Punyashlok Ahilyadevi Holkar Solapur University

Skill Development center

Paper 3 Unit 1 Letter Writing

What Is Letter Writing?

Letter writing has been deemed as one of the most useful forms learnt and used for various
reasons. There are several kinds of letters, each of which has its own form and style. However,
there are certain parts of the letter which remain the same. They include:

 Sender’s address
 Date
 Greeting or Salutation
 Body of the Letter
 Subscription
 Signature

Sender’s Address
The writer’s complete postal address has to be mentioned at the beginning of the letter on the
left-hand side of the paper. This lets the receiver know where you wrote the letter from.

Date
The date is written just below the sender’s address, and It lets the recipient know when exactly
the letter was written. The date may be written in any of the following ways:
4th July 2005
July 4, 2005
4/6/2005
4-6-2005
4.6.2005

Greeting or Salutation
The Salutation depends on the relationship between the sender and the receiver.

 To members of your family and friends, it could be Dear Father, My Dearest Friend,
Dear Uncle, Dear Diana, etc.
 To Business people or any officer of higher rank, it could be Dear Sir, Dear Sirs,
Sir/Ma’am, etc.
Body of the Letter
The message that you want to convey is stated in the body of the letter. The style, however,
depends on the type of letter you are writing. The style of a friendly letter differs completely
from that of a business letter or an official letter, but there are certain points that apply to both
formal letters and informal letters.
Generally, when you draft the body of your letter, see to that you divide it into short paragraphs,
according to the change in the subject matter. Use simple and direct language that is easy to
comprehend. Put down all your points in a logical order. Mind your punctuation; incorrect
punctuation will alter the meaning of the sentence completely.

Subscription
The subscription helps you end the letter in a polite and courteous manner. The subscriptions
change according to the type of letter you are writing. It can be written as Yours faithfully,
Yours lovingly, Yours sincerely, With love, etc.

Signature
The signature or the name of the writer should be written just before the subscription.

Different Types of Letters

Letters can be classified into two main types according to the purpose of the letter. Informal
Letters, also known as Social Letters, include Friendly Letters and Notes of Invitations.
Formal Letters, also known as Business Letters, include Letters of Application, Letters to
Higher Authorities, and Letters to Newspapers.

Informal Letter
Letters to friends and family can be written in a conversational style. They are just a
composition of spontaneous thoughts, and they are easy and personal. When writing an
informal letter, you are free to use colloquial language, which would be quite out of place in a
formal letter. This does not mean that you can pen down random thoughts that are totally
disconnected and make no sense. Wrong spelling, punctuation and grammar are not allowed
even though the letter is informal and personal.
An informal letter can be written by following a basic format that includes the sender’s address,
date, greeting, body of the letter, subscription and signature. To know more about how to write
an informal letter, visit Informal Letter Format.
Formal Letter
Formal letters or Business letters should be clear and concise. You should always remember
that formal letters are written to bring important information into consideration, so you should
always take care to draft the letter carefully by providing only the necessary information.
The language used in formal letters is a lot more professional than informal letters. The format
of formal letters is the same as explained above, with a few additions, viz., ‘the Receiver’s
Address’, ‘Subject’ and ‘Signature’. Check out Formal Letter Writing in English for more
information on formal letters.

Types of Letters Examples

Sample Informal Letter – Letter to a Friend in Reply to Her about Planning a Trip
Together
16/65, Martins Castle
DB Road
Hyderabad 500023
20/05/2020
Dearest Caro,
I was happy to see your letter, and I loved your idea. I have been wanting to go on a trip with
you for a long time, and I think both of us can finally make time to plan and make it happen.
I have a list of places that I thought would be fun to visit. I also do have a list of things I would
like to do on our trip. I am too scared of heights, and I know you are too, but I have always
wanted to try out bungee jumping with you. Let me know what you think about it. We can also
find affordable and beautiful places to stay, and I am sure we can chart it all out. I cannot wait
to go on this adventure with you. I know it is a secret to be kept since it is going to be just us,
and that makes it all the more exciting. I know for sure that it is going to be worth it too.
I will make sure that I meet you next weekend and make plans for the trip. It would definitely
be difficult to get our parents to allow us on this trip, but let’s try hard and make this work. See
you soon.
Love,
Rose

Sample Formal Letter – Letter of Application

3, Old Gate
Nagpur 440003
20th April, 2018
The Principal
Taurina High School
Mumbai 500043
Subject: Application for the post of English Teacher
Dear Sir,
I am applying for the position of English Teacher in your organization with reference to the
advertisement on The Indian Express dated 18/04/2018. I have great interest in this position and
would highly appreciate it if you could consider my application.
I have completed my Post Graduation in English and have experience of working as a High
School English Teacher for two years. In my teaching experience, I have come across various
challenging situations with kids and parents, and I have learnt to handle all of them well. I have
enjoyed connecting with the children and being a part of their growth and development as
considerate and intelligent individuals.
I have attached my resume and experience certificate for your kind perusal and hope to hear
from you in this regard.
Yours faithfully,
SEAN ALEXANDER

Formal Letter of Job Application for the Position of

Cryptographer
589/22, Srilakshmi Nagar Block 3

Subbanna Palya Extension

Banaswadi, Bangalore North

560023

January 7, 2022
The HR Manager

Anton Technologies

Electronic City

Bangalore – 560012

Subject: Job application letter for the position of Cryptographer

Respected Sir,

This is with reference to the job posting on LinkedIn for the position of
Cryptographer in your esteemed organisation. I have carefully read
the job description. I have also browsed through your official website
to understand the kind of work you do, and I am interested in working
with you.

I am an MSc Electronics graduate, and I have completed multiple

diploma courses in Cyber Security. I have hands-on experience of
working in the field of cyber security for five years. Planning and
executing various security means, analysing and documenting
security systems, rebuilding and making arrangements for the safety
of the security system, writing and developing security codes are
some of the areas I have good experience with. I believe that I will be
a good fit for the role in your company and that I can do justice to the
responsibilities I will have to take up.

I have enclosed my resume and work samples for your kind review.

Thank you for your time and consideration. Hoping to hear from you.

Yours sincerely,

Signature

BIPIN DAS

Sample Job Application Letter for the Post of High

School English Teacher
28 C, K K Nagar

Avarampalayam

Coimbatore – 641045

12th January, 2022

The Principal

D A V Matriculation Higher Secondary School

Ambattur

Chennai – 600012

Subject: Job application letter for the post of High School English
Teacher

Dear Mr. Sishir Kumar,

I am writing to you to express my interest in the job opening for the

post of High School English Teacher in your prestigious institution. I
have reviewed the roles and responsibilities in the job description you
have posted on the Naukri employment portal dated 09/01/2022.

I am an MA English graduate. I have also completed my Masters in

Education. I have a teaching experience of three years at the Indian
Public School, Coimbatore. I have handled students from Class VI to
X. I have experience in teaching the IGCSE syllabus. I have also
been a part of the curriculum development team. I am looking for
better opportunities where I can use my skills and expertise to help
and mould students and their communication skills. I believe that I
can do well and play a good role in providing quality education.
I have attached my resume and experience certificate for your kind
perusal. Looking forward to hearing from you.

Thank you for taking the time to review my application.

Yours sincerely,

Signature

LINDA RODRIGUES

Sample Job Application Mail Template

Receiver’s mail id: name.234@email.com

Subject: Job Application for the Role of (Mention the job role you are
applying for)

Respected Sir/Ma’am,

I am (Mention your full name) and I would like to apply for the role of
(Job role) at your prestigious company.

I have completed my (Mention your degree) in (Mention the

subject/specialisation). I have (Mention the years of experience)
years of experience in the field of (Mention the field of work) at
(Mention the name of your previous company). I have an in depth
knowledge of the duties that I will have to perform and expertise in
the particular field of work that would help me accomplish all the
assigned tasks in the event of me being placed in your company.

I have enclosed herewith my resume, my detailed profile and a

certificate of experience for your reference and review. I have also
provided my contact information. Please feel free to contact me in
case of any questions. I am looking forward to meeting with you in
person for an interview.

Thank you for your time and consideration.

Yours sincerely,

Your full name

Contact number : 123456

Email id: name.name@email.com

What is a feedback letter?

A feedback letter is a document that evaluates a product, event, transaction or someone's
performance. In professional contexts, these documents help facilitate communication and build
relationships between clients, vendors and companies. A feedback letter may express appreciation to
motivate the recipient and confirm what they did well in a situation. These documents also offer
constructive criticism by indicating areas where the recipient can improve.

Types of feedback letters

Here are some of the main types of feedback letters:

Employee evaluations

Many employers assess their employees on an annual or semiannual basis. These evaluations allow
them to determine if the employee adequately performs their duties and whether they're eligible for a
raise or promotion. An employee feedback letter may include a summary of the recipient's major
responsibilities and praise for their performance. Employers also use this opportunity to indicate
areas of improvement and offer suggestions. Additionally, feedback letters may describe the
consequences if an employee refuses to adapt their behavior to meet the company's standards.

Related: Employee Evaluation Forms (2021 Template and FAQs)

Vendor reviews

Organizations often strive to connect with their vendors, as these relationships can ensure consistent
access to resources at a good price. If you're responsible for ordering materials for your organization,
you might find it useful to write a feedback letter for your vendor. You can describe your company's
experience with the product and express your gratitude. Your letter may also suggest improvements,
allowing your company to source higher-quality products for its customers.

Organization reviews

High-level managers often visit stores in their districts to evaluate their performance. They can get
valuable insights for a feedback letter by observing the store's employees, supervisors and
infrastructure. The letter might praise the store's cleanliness, sales performance or overall customer
satisfaction. If the manager notices safety issues, they can note these concerns in the letter and
provide deadlines for making the necessary changes.

Student evaluations

Teachers are typically responsible for informing parents about their children's progress. Feedback
letters are an efficient way to provide updates on a student's grades and behavior. While letters can
praise a student's progress and encourage parents to continue to support them, they're also a good
opportunity to address challenges. For instance, if a student struggles to reach a certain reading level,
the teacher might instruct parents to practice with their child at home.

How to write a feedback letter

Follow these steps to write an effective feedback letter:

1. Create a letterhead

At the top of your feedback letter, consider creating a letterhead. Adding your name and your
company's name and address clarifies who the letter is from and establishes your professional
credibility. You can make the letter appear even more formal by including your company's logo as
well. After you add your information, skip a line and type the date of the letter's writing. Skip another
line and add the recipient's name, company and job title. Finally, skip another line and add a
salutation using the recipient's formal title. Here's an example of an appropriate letterhead:

Cyrus Oz
Billiards Eagle Inc.
102 Healy St.
Magnolia, AR 71753

December 8, 2021
Alexa Jost
Green Cultivation
Production Manager

Dear Ms. Jost,

Note that you can customize the sender and recipient's information. For instance, if the recipient
doesn't know you that well, you might include your job title under your name. Some senders also
include other elements like company taglines.

Related: How To Make a Professional-Quality Letterhead in Word

2. Express appreciation

Though many people associate feedback letters with constructive criticism, it's important to begin by
expressing appreciation. Try to thank the recipient for providing you with a product or service, or
remind them that you're grateful for the relationship you have with them. For instance, if you're writing
to a vendor to review one of their products, you might thank them for allowing your company to be
one of the first test subjects. If you're writing a supervisor writing an evaluation letter, you can express
how valuable the employee is to the company.

3. Offer praise

Even if the main reason you're writing a feedback letter is to provide constructive criticism, consider
offering praise. Try to be specific about what the recipient or the company did well. For instance, a
supervisor might cite specific examples of how the employee exceeded the company's customer
service standards. If your feedback letter discusses a store's performance, you could mention how
the store has an inspiring team culture. These positive remarks can reinforce good behavior, boost
morale and encourage the recipient to maintain a relationship with the sender.

Related: Ideas and Tips for Giving Praise in the Workplace

4. Provide constructive criticism

One of the most useful parts of a feedback letter is constructive criticism. This technique involves
indicating how an employee or product didn't meet a company's expectations. For instance, a letter
might note a product defect or an employee's conflict with a customer. Briefly mention how these
shortcomings affect the company, but try to focus on providing actionable solutions. You might advise
the recipient to adjust their behavior or revise a product within a certain time frame. You could also
mention the positive benefits that could occur if they make those changes, such as improved
customer service and overall profits.

Related: Understanding Constructive Criticism: Definition, Tips and Examples

5. Conclude the letter

As you can conclude your letter, you can summarize your main criticisms, the solutions you've offered
and the importance of implementing them. You can also reiterate your praise and appreciation for
your relationship with the recipient to end the letter positively. Conclude by adding a salutation, your
name and your contact information.