Introduction to Letter Writing

LETTER WRITING

INTRODUCTION:

A letter is one person's written message to another about a matter of common concern. Letters may be written to relatives, friends, officers, business persons, teachers, or other contacts such as parents, siblings, neighbours and classmates. Despite the prevalence of emails and text messages, everyone must learn to write letters. Letters such as applications, complaints, invitations, thank-you notes, and information requests are commonly required in school and everyday life. Encouraging children to write letters helps improve communication skills, vocabulary, organisation of ideas, handwriting and understanding of formal and informal language.

Types of Letters

Letters are usually classified into two broad types. Each type has its own purpose, tone and format.

1. Formal letter
2. Informal letter

Formal letter

A formal letter is written for an official or serious purpose. It uses polite and formal language, follows a standard format and is addressed to people or organisations with whom the writer does not have a close personal relationship. Formal letters are sometimes called business letters. Examples include letters to the editor, letters to the government, letters to the police, letters to the principal, order letters, complaint letters, inquiry letters, and job or school application letters.

Structure of a Formal Letter

1. Sender's address - Write your address at the top left (or top right) so the receiver knows where to reply. Do not write the sender's name here.
2. Date - Write the date on which the letter is written, below the sender's address.
3. Receiver's address - Write the name, designation (if known) and address of the person or organisation to whom the letter is sent.
4. Subject (optional but common) - A short line stating the main purpose of the letter (for example: Subject: Request for School Transfer Certificate).
5. Salutation - Use a formal greeting, e.g., "Dear Sir," "Dear Madam," or "To the Principal" depending on the situation.
6. Body - Write the letter in clear paragraphs. Begin with the purpose, give necessary details in the middle paragraph(s), and finish with a polite request or statement of action expected.
7. Complimentary close - Use a polite closing such as "Yours faithfully," "Yours sincerely," or "Yours truly," followed by a comma.
8. Signature - Sign your name below the complimentary close and print your name beneath the signature. If writing on behalf of an organisation, include your designation.
9. Enclosures (if any) - Mention if you are attaching any documents, e.g., "Encl.: Photocopy of fee receipt".

Example of a short formal letter

Sender's address:
14 Green Park
New Delhi 110016

Date:
12 March 20XX

Receiver's address:
The Principal
Sunrise Public School
21 MG Road
New Delhi 110001

Subject: Request for one day leave

Dear Sir,

I am a student of Class 6B. I request leave for one day on 15 March 20XX as I have to attend a family function. I shall be grateful if you kindly grant me leave for that day.

Yours faithfully,

(Arjun Kumar)
Class 6B, Roll No. 18

Informal letter

An informal letter is written to people you know well, such as friends, relatives or neighbours. The tone is friendly and personal. Informal letters do not require a strict format and can include personal anecdotes, feelings and questions.

Structure of an Informal Letter

1. Address and date - It is common to write your address and the date at the top, though this is less strict than in a formal letter.
2. Salutation - Use a friendly greeting, for example "Dear Riya," or "My dear Uncle."
3. Body - Write as if you are speaking to the person. Begin with a friendly opening, give news or tell a story in the middle, and close with warm wishes.
4. Closing - Use closings such as "Yours lovingly," "With love," "Your friend," or "Yours affectionately."
5. Signature - Sign your name; you may also add a nickname for a close friend or relative.

Example of a short informal letter

14 Green Park
12 March 20XX

Dear Anjali,

I hope you are well. I wanted to tell you about my visit to the zoo last Sunday. We saw a new baby elephant and I took many photographs. How are your exams going? Please write and tell me about your summer holiday plans.

With love,

(Neha)

Differences between Formal and Informal Letters

Useful Tips for Letter Writing

• Plan your letter before you begin. Note the purpose and the points you must include.
• Use polite and clear language. In formal letters, avoid slang and contractions.
• Keep sentences short and each paragraph focused on one idea.
• Write neatly and check spelling, punctuation and grammar before sending.
• In formal letters, follow the correct format and include all necessary addresses and dates.
• Be courteous: thank the reader if appropriate and end on a polite note.
• For informal letters, feel free to add personal touches, but remain respectful when writing to elders.

Writing letters is a useful skill that helps you communicate clearly and politely. Practising both formal and informal letters will prepare you for school tasks and everyday situations where a written message is needed.