been suffering from viral fever since last night. As per the advice of
advised to take complete bed rest for at least two days.
So Sir/Madam, I request you to grant me leave for two days, that is, from(Date/Month/Year) to(Date/Month/Year). I will
kindness.

Thanking You
Yours faithfully
Rupali Pandey
Example2: Formal letter for Resignation from the position of General manager
From – George Anthony
1150, PG Sector
Los Angeles, California,90001
Date -16 August 2022
Dear Mr. Francis (Employer Name)
XYZ Company,
Los Angeles, California,90003
Please accept this letter as formal notification that I am resigning from my position as General Manager ( Your Designati
from XYZ Company (Company name should be mentioned). I will quit my job on 30 August 2022( The day is usually t
notice).
I would also like to thank you so much for the opportunity you gave me for the work in this position in the past (the amo
the role). I’ve greatly cherished and admired the opportunities I’ve had (a few of your favorite job responsibilities), and
things you’ve learned on the job), all of which I will take along with me throughout my career.
During my last two weeks, I would do everything possible to wrap up my duties and train other team members. Plea
anything else that I can do to aid you during the transition. Also, I would be happy to help you with the hiring and trainin
the next two weeks if you think it would be beneficial.
I wish the company success and prosperity, and I hope to stay in touch in the future.
Yours sincerely,
George Anthony
Example3: Formal letter for Job offer
Dear

With great pleasure, I would like to extend the following

Position: General
Start date: 1st November
Salary:

This employment offer is contingent upon the successful completion of the project. This offer is not a contract of employm
terminate employment at any time, with or

Sincerely,
Mukesh Singh
Director
Date: 27th November 2022
Example 4: Formal letter Damaged Product Received
5/652, SNV Street
VKL Colony
Mumbai
November 26, 2021

The Manager
Customer Service Department
Taurus Shop
New Delhi – 110023

Subject: Complaint about a damaged product received

Sir/Ma’am,
I purchased a black top from your online store. I received the product today, and I tried filing a return request as the siz
had ordered, and the cloth is torn on the left side. For some reason, the return request is not being filed. The page is e
stuck. I have tried multiple times, and I could not go through with it. Can you please check and let me know if the return
the order no. 3049. If not, kindly let me know what I should do to return the product.
I am attaching herewith photographs of the damaged portion of the top and the opening video for your reference.
Thank you
Yours sincerely,
Signature
Sunidhi Mishra
Example 5: Formal letter for Appointment Letter
To,
Roshan Kumar,
#123, Street 13
New Delhi-22
Dear Roshani,
This is with reference to your application for the job profile"Web developer" and the subsequent discussions you had with
November 2022, on the following terms and conditions.
Designation: Web developer
Job Location: Delhi
You may be required to work at any place of the business or as per the later requirement.
Commencement of Employment: From 5th November 2022
Salary and Compensation: You will receive the CTC of Rs. 6 lakhs per annum as per mentioned in the attached sheet.
statutory deductions will be done at the source. You will receive a variable amount based on your performance, strictly, A
Probationary period, you will be eligible for leave, as per the company rules.The leave policy has been attached to the lett
Working Hours: The working days will start normally from Monday and end on Friday. The working hours for your profile w
We congratulate you on your appointment and wish you a long career with us. We assure you have a great journey and g
professional growth and a development.
Yours Sincerely,
Rishabh Chaturvedi
Replacement of Formal Letters by E-Mails
As technological advancements are taking place formal letters are disappearing and e-mails have
become the new channel for sending formal letters. It is suggested to keep in mind that the same format
of a formal letter for both e-mails as well as a formal letter can be used. As only the medium has
changed but the purpose is the same so be careful while writing a formal letter. Only a few things are
different an email and a formal letter. They are as follows:
 Do not mention the sender’s address in an e-mail as here the identity becomes the e-mail
address through which the sender is sending the mail
 Instead of a company seal use the company’s logo that is registered in the name of the company.
 One can add links and URLs in an Email for the purpose of referencing in an email.
 Do not write the subject again in the mail body as there is a separate space for writing the
subject.
 No, as such a need for signatures as our mail ID is enough.
Format of a Formal E-mail
Dear<name/ sir/ ma’am>,
<Body>
<Expressing thankfulness or expressing needfulness, as the case may be>
We are looking forward to hearing back from you.

With Regards
<Your Name>
<Logo of the company if any>
Some of the Examples and suggestions for writing a Formal Email
1. Initial Greeting for beginning the Email body
Anyone can use these statements while initiating the E-mail body as per the subject and requirement.
 I am writing with regard to
 I am writing in connection with
 I am writing in reference to
 This is to bring your attention at
 This is to inform you
 I regret to inform you

2. Winding up statements
Given below are some of the statements that are necessary to use while writing a Formal E-mail as it
makes the sender sound professional.
 Looking forward to hearing from you soon
 Thank you in advance (must be used rarely, as it might sound like you are forcing someone to
perform an action that is considered unprofessional)
 Thanks for your attention
 For further information, please do not hesitate to contact me
 Please let me know if you have any questions.

3. Conclusion
These are some of those concluding words that need to be added while ending up with the E-mail before
mentioning the name of the sender or on whose behalf the mail is being sent.
 Best Regards
 Kind Regards
 Yours Faithfully (When you don’t know the name of the concerned person)
 Yours Sincerely (when the salutation is personalized lik