Letter WRITING

Ms. Aqsa Cheema

 Introduction

 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 and texts and other such forms have become the
norm for communication, letter is less used.
 However, even today a lot of our communication, especially the
formal kind, is done via letters.
Why is it Important to Know How to Write a Letter

 Everyone needs to know how to write a letter. These letters may be

short, informal emails at times. They’ll be well-polished for corporate
correspondence at other times.
Today, printed letters are commonly used for professional or
commercial communications, therefore knowing how to compose a
letter for professional purposes is essential. It’s especially vital to
write a letter appropriately if you’re sending a printed copy to the
recipient rather than an email.
 Letter Writing Tips

 You must identify the type of letter you are writing

Ensure that the letter has a proper introduction and conclusion
Establish the intent of the letter
Be conscious of the language you use. It changes as per the type
of letter you write
The length of the letter should be optimal. Not too long for the
reader to get bored or too short that you are unable to share the
information itself.
 TYPES OF LETTER

Two main types of letter are:

• Formal Letters and Informal Letters

 There are also a few types of letters based on their contents, formalities, the
purpose of letter writing etc.
• Business Letter
• Official Letter
• Social Letter
• Circular Letter
 Cont..

 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.
FORMAL LETTER INFORMAL LETTER

It is written for professional or It is usually drafted for

business purposes personal purposes

A completely formal writing A casual and emotional writing

tone is used style is common in this type of
letter-writing

It should be precise and to the Informal letters can be lengthy

point

Examples– Clients, College or Examples– Relatives or

Institute Friends
 Formal Letter Writing

While writing a formal letter, it is mandatory to stick to the format and

follow a subtle and professional tone as these letters are written for official
purposes and contain a professional issue to talk about. Following is a
format of formal letter writing:

 Sender’s Address: Mention the complete and accurate sender’s address

in the top left section.
 Date: It is mandatory to put in the date just below the address.
 Receiver's Address: The appropriate address of the receiver has to be
mentioned in a similar order to the sender’s with the exact designation of
Cont..

 Subject: The subject is a one-line summary of the issue that is

mentioned in the letter. It should be written very briefly within one line.
 Greetings: Keeping in mind that it is a formal letter, the salutation
must be formal and respectful. You can use Sir or Madam in this case.
 Letter Body: It is the most important part of the letter. You can divide
the content into two or three paragraphs as per the details. It should be
formal and to the point.
 Signature: While closing the letter, you can use ‘Yours Faithfully’ and
then mention your name at the end
 Further Types of Letters

 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.
Cont...

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.
 Cont..

 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.
 Types of Business Letters

1. Cover Letters:
A cover letter is a one-page document that candidates submit
along with their resumes. It takes the employer on a guided journey of
their greatest career & life achievements.
2. Business Invites:
These letters are a formal way to reach out to a company or an
individual and invite them to attend an event hosted by your company.
As business events tend to be formal, an invitation letter is most likely
to be formal as well.
 Cont..

3. Complaint Letter:
This letter is a way to formally express your disappointment
formally. You can report a bad experience, poor customer service, or
let a company know that their products didn’t meet your expectations.
4. Letter of Resignation:
A letter of resignation is a document that notifies your employer
that you’re leaving your job. Whether you work at a coffee shop or a
big-shot company, it’s proper protocol to submit a letter of resignation
before you leave.
Cont..

5. Order Letters:
Also known as “purchase orders”, these letters are used to
order things or buy material. They act as a legal record,
documenting the transaction between the buyer and seller.
These letters are generally written by one business to another
business to make an order or to modify it.
Cont..

6. Letter of Recommendation:
These letters intend to recommend someone for an internship,
job, fellowship, or other such opportunities.
Before hiring an employee, many employers ask for such
kinds of letters. It tells why the person the letter is about is a good
person to hire and describes their strengths & abilities.
How to Write a Business Letter in 9 Simple
Steps? (Format or Structure)

Step 1: Sender’s Information

You’ve to write your address, contact number, and email address.
Many people include their full name at the top too or you can use
letter head.

Step 2: Date
Write the entire date e.g.: October 20, 2016 or 20 October 2016
Step 3: Recipient’s Address
This is the address where your letter will be delivered. Write the recipient’s
name, their title (Ms./Mrs./Mr./Dr), and their address.
Example:
Mr. Mike Brown
Executive Director
XYZ, Inc.
602 Melrose Avenue
Los Angeles, California 90038
Step 4: The Salutation
A salutation isn’t just a simple greeting, it’s an indicator of respect.
You can choose the salutation based on how well you know the person and
the context of your letter.
• For example, “Dear Mike”, “Dean (Last Name)” or “Dr. (Last Name)”

Step 5: The Body

This is the most important part of your letter. The body should contain
a few (mostly three) concise paragraphs, each with a clear purpose.
Step 6: Closing
Here, you’ll mention that the recipient can contact you or your
team if he has any concerns or questions. You can also thank him or her
for reading the letter. Make sure that the closing isn’t more than two
sentences long!
For instance, you can write:
• Kindly email me at (your email) to schedule a meeting. Thank you!
• If you have any queries, don’t hesitate to call me at (your contact
number).
Step 7: Complimentary Closing
This is a short remark that marks the end of your letter. You’ve got
a lot of options here but choose the one that reflects the formality of
your relationship.

Recommended formal closings include “Yours Truly” or

“Respectfully” or “Sincerely”.

If your letter is less formal, you can write “All the best” or “Thank
you” or “Regards” or “Best”.
Step 8: Signature
Below the complimentary close, sign the letter. Make sure
that you skip at least four lines so that there’s enough room for your
signature. After that, type out the name that has to be signed.

Here’s the format:

Your signature
Typed full name
Title
Step 9: Enclosures (If applicable)
If you plan to send anything along with your business letter, you can
indicate this simply by writing Enclosures after the signature.
Consider it the print version of “please find attached” for emails.
If you have included many documents, make a list that tells the
recipient what he needs to look for in the envelope.
For example:
Enclosures (5): 2 Brochures & 3 Flyers