Letter Writing: Course Code: 1119 Subject: Communication Skills Course Instructor: Ms. Gull-e-Hani

Letter Writing
Course code: 1119

Subject: Communication skills
Course Instructor: Ms. Gull-e- Hani
What is a Letter?
A letter is a written message that can be handwritten or

printed on paper. It is usually sent to the recipient via
mail or post in an envelope, although this is not a
requirement as such. Any such message that is
transferred via post is a letter, a written conversation
between two parties.
Importance of Letter Writing
Now that E-mails and texts and other such forms have
become the norm for communication, the art of letter
writing has taken a backseat.However, even today a lot of
our communication, especially the formal kind, is done via
letters. Whether it is a cover letter for a job, or the bank
sending you a reminder or a college acceptance letter,
letters are still an important mode of communication.
Which is why it is important that we know the intricacies
of letter writing.
Types of Letters:
Let us first understand that there are broadly two types

of letter, namely Formal Letters, and Informal Letters.
But then there are also a few types of letters based on
their contents, formalities, the purpose of letter writing
etc. Let us have a look at the few types of letters.
Types of Letters:
Formal Letters: Informal Letters:
These letters follow a certain These are personal letters.
pattern and formality. They They need not follow any set
are strictly kept professional pattern or adhere to any
in nature, and directly formalities. They contain
address the issues concerned. personal information or are a
Any type of business letter or written conversation. Informal
letter to authorities and letters are generally written
government falls within this
to friends, acquaintances,
given category.
relatives etc.
Formal & Informal
Expressions
Formal: Informal:
• Dear Sir, or Dear • Hi/Hello Sarah, Dude,
Madam,Dear Mr John, or Loving friend
Dear Mrs Jane
• Just a brief note about..
• I am writing with regards to..
• Please find attached this
• I’ve attached this
document concerning.. document concerning..
• Yours Faithfully or Yours • Regards or Best Regards
Sincerely. or Yours Truly.
Types of Letters (Based on Content and
Formalities)
Business Letter:
This letter is written among business correspondents,
generally contains commercial information such as
quotations, orders, complaints, claims, letters for
collections etc. Such letters are always strictly formal
and follow a structure and pattern of formalities.
Cont..
Official Letter:
This type of letter is written to inform offices, branches,
subordinates of official information. It usually relays
official information like rules, regulations, procedures,
events, or any other such information. Official letters
are also formal in nature and follow certain structure
and decorum.
Cont..
Social Letter:
A personal letter written on the occasion of a special event
is known as a social letter. Congratulatory letter, condolence
letter, invitation letter etc are all social letters.
Employment Letters:
Any letters with respect to the employment process, like
joining letter, promotion letter, application letter etc.
Cont..
Circular Letter:
A letter that announces information to a large number
of people is a circular letter. The same letter is
circulated to a large group of people to correspond
some important information like a change of address,
change in management, the retirement of a partner
etc.
Steps of Writing a Letter
There are 5 Steps to writing a letter:
Step 1. The Heading:
This includes your address and the date. Write it in the
upper-right corner of the page.
Step 2. The Salutation:
This is the “hello” part of your letter and is also known as
the greeting. It is located on the next line after the heading,
but it is placed on the left side of the page about an inch
from the edge.
Cont..
Step 3. The Body:
Here is where you express thoughts and ideas. In other
words, it is the reason for writing the letter. Start under the
salutation, an inch from the left edge of the page.
Step 4: The Closing: This is the “good-bye” part of the letter.
Usually, words such as “Your truly” or “Your sincerely” are
used here. Closings should make the reader feel like you
really care or that you really mean what you have written.
Step 5: The Signature: Sign the letter in your own
handwriting just below the closing.
Letter Writing Tips
Let us focus on some tips for the actual letter writing.
1] Identify the type of letter

This obviously is the first step of the letter writing process.
You must be able to identify the type of letter you are to be
writing. This will be dictated by the person the letter is
addressed to and the information that will be conveyed
through the letter.
Cont..
Suppose you were writing to the principal of your
college to ask for leave, this would be a formal letter.
But if you were writing to your old college professor
catching up after a long time. Then this would be a
personal (informal) letter.
Letter Writing Tips
2] Make sure you open and close the letter correctly
Opening a letter in the correct manner is of utmost
importance. Formal letters open with a particular structure
and greeting that is formal in nature. Informal letters can be
addressed to the person’s name or any informal greeting as
the writer wishes. Even when closing the letter, it must be kept
in mind what type of letter is being written. Formal letters end
respectfully and impersonally, whereas informal letters may
end with a more personal touch.
Cont..
Even when closing the letter, it must be kept in mind
what type of letter is being written. Formal letters end
respectfully and impersonally, whereas informal letters
may end with a more personal touch.
Letter Writing Tips
3] Establish the main intent of the letter
Once you start writing, make sure to get to the point as soon as
possible. Especially in formal letters, it is important to immediately
make clear the purpose of the letter.
4] Be careful of the language

A letter is always supposed to be polite and considerate. Even if it is a
complaint letter, the point must be made in a careful and courteous
manner. So it is necessary to use polite expressions and civil language
in all types of letters.
Letter Writing Tips
5] Length of the letter
And the other important factor to be considered is the
length of the letter you are writing. It should be kept in
mind that formal letters are generally to the point, precise
and short. Lengthy formal letters tend to not have the
desired effect on the reader. The length of an informal
letter is determined by the message in the letter and the
relation to the recipient.
Thank you

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Letter Writing

Course code: 1119

A letter is a written message that can be handwritten or

Let us first understand that there are broadly two types

1] Identify the type of letter

4] Be careful of the language

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