Before the arrival of modern technology made communication so comfortable, the ability to write a letter was considered an important necessity. Even today a letter is an important mode of communication in both the workplace as well as our personal day to day lives. So let us enrich ourselves with the types of letter writing.
A letter is a written message that can be handwritten or printed on paper. It is generally sent to the recipient via mail or put up in an envelope, even though this is not a requirement as such. Any such message that is transferred via put up is a letter, a written dialog between two parties.
Now that E-mails (Advantages and disadvantages) and texts and other such modes have emerge as the norm for communication, the creativity of letter writing has taken a backseat.
However, even nowadays a lot of our communication, particularly the formal kind, is accomplished by using letters. Whether it is a cover letter for a job, or the financial institution sending you a reminder or a university acceptance letter, letters are nevertheless an necessary mode of communication. Which is why it is important that we know the intricacies of letter writing.
Types of Letters
Let us first apprehend that there are commonly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few sorts of letters based totally on their contents, formalities, the reason of letter writing etc.
Let us have a look at the few kinds of letters.
These letters observe a certain pattern and formality. They are strictly kept professional in nature, and immediately tackle the issues concerned. Any kind of commercial enterprise letter or letter to authorities falls inside this given category.
These are private letters. They need not observe any set pattern or adhere to any formalities. They contain non-public information or are a written conversation. Informal letters are generally written to friends, acquaintances, family etc.
This letter is written among enterprise correspondents, usually carries business facts such as quotations, orders, complaints, claims, letters for collections etc. Such letters are usually strictly formal and follow a structure and pattern of formalities.
This type of letter is written to inform offices, branches, subordinates of legitimate information. It generally relays professional facts like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and comply with certain structure and decorum.
A private letter written on the event of a one-of-a-kind occasion is regarded as a social letter. Congratulatory letter, condolence letter, invitation letter and so forth are all social letters.
A letter that publicizes records to a giant quantity of people is a circular letter. The same letter is circulated to a massive team of human beings to correspond some necessary records like a alternate of address, alternate in management, the retirement of a companion etc.
Any letters with respect to the employment process, like joining letter, merchandising letter, utility letter etc.
Letter Writing Tips
Now that we have learned the fundamentals of communicating through letters and the kinds of letters as well, let us focus on some suggestions for the proper letter writing.
1] Identify the type of letter
This needless to say is the first step of the letter writing process. You should be capable to identify the type of letter you are to be writing. This will be dictated by the individual the letter is addressed to and the information that will be conveyed through the letter. Suppose you have been writing to the head of your institution to ask for leave, this would be a formal letter (Types of formal letters with samples). But say you were writing to your previous university professor catching up after a long time. Then this would be a non-public (informal) letter.
2] Make sure you open and close the letter correctly
Opening a letter in the right manner is of utmost importance. Formal letters open with a specific structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any casual greeting as the writer wishes.
Even when closing the letter, it have to be kept in mind what kind of letter is being written. Formal letters cease respectfully and impersonally, whereas casual letters might also end with a extra private touch.
3] Establish the essential intent of the letter
Once you begin writing, make sure to get to the point as quickly as possible. Especially in formal letters, it is essential to straight away make clear the motive of the letter.
4] Be cautious of the language
A letter is usually supposed to be well mannered and considerate. Even if it is a criticism letter, the point should be made in a careful and courteous manner. So it is essential to use well mannered expressions and civil language in all kinds of letters.
5] Length of the letter
And the other necessary aspect to be considered is the size of the letter you are writing. It must be kept in mind that formal letters are normally to the point, specific and short. Lengthy formal letters have a tendency to not have the preferred impact on the reader. The size of an informal letter is determined through the message in the letter and the relation to the recipient.