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.

Letter Writing

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

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.