Letter Writing Skill

Letter Writing 

1. Meaning of Letter Writing

Letter writing is the art of communicating thoughts, feelings, information, requests, or messages to another person in written form.

Letters may be written to:

Friends and relatives

Teachers and school authorities

Government officials

Newspapers and editors

Companies and organisations

Employers and other professionals

A good letter should be clear, polite, properly organised, and appropriate to the situation.

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2. Types of Letters

Letters are mainly divided into two broad categories:

A. Formal Letters

Formal letters are written for official, professional, academic, or business purposes.

Examples:

Application to the Principal

Letter to the Editor

Complaint letter

Letter to a government officer

Job application

Business letter

Request letter

B. Informal Letters

Informal letters are written to friends, family members, relatives, and people we know personally.

Examples:

Letter to a friend

Letter to parents

Letter to a brother or sister

Letter inviting a friend

Letter congratulating someone

Letter describing a holiday or experience

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4. Parts of a Formal Letter

A formal letter generally contains the following parts:

1. Sender's Address

2. Date

3. Receiver's Address

4. Subject

5. Salutation

6. Opening/Introduction

7. Main Body

8. Conclusion

9. Complimentary Close

10. Name/Signature

 Important Points

Letter writing is an important form of written communication. In an examination, format, content, language, organisation, and presentation all matter.

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1. First Identify the Type of Letter

Before writing, determine whether the question asks for:

Formal Letter

Written for official or professional purposes.

Examples:

• Application
• Letter to the Principal
• Letter to the Editor
• Complaint letter
• Request letter
• Job application
• Letter to a government authority
• Business letter

Informal Letter

Written to people with whom you have a personal relationship.

Examples:

• Letter to a friend
• Letter to parents
• Letter to a brother/sister
• Invitation
• Congratulations
• Thank-you letter
• Letter giving advice
• Letter describing an experience

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2. Formal Letter Format

Remember this sequence:

Sender's Address → Date → Receiver's Address → Subject → Salutation → Body → Complimentary Close → Name

Full structure

SENDER'S ADDRESS
________________
________________

DATE

RECEIVER'S ADDRESS
__________________
__________________
__________________

SUBJECT: ______________________

Sir/Madam,

PARAGRAPH 1 – INTRODUCTION
State the purpose of the letter.

PARAGRAPH 2 – MAIN BODY
Give details, reasons, facts, problems, etc.

PARAGRAPH 3 – CONCLUSION
Make your request/suggestion/expectation.

Yours faithfully,

NAME

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3. Informal Letter Format

Remember:

Sender's Address → Date → Salutation → Body → Complimentary Close → Name

SENDER'S ADDRESS
________________
________________

DATE

Dear ________,

PARAGRAPH 1 – INTRODUCTION

PARAGRAPH 2 – MAIN INFORMATION

PARAGRAPH 3 – CONCLUSION

Yours lovingly / Your friend / With love,

NAME

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4. Sender's Address

Write the sender's address at the top.

Example:

24, Main Road
Srinagar, Jammu and Kashmir

Important:

• Do not write your full personal details unless the question requires them.
• In an exam, use the address provided in the question.
• If no address is given, use a suitable imaginary address as instructed by your examination pattern.

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5. Date

Write the date below the sender's address.

Preferred format:

15 September 2026

Avoid unnecessarily complicated forms.

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6. Receiver's Address

This is mainly required in formal letters.

Example:

The Principal
Government Degree College
Srinagar

For a letter to an editor:

The Editor
The Tribune
Chandigarh

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7. Subject

The subject should give the main purpose of the letter in one short line.

Examples:

Subject: Application for three days' leave

Subject: Complaint regarding poor sanitation

Subject: Request for improvement of road conditions

Rules:

• Keep it short.
• Make it specific.
• Do not write a long sentence.
• It should clearly indicate the purpose.

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8. Salutation

Formal

If the person's name is unknown:

Sir/Madam,

If appropriate:

Dear Sir,

Dear Madam,

Informal

Dear Ahmed,

Dear Friend,

Dear Brother,

Dear Mother,

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9. Introduction

The first paragraph should immediately tell the reader why you are writing.

Useful formal expressions:

• I am writing to...
• I wish to bring to your notice...
• I would like to draw your attention to...
• I am writing to request...
• I am writing to complain about...
• I wish to inform you that...

Important:

Do not spend the first paragraph on unnecessary information.

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10. Main Body

The main body contains the important information.

Include relevant:

• Facts
• Reasons
• Examples
• Problems
• Effects
• Arguments
• Personal experiences
• Suggestions

Arrange your ideas logically.

A useful pattern is:

Problem → Reasons → Effects → Solution

or

Purpose → Details → Request

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11. Conclusion

The final paragraph should clearly state what you want or expect.

Examples:

• I therefore request you to take necessary action.
• I hope the matter will be considered at the earliest.
• I shall be grateful for your kind consideration.
• I look forward to your positive response.
• I hope that appropriate action will be taken soon.

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12. Complimentary Close

Formal

Yours faithfully,

or

Yours sincerely,

Informal

Yours lovingly,

Your affectionate friend,

With love,

Yours affectionately,

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13. Name

Write the writer's name at the end.

Example:

Yours faithfully,
Rahul Kumar

Follow the question's instructions regarding the name.

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14. Paragraphing

A good exam letter should normally have three clear body paragraphs.

Paragraph 1 – Introduction

Why are you writing?

Paragraph 2 – Details

Explain the matter.

Paragraph 3 – Conclusion

What action/request/response do you want?

This makes the letter easy to read and well organised.

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15. Language of Formal Letters

Formal language should be:

• Polite
• Clear
• Respectful
• Objective
• Concise
• Professional

Instead of:

❌ Do something about this problem.

Write:

✅ I kindly request you to take necessary action regarding this problem.

Instead of:

❌ Your service is very bad.

Write:

✅ I am dissatisfied with the service and request you to look into the matter.

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16. Language of Informal Letters

Informal letters can be:

• Friendly
• Natural
• Personal
• Warm
• Conversational

You may express:

• Happiness
• Sadness
• Excitement
• Gratitude
• Advice
• Personal experiences

However, the letter should still be grammatically correct.

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17. Tone Is Very Important

The tone must match the situation.

Situation	Appropriate Tone
Letter to Principal	Respectful
Letter to Editor	Formal and objective
Complaint	Polite but firm
Job application	Professional
Request	Respectful
Letter to friend	Friendly
Congratulations	Warm and happy
Sympathy	Gentle and sensitive

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18. Content Points

Before writing, carefully read the question.

Underline or mentally identify:

• Who are you writing to?
• Why are you writing?
• What information must you include?
• What action do you want?
• How long should the letter be?
• What tone should you use?

Make sure every point given in the question is covered.

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19. Word Limit

Always follow the word limit mentioned in the examination.

Do not write:

• Too little → important information may be missing.
• Too much → unnecessary repetition may reduce quality.

Aim for complete but concise writing.

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20. Avoid Repetition

Do not repeat the same idea using different sentences.

❌ The road is bad. The condition of the road is poor. The road is in a very bad condition.

Instead:

✅ The road is in poor condition and has become a serious inconvenience for local residents.

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21. Use Linking Words

Linking words make the letter organised.

Adding information

• Furthermore
• Moreover
• In addition

Giving reasons

• Because
• Since
• Therefore

Showing contrast

• However
• Although
• On the other hand

Concluding

• Therefore
• Hence
• Finally
• In conclusion

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22. Grammar and Spelling

Check:

• Subject-verb agreement
• Tenses
• Articles
• Prepositions
• Spelling
• Punctuation
• Capital letters

For example:

❌ I request you to kindly look in this matter.

✅ I request you to kindly look into this matter.

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23. Punctuation

Use punctuation correctly.

Examples:

Subject: Complaint regarding poor sanitation

Sir/Madam,

Yours faithfully,

Do not put unnecessary punctuation after every line of an address.

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24. Avoid Slang in Formal Letters

Avoid:

❌ Hi Sir!
❌ What's up?
❌ ASAP
❌ You guys
❌ I wanna complain...

Use formal expressions instead.

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25. Avoid Very Difficult Vocabulary

You do not need complicated English to get good marks.

Simple and correct English is better than difficult and incorrect English.

For example:

I request you to repair the damaged road as soon as possible.

is better than using unnecessarily complicated vocabulary.

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26. Common Formal Letter Topics

Prepare these especially well:

Applications

• Leave application
• Fee concession
• Scholarship
• Permission
• Certificate

Complaints

• Water supply
• Electricity
• Roads
• Sanitation
• Public transport
• Damaged products

Social Issues

• Pollution
• Unemployment
• Drug abuse
• Road safety
• Traffic
• Environmental problems

Letters to Editors

• Education
• Health
• Pollution
• Unemployment
• Social problems
• Public facilities

Employment

• Job application
• Application for internship
• Request for interview

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27. Common Informal Letter Topics

Prepare:

• Inviting a friend
• Congratulating a friend
• Thanking someone
• Giving advice
• Describing a journey
• Describing a memorable event
• Sharing examination results
• Discussing studies
• Describing a holiday
• Expressing sympathy

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28. Presentation in the Exam

A neat presentation creates a good impression.

Do:

• Maintain proper spacing.
• Clearly separate paragraphs.
• Write the subject distinctly.
• Keep handwriting readable.
• Follow the correct sequence.
• Leave reasonable margins.

Don't:

• Mix formal and informal formats.
• Write everything as one huge paragraph.
• Cross out excessively.
• Use decorative elements unnecessarily.

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29. Common Mistakes to Avoid

❌ Mistake 1

Forgetting the subject in a formal letter.

❌ Mistake 2

Writing the receiver's address in an informal letter.

❌ Mistake 3

Using slang in a formal letter.

❌ Mistake 4

Not answering all parts of the question.

❌ Mistake 5

Repeating the same information.

❌ Mistake 6

Using an inappropriate tone.

❌ Mistake 7

Forgetting the complimentary close.

❌ Mistake 8

Writing beyond the prescribed word limit.

❌ Mistake 9

Using very complicated vocabulary unnecessarily.

❌ Mistake 10

Ignoring grammar and spelling.

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30. Letter Writing Checklist

Before moving to the next question, quickly check:

☑ Correct type of letter
☑ Sender's address
☑ Date
☑ Receiver's address where required
☑ Clear subject in formal letter
☑ Correct salutation
☑ Clear introduction
☑ All points covered
☑ Proper paragraphs
☑ Appropriate tone
☑ Clear conclusion
☑ Correct complimentary close
☑ Name
☑ Correct grammar
☑ Correct spelling
☑ Correct punctuation
☑ Within word limit

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31. Easy Formula to Remember

FORMAL LETTER

A → D → R → S → S → B → C → N

• A = Address
• D = Date
• R = Receiver's Address
• S = Subject
• S = Salutation
• B = Body
• C = Closing
• N = Name

INFORMAL LETTER

A → D → S → B → C → N

• A = Address
• D = Date
• S = Salutation
• B = Body
• C = Closing
• N = Name

The most important principle:

Know the purpose → Follow the format → Cover all points → Use suitable language → Conclude properly.

Basic Format

Sender's Address

House No./Street

City, State

Date

Receiver's Address

Designation

Office/Institution

City

Subject: __________

Sir/Madam,

Paragraph 1 – Introduction

Paragraph 2 – Main information

Paragraph 3 – Request/Conclusion

Yours faithfully,

Name

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5. Sender's Address

The sender's address tells the receiver where the letter has been written from.

Example:

> 24, Main Road

Srinagar, Jammu and Kashmir

In examination letters, the address given in the question should normally be used.

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6. Date

The date is written below the sender's address.

Common forms include:

> 15 September 2026

or

> 15/09/2026

For formal writing, writing the month in words is often clearer.

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7. Receiver's Address

The receiver's address identifies the person or authority who will receive the letter.

Example:

> The Principal

Government Degree College

Srinagar

For a letter to an editor:

> The Editor

The Tribune

Chandigarh

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8. Subject

The subject gives the main purpose of the letter in one short line.

Examples:

> Subject: Request for fee concession

> Subject: Complaint regarding poor sanitation

> Subject: Application for the post of Assistant Professor

The subject should be short, specific, and clear.

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9. Salutation

Salutation is the greeting used at the beginning of a letter.

Formal Letters

When the receiver's name is unknown:

> Sir/Madam,

When the receiver is known:

> Dear Sir,

> Dear Madam,

Informal Letters

> Dear Ahmed,

> Dear Friend,

> Dear Mother,

> Dear Brother,

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10. Introduction of a Formal Letter

The first paragraph should clearly explain why you are writing.

Useful expressions:

I am writing to request...

I wish to draw your attention to...

I would like to inform you that...

I am writing to complain about...

I am writing in response to...

Through this letter, I would like to bring to your notice...

Avoid beginning with unnecessary information.

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11. Main Body

The main body contains the important details.

It should answer questions such as:

What happened?

When did it happen?

Where did it happen?

Why is the matter important?

What problem has been caused?

What action do you want?

It is better to divide a long letter into two or three paragraphs.

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12. Conclusion

The conclusion should state what you expect from the receiver.

Useful expressions:

> I request you to kindly look into the matter.

> I hope that necessary action will be taken soon.

> I shall be grateful for your kind consideration.

> I look forward to your positive response.

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13. Complimentary Close

The closing depends on the type of letter.

Formal

> Yours faithfully,

> Yours sincerely,

Informal

> Yours lovingly,

> With love,

> Your affectionate friend,

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14. Signature/Name

The writer's name is written at the end.

Example:

> Yours faithfully,

Rahul Kumar

In examinations, write the name/address according to the instructions in the question.

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15. Informal Letter Format

An informal letter is generally written in the following order:

Sender's Address

Date

Salutation

Opening paragraph

Main body

Closing paragraph

Complimentary close

Name

Example Structure

> 24, Main Road

Srinagar

15 September 2026

Dear Ali,

I hope you are doing well. I am writing to tell you about...

[Main details]

I hope to hear from you soon. Give my regards to your family.

Yours lovingly,

Ahmed

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16. Important Types of Formal Letters

A. Application Letter

An application is written when we want to request something officially.

Examples:

Leave application

Job application

Fee concession

Permission

Scholarship

Transfer certificate

Structure

Subject: Application for leave

Explain:

1. Reason for leave

2. Number of days

3. Relevant dates

4. Request for approval

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17. Letter of Complaint

A complaint letter is written when we are dissatisfied with a service, product, or situation.

Examples:

Poor sanitation

Electricity problems

Water shortage

Damaged product

Poor public transport

Noise pollution

Structure

Subject: Complaint regarding ______

Paragraph 1: State the problem.

Paragraph 2: Give details and explain its effects.

Paragraph 3: Request appropriate action.

Useful Expressions

> I wish to draw your attention to...

> The problem has caused considerable inconvenience.

> I request you to take immediate action.

> I hope the matter will be resolved at the earliest.

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18. Letter to the Editor

A letter to the editor is written to express views about an issue of public interest.

Common topics:

Pollution

Unemployment

Road safety

Drug abuse

Traffic problems

Environmental protection

Education

Price rise

Public health

Social problems

Structure

Sender's Address

Date

The Editor

Name of Newspaper

City

Subject: __________

Sir/Madam,

Paragraph 1

Introduce the issue.

Paragraph 2

Discuss the problem and its effects.

Paragraph 3

Suggest solutions and request action.

Yours faithfully,

Name

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19. Job Application Letter

A job application is written to apply for a particular position.

It should include:

Position applied for

Educational qualifications

Relevant skills

Experience, if any

Reason for suitability

Request for an interview

Useful Expressions

> With reference to the advertisement published in...

> I wish to apply for the post of...

> I have completed my...

> I believe that my qualifications and skills make me suitable for the post.

> I would be grateful if I were given an opportunity for an interview.

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20. Request Letter

A request letter politely asks someone or an authority to do something.

Examples:

Request for a certificate

Request for financial assistance

Request for permission

Request for additional facilities

The language should be polite rather than demanding.

Instead of:

> Give me the certificate immediately.

Write:

> I kindly request you to issue the certificate at your earliest convenience.

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21. Informal Letters: Common Topics

Informal letters may be written to:

Invite a friend

Congratulate someone

Thank someone

Give advice

Describe a journey

Describe a memorable experience

Share news

Express sympathy

Discuss studies

Tell someone about a new place

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22. Language of Informal Letters

Informal letters can use a friendly and natural tone.

Useful expressions:

Beginning

> I hope you are fine.

> I hope everything is going well.

> It was wonderful to hear from you.

> I was very happy to receive your letter.

Giving news

> I have some exciting news to share with you.

> I recently visited...

> I wanted to tell you about...

Ending

> Please write back soon.

> Give my regards to your parents.

> Take care of yourself.

> I hope to see you soon.

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23. Qualities of a Good Letter

A good letter should have the following qualities:

1. Clarity

The message should be easy to understand.

2. Correctness

Grammar, spelling, punctuation, and facts should be correct.

3. Conciseness

Avoid unnecessary details.

4. Completeness

Include all important information.

5. Courtesy

Be polite and respectful.

6. Proper Organisation

Ideas should appear in a logical order.

7. Appropriate Tone

The language should suit the receiver and purpose.

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24. Formal Letter Writing: Important Rules

Remember these points:

Follow the correct format.

Keep the subject short.

Use polite language.

Be direct and specific.

Divide the body into paragraphs.

Avoid slang and unnecessary abbreviations.

Do not use overly emotional language.

Check spelling and grammar.

End the letter properly.

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25. Informal Letter Writing: Important Rules

Maintain a friendly tone.

Express your feelings naturally.

Ask about the receiver's well-being when appropriate.

Share relevant personal information.

Keep the letter organised.

Avoid extremely formal language.

End warmly.

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26. Common Mistakes in Letter Writing

Mistake 1: No Subject in a Formal Letter

❌ Writing a formal letter without a subject.

Mistake 2: Wrong Salutation

❌ Using "Dear Friend" when writing to a government officer.

Mistake 3: Very Long Introduction

The purpose should be clear from the beginning.

Mistake 4: Repeating the Same Point

Each paragraph should add something new.

Mistake 5: Informal Language in Formal Letters

Avoid expressions such as:

> Hey!

> What's up?

> Give me this quickly.

Mistake 6: No Proper Conclusion

Always clearly state what you expect or hope.

Mistake 7: Incorrect Closing

Use an appropriate formal or informal closing.

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27. Letter Writing in Examinations

For examination purposes, pay attention to:

Format

Follow the required format carefully.

Content

Cover every point mentioned in the question.

Organisation

Use separate paragraphs.

Language

Use simple, correct English.

Presentation

Keep the letter neat and readable.

Word Limit

Follow the word limit given in the question.

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28. Useful Formal Expressions

Purpose Useful Expression

Starting I am writing to...

Request I kindly request you to...

Complaint I wish to complain about...

Attention I wish to draw your attention to...

Information I would like to inform you that...

Suggestion I would like to suggest that...

Hope I hope that necessary action will be taken.

Thanks I shall be grateful for your consideration.

Ending I look forward to your response.

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29. Useful Informal Expressions

Purpose Expression

Greeting I hope you are doing well.

Happiness I was delighted to hear from you.

News I have some exciting news to share.

Advice I think you should...

Invitation I would love you to join us.

Thanks Thank you so much for...

Ending Please write back soon.

Goodbye Take care and stay happy.

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30. Letter Writing: Quick Revision

Remember the basic sequence:

Formal Letter

Address → Date → Receiver's Address → Subject → Salutation → Introduction → Main Body → Conclusion → Closing → Name

Informal Letter

Address → Date → Salutation → Introduction → Main Body → Conclusion → Closing → Name

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31. Golden Rules of Letter Writing

A good letter should be:

> Clear + Correct + Concise + Complete + Courteous

And always remember:

Purpose → Details → Request/Conclusion

This simple structure can help you write almost any type of letter effectively.