Purpose of a Formal Letter
A formal letter is a formal way of communicating between two parties. There are
many different uses of formal letters. Formal letters can be informational,
persuasive or promotional.
Elements of a Good Formal Letter
1. The most important element of writing a good letter is your understanding of
the format of the letter. The following is one of the standard formats of
formal letters.
Sender's Address Line 1
Sender's Address Line 2
Position of Recipient.
Company Name
Address Line 1
Address Line 2
Closing (Yours sincerely...),
2. The second important element is your audience, based on whom you should
change the language and the level of formality. For example, a letter to the HR
department should not contain too many technical words.
The sender's address should be written in the top right-hand or the left-hand
corner of the letter.
This address should be written on the left, starting below your address.
If you do not know the name of the person you are writing to, use this. It is
always advisable to try to find out a name.
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the
surname only. If you are writing to a woman and do not know if she uses Mrs or
Miss, you can use Ms, which is for married and single women.
End the letter this way; this is the most common.
Sign your name, then print it underneath the signature.
First paragraph
The first paragraph should be short and state the purpose of the letter. For
ex., to make an inquiry, complain or request for something, etc.
The middle paragraphs
Last Paragraph
The last paragraph of a formal letter should state what action you expect the
recipient to take. For ex., to refund money, send you information/details, etc.
INFORMAL LETTER WRITING
Purpose of an informal Letter
An informal letter is a way of communicating between two people who are usually
well acquainted. This letter is also called a friendly letter. There are many
uses and reasons for writing a friendly letter but friendly letters will
usually consist of topics on a personal level.
Address:
Dear Name of Recipient,
IMPORTANT POINTS:
LANGUAGE:
The friendly letter is typically less formal than that of a business letter.
FIRST PARAGRAPH:
MIDDLE PARAGRAPHS:
LAST PARAGRAPHS
Your Address
All that is needed is your street address on the first line and the city, state
and pin code on the second/third line.
Date
Put the date on which the letter was written in the format Month Day Year e.g.
August 30, 20012. Skip a line between the date and the salutation.
Salutation
Usually starts out with Dear so and so. Note: There is a comma after the end of
the salutation
Body
The body is where you write the content of the letter; the paragraphs should be
single spaced with a skipped line between each paragraph. Skip 2 lines between
the end of the body and the closing.
Closing
Let the reader know that you are finished with your letter; usually ends with
Yours lovingly or sincerely. Note that there is a comma after the end of the
closing and only the first word in the closing is capitalized.
Signature
Your signature will go in this section. In exams, we leave a line space and
write our names in brackets.
Letter Wrting: How to Write, SSC CGL and SBI PO English Descriptive Preparation, English Letter Writing
Purpose of a Formal Letter
A formal letter is a formal way of communicating between two parties. There are many different uses of formal letters. Formal letters can be informational, persuasive or promotional.
A formal letter is a formal way of communicating between two parties. There are many different uses of formal letters. Formal letters can be informational, persuasive or promotional.
Elements of a Good Formal Letter
1. The most important element of writing a good letter is your understanding of the format of the letter. The following is one of the standard formats of formal letters.
1. The most important element of writing a good letter is your understanding of the format of the letter. The following is one of the standard formats of formal letters.
Sender's Address Line 1
Sender's Address Line 2
Sender's Address Line 2
Date (Month Day, Year)
Mr./Mrs./Ms./Dr. Full name of receiver
Position of Recipient.
Company Name
Address Line 1
Address Line 2
Position of Recipient.
Company Name
Address Line 1
Address Line 2
Dear Sir or Madam, (or)
Dear Ms./Mrs./Mr. Last Name:
Subject: Subject in one single line
Body Paragraph 1 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Closing (Yours sincerely...),
Closing (Yours sincerely...),
Signature
Your Name
2. The second important element is your audience, based on whom you should change the language and the level of formality. For example, a letter to the HR department should not contain too many technical words.
3. Your objective should be clear and
concise; it should not be ambiguous or vague.
4. Another important element is to
remain polite and courteous.
Addresses:
1) Your Address
The sender's address should be written in the top right-hand or the left-hand corner of the letter.
The sender's address should be written in the top right-hand or the left-hand corner of the letter.
2) The Address of the person you are writing to
This address should be written on the left, starting below your address.
This address should be written on the left, starting below your address.
Date:
You should write this on the right or the left on the line after the
address you are writing to. Write the month as a word. Example: 21st November,
2011.
Salutation or greeting:
1) Dear Sir or Madam,
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.
2) Dear Mr Raman,
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
If you know the name, use the title (Mr, Mrs, Miss or Ms, Dr, etc.) and the surname only. If you are writing to a woman and do not know if she uses Mrs or Miss, you can use Ms, which is for married and single women.
Ending a letter:
1. Yours sincerely
End the letter this way; this is the most common.
End the letter this way; this is the most common.
2. Your signature
Sign your name, then print it underneath the signature.
Sign your name, then print it underneath the signature.
First paragraph
The first paragraph should be short and state the purpose of the letter. For ex., to make an inquiry, complain or request for something, etc.
The first paragraph should be short and state the purpose of the letter. For ex., to make an inquiry, complain or request for something, etc.
The middle paragraphs
The paragraph or paragraphs in the
middle of the letter should contain the relevant information behind the writing
of the letter. Keep the information to the essentials and concentrate
on organizing it in a clear and logical manner rather than
expanding too much. The usual limit in bank exams is 150 words.
Last Paragraph
The last paragraph of a formal letter should state what action you expect the recipient to take. For ex., to refund money, send you information/details, etc.
The last paragraph of a formal letter should state what action you expect the recipient to take. For ex., to refund money, send you information/details, etc.
INFORMAL LETTER WRITING
Purpose of an informal Letter
An informal letter is a way of communicating between two people who are usually well acquainted. This letter is also called a friendly letter. There are many uses and reasons for writing a friendly letter but friendly letters will usually consist of topics on a personal level.
An informal letter is a way of communicating between two people who are usually well acquainted. This letter is also called a friendly letter. There are many uses and reasons for writing a friendly letter but friendly letters will usually consist of topics on a personal level.
The format should be as follows:
Address:
..........
..........
Date:
Dear Name of Recipient,
Dear Name of Recipient,
Body Paragraph 1 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Body Paragraph 2 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Body Paragraph 3 . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
. . . . . . . . . . . . . . . . . . . . .
Yours sincerely,
IMPORTANT POINTS:
LANGUAGE:
The friendly letter is typically less formal than that of a business letter.
The friendly letter is typically less formal than that of a business letter.
FIRST PARAGRAPH:
Usually the first paragraph of the body
will consist of an introduction which will give the recipient an idea about why
you're writing to them with a short summary of the main topic of your letter.
MIDDLE PARAGRAPHS:
The next few paragraphs will usually
consist of the message you want to get across along with any details you may
want to convey.
LAST PARAGRAPHS
The last paragraph will usually be the
conclusion where you summaries everything. You can sum up
your main idea in this paragraph, thank the recipient for their time, wish
the recipient well, and/or ask any questions.
Your Address
All that is needed is your street address on the first line and the city, state and pin code on the second/third line.
All that is needed is your street address on the first line and the city, state and pin code on the second/third line.
Date
Put the date on which the letter was written in the format Month Day Year e.g. August 30, 20012. Skip a line between the date and the salutation.
Put the date on which the letter was written in the format Month Day Year e.g. August 30, 20012. Skip a line between the date and the salutation.
Salutation
Usually starts out with Dear so and so. Note: There is a comma after the end of the salutation
Usually starts out with Dear so and so. Note: There is a comma after the end of the salutation
Body
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip 2 lines between the end of the body and the closing.
The body is where you write the content of the letter; the paragraphs should be single spaced with a skipped line between each paragraph. Skip 2 lines between the end of the body and the closing.
Closing
Let the reader know that you are finished with your letter; usually ends with Yours lovingly or sincerely. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized.
Let the reader know that you are finished with your letter; usually ends with Yours lovingly or sincerely. Note that there is a comma after the end of the closing and only the first word in the closing is capitalized.
Signature
Your signature will go in this section. In exams, we leave a line space and write our names in brackets.
Your signature will go in this section. In exams, we leave a line space and write our names in brackets.
Letter Wrting: How to Write, SSC CGL and SBI PO English Descriptive Preparation, English Letter Writing
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