Letter Writing

Letter Writing

Letters form an essential part of interpersonal communication. The content of a letter may include a written message, a request, or an account of events sent from one person to another.
The main aim of any communication is to convey an idea, thought, or message effectively. Therefore, a letter should be clear, coherent, and communicative.

Types of Letters

Broadly, letters are divided into two categories: Formal Letters and Informal Letters.
Each category is further classified based on content, formality, and purpose.

1. Formal Letters

Formal letters follow a specific format and tone. They are professional in nature and address official or business matters directly.
Examples: Business letters, official communications, and applications to authorities.

2. Informal Letters

Informal letters are personal and friendly in tone. They are written to friends, relatives, or acquaintances to share personal thoughts or information.

3. Business Letters

Business letters are exchanged between business organizations or individuals engaged in commerce.
They generally contain information related to quotations, orders, complaints, claims, or collections.

4. Official Letters

Official letters are written to convey official information such as rules, regulations, events, or procedures to branches, offices, or subordinates.
They are formal in tone and follow a structured format.

5. Social Letters

Social letters are written on special occasions or social events such as congratulations, condolences, or invitations.

6. Circular Letters

Circular letters are used to convey the same message to a large group of people simultaneously—for example, change of address, change in management, or retirement of a partner.

7. Employment Letters

Employment letters relate to the process of employment, such as application letters, joining letters, promotion letters, etc

Main Features of Letter Writing

Features of a Formal Letter

• A formal letter strictly follows the prescribed format.
• The subject line is essential.
• Avoid colloquial words, abbreviations, and slang.
• Keep the content short and to the point.
• Often used for business or professional purposes.

Structure of a Formal Letter

1. Sender’s Address:
   Placed at the top left-hand side. May include telephone number and email ID.
2. Date:
   Written below the sender’s address, aligned to the left.
3. Receiver’s Address:
   Mentioned below the date, on the left side.
4. Greeting/Salutation:
   Use Dear Sir/Madam, Mr., Mrs., Miss, etc.
5. Subject:
   Clearly state the purpose of the letter in one line.
6. Body:
   Should be complete, concise, and logically organized.
7. Complimentary Close:
   Common endings include Yours faithfully or Yours sincerely.
8. Signature:
   The sender’s signature is mandatory. Sign above the name and designation.

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Features of an Informal Letter

• Written to friends, relatives, or people you know well.
• No strict rules of structure or format.
• The language is simple, friendly, and conversational.
• Can be longer and more detailed.
• No subject line is required.

Structure of an Informal Letter

1. Sender’s Address:
   Always placed at the top left-hand corner. Include phone number and email if necessary.
2. Greeting/Salutation:
   Use greetings such as Dear Salim, Hi Salim, Greetings, etc.
3. Body:
   Free-flowing, friendly, and personal in tone.
4. Complimentary Close:
   Use expressions like Love, Lots of love, With thanks, See you soon, etc.

Letter Format for Examinations

In examinations, do not disclose your real identity. Use fictitious names and addresses as per the question.
Use the modern “block format” (all parts aligned to the left without punctuation marks).

Format Example:

1. Sender’s Address:
   Examination Hall
   (ABC)
   Centre Number: (123)
2. Salutation:
   My dear/Dear/Mr./Mrs./Miss XYZ
3. Body:
   Should be brief, relevant, and complete.
4. Subscription:
   Yours sincerely/affectionately/faithfully
   (A.B.C.)

Exercises

Q1. Write a letter to your Principal requesting a Transfer Certificate.

Examination Hall
ABC
Centre Number: 12345
12 April 2023

The Principal
GDC Boys, Anantnag

Subject: Request for Transfer Certificate

Esteemed Sir,

I hope this letter finds you well. I am writing to formally request the issuance of my Transfer Certificate as I have completed my undergraduate studies at this esteemed institution. I am in the process of applying for a postgraduate course at Punjabi University, Patiala, and submission of the transfer certificate is mandatory.

I kindly request your prompt attention to this matter and would appreciate it if the certificate could be issued at your earliest convenience. Please inform me if any additional formalities or documents are required.

I remain grateful for the education and guidance I received during my time here. Thank you for your kind consideration.

Yours sincerely,
Bashir Ahmed
Roll No.: 123456
Session: 2022

Q2. Write a letter to your Principal requesting more books for the college library.

Examination Hall
XYZ
Centre Number: 90888
10 July 2023

The Principal
GDC Dooru, Anantnag

Subject: Request for Additional Books for College Library

Respected Sir,

I hope this letter finds you in good health. I wish to draw your attention to the need for expanding our college library’s book collection. As a regular library user, I have noticed that many essential reference and academic books are unavailable.

Adding more books across various disciplines will benefit all students and enhance our learning experience. I kindly request you to allocate funds for the purchase of new books. I am also willing to assist the library staff in preparing a list of recommended titles.

Thank you for your time and consideration.

Yours sincerely,
Bilal Ahmed
Roll No.: 56789
Class: 1st Year
Session: 2021

Q3. Write a letter to the General Manager, BSNL, applying for a telephone connection.

Shailendra Singh Rathore
Ranchi
24 June 2022

The General Manager
Bharat Sanchar Nigam Limited
RP Road, Ranchi – 380006

Subject: Application for Telephone Connection

Dear Sir,

I hope this letter finds you well. My name is Shailendra Singh Rathore, and I have recently relocated to Ranchi. I wish to apply for a telephone connection for both personal and professional communication.

I request you to initiate the necessary procedures for installation at the earliest. I have attached the required documents, including proof of residence and identity. Please contact me at 1234567 or at abc@gmail.com for any further details.

Thank you for your cooperation.

Yours sincerely,
Shailendra Singh Rathore
Phone: 1234567
Email: abcde@123

Q4. Write a letter to your childhood friend informing him of your visit to his city.

Examination Hall
XYZ
Centre Number: 654321

Dear Bashir Ahmed,

I hope this letter finds you in good health and happiness. It has been a long time since we last met, and I often think about our childhood memories.

I am delighted to inform you that I will be visiting your city in a few weeks during my vacation. It would be wonderful to meet and spend some time together, reminiscing about old times and catching up on life.

Please let me know if you are available during my visit. I truly look forward to meeting you.

Warm regards,
Shabir Ahmad

Q5. Write a reply apologizing for not being able to meet your friend.

Examination Hall
ABC
Centre Number: 12345

Dear Shabir Ahmad,

I hope you are doing well. I sincerely apologize for not being able to meet as planned. Unfortunately, urgent work commitments have come up, and I will be unable to spare time during your visit.

I truly regret missing the opportunity to meet. Let’s reschedule for another time soon.

Best regards,
Bashir Ahmed

Q6. Write a letter to your parents about your experience of settling into your new hostel room.

Examination Hall
ABCD
Centre Number: 12345

Dear Mom and Dad,

I hope this letter finds you both well. I wanted to share my experience of settling into my new hostel room. The shift has been both exciting and challenging. My roommate, Fency Jan, is very friendly, which has made things easier.

The room is cozy and comfortable. The common areas are great for studying, and the campus has a lively atmosphere. However, the occasional noise from neighboring rooms can be a bit distracting.

Overall, I am adjusting well and have already made a few new friends. I miss you both and will write again soon.

Yours affectionately,
Masarat Jan

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