LETTER WRITTING

BY:- GUNJAN NAITHANI

&
VAIBHAV KUMAR DABRAL
 INTRODUCTION

WRITING IS A MEDIUM OF HUMAN

COMMUNICATION

A letter is a written message conveyed from one person to

another through a medium. 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.
 TYPES OF LETTERS
FORMAL LETTER- Formal Letters, INFORMAL LETTER- Informal letters are
also called Business Letters or personal letters that are written to let your
Professional Letters, are letters that friends or family know about what is going on in
are written in a strict and specific your life and to convey your regards. An
format. Formal letters are naturally informal letter is usually written to a family
much more formal in style than member, a close acquaintance, or a friend. The
informal/friendly letters. language used in an informal letter is casual and
Examples: Mention situations like job personal.
applications, cover letters, complaint
letters, and business proposals.
 DIFFERENCE BETWEEN FORMAL & INFORMAL LETTER

 FORMAL LETTER  INFORMAL LETTER

 Purpose: Formal letters are typically written  Purpose: Informal letters are more personal
for official, professional, or business purposes. and casual in nature. They are often used to
communicate with friends, family members,
 Language: Use professional and respectful or acquaintances.
language.
 Language: Use a casual and conversational
 Structure: Follow a specific format with language style.
elements like addresses, salutations, and
formal closings.  Structure: Flexibility in formatting; less rigid
compared to formal letters.
 Salutation and Closing: Formal letters often
use standard salutations like "Dear  Salutation and Closing: Informal letters use
Sir/Madam" or "To Whom It May Concern." more personal salutations, like "Hi," "Hello,"
The closing is usually more formal, such as or even a nickname. Closings can be warm and
"Yours faithfully" or "Sincerely." friendly, such as "Yours truly," "Best regards,"
or simply "Take care."
 PARTS OF LETTER
1.Heading: The sender's address and date of the letter.
2.Inside Address: The recipient's address.
3.Salutation: The greeting at the beginning of the letter.
4.Body: The main content of the letter.
5.Complimentary Close: The polite closing phrase.
6.Signature: The sender's name and sometimes a title or organization.
7.Enclosure: Mention of any additional documents or items included.
10.Subject Line: A brief description of the letter's topic.
11.Attention Line: Indicates the specific recipient within an organization.
13.BCC (Blind Carbon Copy): List of hidden recipients.
14.Attachments: Mention of attached files or documents.
15.Date Line: The date the letter is written.
16.Address Block: A unified block with sender and recipient details.
17.Salutation Line: The line containing the greeting.
18.Closing Line: The last line before the signature.
19.Distribution Line: Instructions for copying or forwarding the letter.
20.Subject Block: Contains subject and reference information.
21.Attention Block: Contains details of a specific recipient's attention.
22.Postscript Block: Contains any postscript information.
These definitions are concise explanations of each part of a letter.
 FORMATTING
Formatting Guidelines:
Discuss key formatting guidelines that apply to most types
of letters:

Font and Size: Recommend using a standard, easily

readable font

Margins: Suggest maintaining uniform margins on all sides

for a neat appearance

Spacing: Mention using single-spacing for most of the

letter, with double-spacing between paragraphs.

Alignment: Explain that letters are usually left-aligned.

Header and Footer: Introduce the concept of including

sender's and recipient's addresses in the header and date in
the upper right corner.
 STYLE
Style Tips:
Provide tips on writing style for letters:

Clarity: Stress the importance of clear and concise

language.

Tone: Reiterate the need to maintain an appropriate

tone for the type of letter (formal, informal).

Grammar and Spelling: Emphasize the importance

of proofreading to avoid errors.

Avoid Jargon: Recommend avoiding industry-specific

or technical jargon unless the recipient is familiar with
it.

Be Polite: Encourage using polite expressions and

courteous language.
 WRITING TIPS
1. Clarity is Key: Stress the importance of clarity in communication. Encourage
writers to be concise and direct in their expression.

2. Know Your Audience: Emphasize the significance of understanding the

recipient's perspective, needs, and expectations.

3. Plan Your Content: Recommend outlining the letter's content before writing to
ensure a logical flow.

4. Use Active Voice: Explain the benefits of using active voice for a more engaging
and direct style.

5. Personalize Your Message: Encourage adding personal touches when appropriate

to connect with the recipient.

6. Stay Positive: Suggest maintaining a positive tone, even when discussing negative
issues.
 Common Letter Writing Mistakes
Present a list of common letter writing mistakes:

1. Spelling and Grammar Errors: Highlight the importance of proofreading

to catch spelling, grammar, and punctuation mistakes.
2. Lack of Clarity: Explain how vague or ambiguous language can lead to
misunderstandings and miscommunication.
3. Incorrect Tone: Discuss the consequences of using an inappropriate or
overly formal tone for an informal letter or vice versa.
4. Lengthy or Rambling Content: Stress that letters should be concise and
on-topic, avoiding unnecessary details or lengthy digressions.
5. Redundancy: Explain how repeating the same information or ideas can be
off-putting and waste the reader's time.