Letter writing is an art. Private and friendly letters should be a conversation on paper. They are the most important means of written communication between persons who are far away from each other. Letter writing is a salient and exact talking through paper, pen, and post.
Every literate person should know how to write a clear and effective letter.
Letters may be intimate, formal, or personal in nature. A good letter must be simple but impressive. It should be written in clear handwriting. In the words of Charles Lamb, "A letter writer must be respectful to superiors courteous to inferiors, familiar to friends, affectionate to relatives, simple to children, tender and sympathetic in condolences, lively and Joyous in congratulations, forceful and impressive in weighty matters and easy and sprightly on lighter topics.
A letter is a permanent record of communication that we can refer to later. It reflects the personality of the writer. We must nurture the art of writing letters as it can be a very effective tool for fostering lasting relations and leaving a good impression on other people and organizations.
We can use broadly classifieds letters as below :
1. FORMAL LETTERS : Business/ official letters / circulars / orders/ letters of public interests / Enquiries / letters to editors.
2. INFORMAL LETTERS: it includes all types of letters.
POINTS TO KEEP IN MIND WHILE WRITING A LETTER
salient features of an official letter / Business letter :
1. The sender's name and address are written on the top left-hand side of the page, followed by the date.
2. Then, the subject is given above the salutations. It can be highlighted.
3. The first line of the paragraph should reference the previous communication or the subject mentioned above.
4. An official letter ends with the subscription " yours faithfully " followed by the signature and designation of the person who signs the letter.
salient features of a letter to a Newspaper Editor :
In addition to all the features of official letters, it differs in the following ways.
1. It is addressed to the editor.
2. It should have a formal tone with a forceful approach.
3. The reader should be led to the writer's point of view.
Salient features of an application: as the objective of the application is to present the writer's suitability for the given job/ assignment; it has the following additional features :
1. Refer to the post/ job applied.
2. Write qualifications and experience beginning from the latest to the past.
3. Provide details of the testimonials and Curriculum vitae.
4. Assure earnestness and sincerity.
Salient features of a letter of Complaint:
The following points must be kept in mind while writing a letter Complaint :
1. The mistake which has been committed should be strongly worded.
2. Mention the causes of complaints and their impacts on the writer.
3. Suggest the steps that might correct the situation.
4. Be polite as well as factual in presenting the details.
Every letter, in general, included these parts
- the heading
- the salutations /greetings
- Body of the letters.
- subscription
- signature
Salient features of an application: as the objective of the application is to present the writer's suitability for the given job/ assignment; it has the following additional features :
1. Refer to the post/ job applied.
2. Write qualifications and experience beginning from the latest to the past.
3. Provide details of the testimonials and Curriculum vitae.
4. Assure earnestness and sincerity.
Salient features of a letter of Complaint:
The following points must be kept in mind while writing a letter Complaint :
1. The mistake which has been committed should be strongly worded.
2. Mention the causes of complaints and their impacts on the writer.
3. Suggest the steps that might correct the situation.
4. Be polite as well as factual in presenting the details.
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