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Father to Son

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Summary

Letter Writing

Importance of Letter Writing

  • Channel of communication between distant individuals.
  • Essential skill developed over time.
  • Two types: Formal and Informal.

Formal Letters

  • Purpose: Official business and information.
  • Structure:
    1. Sender's name and address.
    2. Addressee's name and address.
    3. Date.
    4. Salutation (e.g., Dear Sir/Madam).
    5. Reference to previous correspondence.
    6. Content (2-3 paragraphs).
    7. Complimentary close and signature.
  • Common Salutations:
    • Dear Sir/Madam (stranger)
    • Dear Mr/Ms/Dr + Surname (formal relationship)
    • Dear [First Name] (semi-formal relationship)
  • Ending: Use 'Yours sincerely' for named addressees; 'Yours faithfully' for 'Dear Sir/Madam'.

Informal Letters

  • Format: Flexible, may include just the city and date.
  • Common Closing: Yours affectionately, With love, etc.

Job Applications

  • Resume/Curriculum Vitae Format:
    • Name, Address, Telephone Number, E-mail ID, Date of Birth.
    • Academic Qualifications (Examination, Board/University, Subjects).
    • Experience, Skills, Languages, Hobbies, Achievements, References.
  • Example Structure:
    • Your name and address
    • Date
    • Manager's name and address
    • Salutation
    • Body of the letter (application details)
    • Complimentary close and signature.

Common Mistakes and Tips

  • Avoid ending letters with hanging participles (e.g., 'Thanking you').
  • Personalize openings instead of using clichés (e.g., 'I was glad to receive your letter...').
  • Ensure all parts of the letter are aligned on the left (Full-Block style).
  • Do not use commas after every line in the address.

Learning Objectives

Learning Objectives for Letter Writing

  • Understand the importance of letter writing as a communication tool.
  • Identify the two main types of letters: formal and informal.
  • Recognize the basic structure and components of formal letters.
  • Apply the appropriate tone and style based on the recipient and purpose of the letter.
  • Develop skills to write concise and complete messages in letters.
  • Learn the correct format for both formal and informal letters.
  • Practice writing letters for various purposes, including job applications and personal correspondence.

Detailed Notes

Letter Writing

Letter-writing is an important channel of communication between people who are geographically distant from one another. In earlier times when the telephone and e-mail were not available, the only means of communication between people was through letters.

Types of Letters

  • Formal Letters: Written to convey official business and information.
  • Informal Letters: Personal letters to communicate with friends and family.

Structure of Formal Letters

  1. Introduction:
    • Introducing oneself if it is the first time you are writing.
    • Referring to an earlier letter if you are responding to it.
  2. Purpose: Stating the purpose of the letter.
  3. Action/Information Required:
    • Stating action/information required from the addressee.
    • Explaining action taken/supplying information.
  4. Urging Action:
    • Urging action to be taken.
    • Offering assistance in future.

Key Points to Consider

  • Purpose
  • Person to whom it is addressed
  • Tone to adopt
  • Completeness of the message
  • Action required
  • Conciseness of expression

Format of Formal Letters

  1. Name and address of sender
  2. Name and address of addressee
  3. Date
  4. Salutation (e.g., Dear Sir/Madam)
  5. Reference to previous correspondence
  6. Content of letter (arranged in paragraphs)
  7. Complimentary close and signature

Salutation Examples

  • Dear Sir/Madam
  • Dear Mr/Ms/Dr + Surname
  • Dear [First Name] (for semi-formal relationships)

Ending a Letter

  • Use 'Yours sincerely' if addressed by name.
  • Use 'Yours faithfully' if beginning with 'Dear Sir/Madam'.

Informal Letters

  • Format is flexible; may just include the city and date.
  • Example:
    • Hyderabad
      12 November 2005
      Dear Sujata,
      Bye,
      Yours affectionately/With love/All the best/Take care etc.

Job Application Example

  • Your Name and Address
  • Date
  • The Manager
  • Company Name
  • Dear Sir,
  • Content of application
  • Regards,
  • Yours truly,
  • Signature

Curriculum Vitae Format

ExaminationBoard/UniversitySubjects
S.S.C
Diploma in
Degree in
Experience: (Begin from employment)
Skills:
Languages known:
Hobbies and Interests:
Achievements:
References: (names of people in positions like your school Principal who can certify your character and conduct)

Exam Tips & Common Mistakes

Common Mistakes and Exam Tips for Letter Writing

Common Pitfalls

  • Hanging Participles: Avoid ending letters with phrases like "Thanking you" or "Awaiting your reply". Instead, use "Thank you" or "We/I await/look forward to your reply".
  • Hackneyed Expressions: Do not start letters with clichéd phrases such as "With reference to your letter dated...". Use personalized variations instead.
  • Incomplete Addressing: Ensure that the address of the sender and recipient is complete and correctly formatted. Do not use commas after every line in the address.
  • Tone Misalignment: Ensure the tone of the letter matches the relationship with the recipient; formal for official letters and informal for personal letters.

Tips for Effective Letter Writing

  • Understand the Purpose: Clearly define the purpose of your letter before writing.
  • Know Your Audience: Tailor your letter to the person you are addressing, considering their relationship to you.
  • Maintain Conciseness: Be concise in your expression to convey your message effectively.
  • Use Proper Format: Follow the correct format for formal and informal letters, including salutation, body, and closing.
  • Check Completeness: Ensure that all necessary information is included in your letter, such as the subject line in formal letters.

Practice & Assessment

Multiple Choice Questions

A.

Completeness of the message

B.

Using colorful language

C.

Including jokes

D.

Writing in all caps
Correct Answer: A

Solution:

Completeness of the message is crucial in a formal letter to ensure clear communication.

A.

Using a complimentary close

B.

Ending with a hanging participle

C.

Including a signature

D.

Using polite phrases
Correct Answer: B

Solution:

Ending with a hanging participle should be avoided in formal letters.

A.

Dear Sir/Madam

B.

Dear [First Name]

C.

Hi [First Name]

D.

To Whom It May Concern
Correct Answer: A

Solution:

When writing to someone you do not know in a formal setting, 'Dear Sir/Madam' is an appropriate salutation.

A.

A personal anecdote unrelated to the topic

B.

A detailed description of the writer's qualifications

C.

A clear expression of the writer's views on the topic

D.

A request for a job application
Correct Answer: C

Solution:

When writing a letter to the editor, it is crucial to clearly express the writer's views on the topic being addressed, as this is the main purpose of such letters.

A.

Formal letters use a flexible format, while informal letters have a strict format.

B.

Informal letters often include a subject line, while formal letters do not.

C.

Formal letters are typically concise and structured, while informal letters have a flexible format.

D.

Informal letters are usually typed, while formal letters are handwritten.
Correct Answer: C

Solution:

Formal letters are typically concise and structured, whereas informal letters have a flexible format.

A.

To end the letter politely

B.

To introduce a new topic

C.

To provide a summary

D.

To ask a question
Correct Answer: A

Solution:

A complimentary close is used to end the letter politely.

A.

A reference to the previous letter

B.

A joke

C.

A poem

D.

A personal anecdote
Correct Answer: A

Solution:

Formal letters should include a reference to previous correspondence if applicable.

A.

At the top of the letter

B.

In the middle of the letter

C.

At the bottom of the letter

D.

On the envelope only
Correct Answer: A

Solution:

The sender's address is typically placed at the top of a formal letter.

A.

Salutation

B.

Postscript

C.

Footnotes

D.

Bibliography
Correct Answer: A

Solution:

A formal letter typically includes a salutation as part of its structure.

A.

Name and address of the sender

B.

Date of birth of the sender

C.

Name and address of the addressee

D.

Complimentary close and signature
Correct Answer: B

Solution:

The date of birth of the sender is not typically included in a formal letter.

A.

Bye

B.

Yours affectionately

C.

Yours sincerely

D.

Take care
Correct Answer: C

Solution:

In formal letters, it is customary to use 'Yours sincerely' or 'Yours truly' as a closing phrase, followed by the writer's signature.

A.

Dear Sir/Madam

B.

Dear Dr. Sinha

C.

Dear Sujata

D.

Hello Friend
Correct Answer: A

Solution:

The salutation 'Dear Sir/Madam' is used in formal letters when the writer does not know the recipient personally.

A.

To provide a quick reference to the subject

B.

To summarize the entire letter

C.

To greet the recipient

D.

To list the contents of the letter
Correct Answer: A

Solution:

The subject line in a formal letter is included for quick reference to the subject of the letter.

A.

Name and address of sender

B.

Date of birth of the sender

C.

Complimentary close and signature

D.

Name and address of addressee
Correct Answer: B

Solution:

In a formal letter, the date of birth of the sender is not typically included. The format usually includes the name and address of the sender, the date, the name and address of the addressee, and a complimentary close with a signature.

A.

Below the sender's address

B.

At the bottom of the letter

C.

In the middle of the letter

D.

Above the recipient's address
Correct Answer: A

Solution:

The date is typically placed below the sender's address in a formal letter.

A.

Dear Sir/Madam

B.

Dear Mr/Ms/Dr/Professor + Surname

C.

Dear Sujata

D.

To whom it may concern
Correct Answer: C

Solution:

In a semi-formal relationship where the writer knows the addressee personally, it is appropriate to use the addressee's first name, such as 'Dear Sujata'.

A.

See you soon

B.

Yours sincerely

C.

Cheers

D.

Take care
Correct Answer: B

Solution:

A suitable closing for a formal letter is 'Yours sincerely'.

A.

Dear Sir/Madam

B.

Dear Mr. Smith

C.

Dear Friend

D.

Dear John
Correct Answer: A

Solution:

When writing to a person whose name you do not know, 'Dear Sir/Madam' is an appropriate salutation.

A.

To provide a summary of the letter's content

B.

To greet the addressee

C.

To include the sender's contact information

D.

To offer assistance in future correspondence
Correct Answer: A

Solution:

The primary purpose of a subject line in a formal letter is to provide a quick reference to the subject of the letter, summarizing its content.

A.

To provide a summary of the letter's content

B.

To greet the recipient

C.

To list the sender's qualifications

D.

To include the sender's contact information
Correct Answer: A

Solution:

The subject line in a formal letter provides a quick reference to the subject of the letter.

A.

At the end of the letter

B.

Above the salutation

C.

In the middle of the letter

D.

Below the signature
Correct Answer: B

Solution:

In a formal letter, the subject line is typically placed above the salutation.

A.

Dear Friend

B.

Hello

C.

Dear Sir/Madam

D.

Hi
Correct Answer: C

Solution:

The appropriate salutation for a formal letter to a stranger is 'Dear Sir/Madam'.

A.

Yours sincerely

B.

With best wishes

C.

Yours faithfully

D.

Regards
Correct Answer: B

Solution:

In informal letters, phrases like 'With best wishes' are suitable for closing.

A.

Name and address of sender

B.

Date

C.

A poem

D.

Complimentary close and signature
Correct Answer: C

Solution:

A poem is not a typical component of a formal letter.

A.

To communicate with friends and family

B.

To convey official business and information

C.

To express personal feelings

D.

To write poetry
Correct Answer: B

Solution:

Formal letters are written to convey official business and information.

A.

Name of the company

B.

Designation of responsible persons

C.

Company's financial statements

D.

Company's logo
Correct Answer: C

Solution:

A letterhead typically includes the name of the company, designation of responsible persons, and the company's logo. Financial statements are not included in the letterhead.

A.

Yours sincerely

B.

With best wishes

C.

See you soon

D.

Yours truly
Correct Answer: C

Solution:

"See you soon" is informal and not typically used in formal letters.

True or False

Correct Answer: True

Solution:

In formal letters, the name and address of the addressee are placed on the left side of the page.

Correct Answer: False

Solution:

While formal letters often include a reference to previous correspondence, it is not mandatory if there hasn't been any prior communication.

Correct Answer: False

Solution:

A subject line in formal letters is important for quick reference to the subject matter.

Correct Answer: True

Solution:

In formal letters, introducing oneself is necessary if it is the first time writing to the recipient.

Correct Answer: True

Solution:

The content of a letter is typically arranged in two or three paragraphs.

Correct Answer: False

Solution:

Informal letters have a flexible format and may not require the sender's address.

Correct Answer: False

Solution:

A letter to the editor of a newspaper is considered a formal letter.

Correct Answer: True

Solution:

Informal letters, such as personal letters, have a flexible format and do not require a strict structure like formal letters.

Correct Answer: False

Solution:

Formal letters are written to convey official business and information, not personal messages to friends and family.

Correct Answer: False

Solution:

Informal letters have a flexible format, allowing for personal touches and variations.

Correct Answer: False

Solution:

Most official letters carry a subject line just above the salutation for quick reference to the subject.

Correct Answer: True

Solution:

Letters to the editor of a newspaper are formal letters as they are written to convey information or opinions to a public body.

Correct Answer: False

Solution:

Informal letters have a flexible format and do not need to adhere to the strict structure of formal letters.

Correct Answer: False

Solution:

The salutation 'Dear Sir/Madam' is used when writing to a total stranger whom the writer does not know at all.

Correct Answer: True

Solution:

Informal letters have a flexible format and might just include the name of the city and date at the top.

Correct Answer: False

Solution:

Ending a letter with 'Thanking you' is not recommended; instead, use 'Thank you'.

Correct Answer: False

Solution:

The salutation 'Dear Sir/Madam' is used when the writer does not know the recipient personally.

Correct Answer: True

Solution:

The sender's name and address are typically included at the top of a formal letter, often on a letterhead for companies.

Correct Answer: True

Solution:

Formal letters typically begin with the sender's name and address, often on a printed letterhead.

Correct Answer: True

Solution:

Before the invention of the telephone and e-mail, letters were the primary means of communication between people who were geographically distant.

Correct Answer: True

Solution:

Formal letters end with a complimentary close such as 'Yours sincerely' followed by the writer's signature.

Correct Answer: True

Solution:

Formal letters usually end with a complimentary close like 'Yours sincerely' followed by the writer's signature.