Letter Writing, sample letters, writing a letter guide

It is said that letter writing is nothing but an art. Even though letters have transformed into e-mails and SMSes, the art still remains, only the medium has changed. Letters can be broadly classified into formal letters and informal letters. As the name suggests, formal letters include business letters, official letters, applications, complaints, letter to editors, letters written to people whom we want to convey certain important information. On the other hand, informal letters include personal letters, letters that are written to our friends and family. While formal letters follow certain format, one can be flexible while writing informal letters. Nonetheless, letter writing is a skill that needs to be honed over time with practice. It is a pleasurable task once you know the basic rules.

Let us understand a few ground rules while writing formal letters:

• You need to write your full name, address and date before you begin the letter
• Address the person you are writing the letter to with correct name and designation.
• It is always advisable to start the letter with ‘Respected Sir/Madam’ or ‘Dear Sir/Madam’ and then mention the name and the address.
• Before beginning to write the letter you must state the purpose of the letter in one line titled ‘Subject’.
• Your letter should be very crisp giving out only that information which is required.
• You letter should state action/information required/supplied or requesting action to be taken
• While closing, do not forget to end your letter politely by using phrases like ‘thanking you’ and undersigning your letter using ‘Yours faithfully/sincerely’ (Name).
• This is the basic structure of a letter. You can modify it according to the purpose for which it is written and the person to whom it is addressed. For example, if you are writing a letter for job application, then you may need to attach your resume along with the letter and also mention the same in it.

Now coming to informal letters, these are letters that do not have many rules. Since you are writing to your friends and family, you are free to choose your tone and content. One however needs to keep the following things in mind:

• Write your full name and address even if it is an informal letter.
• Divide your letter in small paragraphs.
• Keep your writing simple.
• Make a good choice of words especially if you are writing an apology letter or a letter to express your condolences in case of a death.
• Most people close the letter with phrases like ‘Yours affectionately/With love/All the best/Take care’ etc.

Letter writing almost embarks you on a journey of words, then be it hand-written or typed, this is one activity that helps you communicate so beautifully.