LESSON 9

INTRODUCTION TO LETTER WRITTING

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COMP1

Rhona G. Estenote
 OBJECTIVES
At the end of this lesson, students will be able to:
a. .Distinguish the different types of Letter.
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b. Review the techniques in writing a letter.

c. Know the tips for writing a good letters.

ACTIVITY
B. Phrasing Drill - To be dictated
1. for the | for you | for her | for him | for his | for its | for that
2. and the | land are | and may | and was | and she | land you| and will
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Rhona G. Estenote
Rhona G. Estenote

3. will be |will you | will take | will come | will show | will have
4. will do | will try | will meet | will call | will send | will work
5. to the | to that | to them | to give | to take | to make | to form
6. to sign | to meet | to keep | to save | to type | to pick | to feel
7. to mark | to know | to rush | to talk | to show | to work | to send
 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.
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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. This is why it is important that we know the intricacies of letter writing.

Types of Letters
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Let us first understand that there are broadly two types of letter, namely Formal Letters, and Informal
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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.

A. 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.
 B. 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.
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C. 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.

D. 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.
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Rhona G. Estenote
Rhona G. Estenote

E. 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.

F. 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.
G. Employment Letter. Any letters with respect to the employment process, like joining letter,
promotion letter, application letter etc.

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Tips in Writing a Good Letter
 Make sure that they are well written. It can be very annoying for someone to have to struggle to
read handwriting. Always use your best and clearest handwriting.
 Make sure all your contact details are clearly written down at the top of the letter.
 If they are not, then you might not get a reply. The correct address is essential.
 Think about what you want to say. If necessary make some notes on a separate sheet of paper
first. This will ensure that you do not forget anything.
 Think about to whom you are writing the letter. Use the right style of writing and language —

formal or informal, business like or friendly.

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Rhona G. Estenote

 Lay out your letter using paragraphs. This makes it easier for the reader.
 Know your audience. Only use technical terms or jargon if you are sure the reader will understand.
 Be clear and to the point. Do not write two pages if one will do. Leave out unnecessary details. As
you re-read your letter for accuracy, ask yourself if anything in there is unnecessary information.
 Remain professional. Do not include any threats or slander in your letter, even if you are writing a
complaint letter or a letter of resignation.
 ASSESSMENT
Keyboarding and Document Processing Direction: Select the one best answer for each of the following:

1. 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.
a. Business Letter
b. Official Letter
c. Social Letter
d. Informal Letter
2. This type of letter follows a structure and pattern of formalities. This letter is written among
business correspondent that contain information such as orders, claims, quotation and etc.
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a. Official Letter
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b.Social Letter
c. Business Letter
d. Circular Letter
3. A type of letter that announces information to a large number of people.
a. Employment Letter
b. Circular Letter
c. Social Letter
d. Official Letter
 4. This type of letter used with respect to the employment process, like joining letter, promotion
letter, application letter etc.
a. Social letter
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b. Business Letter
c. Social Letter
d. Employment Letter

5. This type of letter is also referred as personal letter. This doesn’t follow any set pattern or adhere to
any formalities.
a. Informal Letter
b. Business Letter
c. Formal Letter
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d. Official Letter
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6. This type of letter follows a certain pattern and formality. This is strictly kept professional in nature,
and directly address the issues concerned.
a. Official Letter
b. Business Letter
c. Informal Letter
d. Formal Letter
 7. This type of letter also referred as formal in nature and follows certain structure and decorum. This
letter is written to inform offices, branches, subordinates of official information.
a. Official Letter
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b. Formal Letter
c. Informal Letter
d. Business Letter
8. _______ 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.
a. Magazine
b. Book
c. Letter
d. None of the above
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9. You should know your audience in writing letter. Only use technical terms or jargon if you are sure
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the reader will understand.

a. True
b. False
10. In writing letter, it is acceptable to include any threats or slander words, even if you are writing a
complaint letter or a letter of resignation.
a. True
b. False