What is Letter Writing?

Table of Contents

Introduction to Letter

A letter is a written message exchanged between people. It can be in digital form, like an email, or handwritten. Whether formal, like those in business or to a principal, or informal, such as a note to a friend, the goal is clear communication. Various formats exist, from formal letter writing in English to informal Hindi letter writing. While email has modernized the practice, the personal touch of traditional letters remains special.

Letter writing is the practice of conveying messages in a structured format. There are two main categories: formal and informal. Formal letter writing, used for tasks like business correspondence or writing to a principal, follows specific formats, especially in English and Hindi. Informal letters, such as those to a friend, are more relaxed but equally important. Proper grammar, suitable salutations, and the right closing phrases are essential for all letters, ensuring the message is clear and meaningful, regardless of the type.

Types of Letters?

When we think about letter writing in English, it’s important to recognize the different types of letters are available, each serving a unique purpose. Let’s explore some of the most common types:

Formal Letters

Business Correspondence: Letters exchanged for professional purposes.
Job Application and Cover Letters: Used when applying for jobs.
Recommendation and Resignation Letters: Given when recommending someone or resigning from a position.
Letters to the Principal: Addressed to school or college principals, usually for permissions or complaints.
Complaint and Inquiry Letters: Written to inquire about a service or lodge complaints.

Informal Letters

Letters to Friends: Personal letters exchanged between friends.
Condolence Letters: Written to express sympathy.
Invitation Letters: Used to invite someone for personal events like birthdays or weddings.
Thank You Letters: Expressed to show gratitude.

Specialized Letters

Business Proposals: Letters written to propose a business idea or venture.
Letters of Introduction: Used to introduce a person or a service.
Apology Letters: Written to apologize for a mistake or misdeed.

Letters Based on Language and Region

English Letter Writing: Letters written following the English language norms.
Hindi Letter Writing: Letters written in the Hindi language, often following a specific format.

Educational Letters

Letter Writing for Class 10 and Class 12: Letters written as part of school curricula, focusing on specific formats and topics.
Letter Writing Topics for Students: Topics tailored for educational purposes, ranging from classes 5 to 10.

What Is A Formal Letter?

A formal letter, commonly known as a business or official letter, is written for professional or official purposes. Distinct from informal letters, which are casual exchanges with friends or family, formal letters in English follow a set format and tone. They start with the sender’s address and the date, leading to the recipient’s details. A salutation like “Dear Sir/Madam” introduces the letter, which is clear and concise in content. It concludes with phrases such as “Yours sincerely” and the sender’s signature. Whether it’s a job application cover letter, a letter to the principal, or business correspondence, mastering the formal letter format is essential.

Types of Formal Letters

The art of letter writing in English, distinguishing between various types of formal letters becomes pivotal. These letters, whether they are for formal letter writing in English or hindi letter writing, are characterized by their structured format and distinct purposes. Here are the prominent types of formal letters:

Business Letters: Embedded in the domain of business letter writing, these are standard in the corporate world. They facilitate communications between companies or a company and its clientele, encompassing business proposals, inquiries, and order placements.
Job Application and Cover Letters: The essence of formal letter writing in job scenarios, these letters spotlight qualifications and reasons for applying. While the job application is a direct pitch of one’s skills, the cover letter serves as an introduction.
Recommendation and Reference Letters: Often used interchangeably, these letters are drafted by authoritative figures, vouching for an individual’s capabilities for jobs or academic programs.
Resignation Letters: A formal intimation of an employee’s decision to depart, these letters detail the reasons and the designated last working day.
Complaint and Feedback Letters: Primarily utilized in the customer-business interaction paradigm, these letters articulate dissatisfaction or provide feedback on a product or service.
Invitation and Thank You Letters: Ranging from events to personal gestures, these letters extend invites or express gratitude, respectively.
Official and Government Letters: Steeped in protocol, official letter writing targets governmental or formal entities to discuss pressing issues or share information.
Letters to the Principal: A mainstay in academic institutions, these formal letters, whether in English letter writing or hindi letter writing, address academic concerns, permissions, or other related topics.

How to Write a Formal Letter?

Writing a formal letter, whether it’s for business correspondence, a job application, or communicating with an institution, requires a certain level of precision and formality. The following guide will help you draft a proper formal letter with ease.

Choose the Right Stationery: Begin with a clean, professional-looking paper. Letterhead, which includes your name, address, and contact information, is ideal for businesses. If you don’t have a letterhead, place your address at the top right corner.
Date and Address: Beneath your address (or the letterhead if you have one), write the date. Below the date, list the recipient’s name, designation, company name, and address.
Salutation: Address the recipient with a formal greeting, such as “Dear Dr. Smith” or “Hello Ms. Jones”. If you’re unsure of the recipient’s gender or name, “To Whom It May Concern” works as a general greeting.
Introduction: Begin your letter by clearly stating your purpose. For example, if you’re writing a job application letter, mention the position you’re applying for and where you found the listing.
Body: This is where you delve into the details of your letter. Be concise and to the point. For business letters, use short paragraphs and bullet points if necessary. Keep the language formal and avoid using slang or colloquialisms.
Closing: Conclude your letter in a polite and professional manner. Common closings include “Yours sincerely” or “Kind regards”. Make sure the closing aligns with the tone and purpose of your letter.
Signature: After a space or two, sign your name. If you’re sending a printed letter, leave space for your handwritten signature. Below your signature, type out your name. For added professionalism, include your title or position.
Attachments or Enclosures (if any): If you’re enclosing other documents, such as a resume or certificate, mention them here. Simply writing “Enclosures” or “Attachments”, followed by a colon and the document names, will suffice.
Proofreading: Before sending your letter, review it for any grammatical or factual errors. Proper grammar and correct information showcase professionalism and attention to detail.
Mailing: Once you’re satisfied with your letter, place it in a professional-looking envelope. Ensure that the recipient’s address on the envelope matches the one in the letter and that it’s clearly visible. If relevant, consider using a formal letter format when sending via email.

Letter writing in English or any other language may seem daunting, it’s essentially about clear communication. Whether it’s “letter writing to a friend” in a formal context or a more official “letter writing to principal”, always prioritize clarity, professionalism, and courtesy. And of course, using the correct “letter writing format” goes a long way in making a positive impression.

Formal Letter Writing Format

Certainly! Here’s a template for a formal letter:

(Your Name or Company Name)
(Your Address Line 1)
(Your Address Line 2, if needed)
(City, Postal Code)

(Date, e.g., 3rd October 2023)

(Recipient’s Name or Company’s Name)
(Recipient’s Address Line 1)
(Recipient’s Address Line 2, if needed)
(City, Postal Code)

Salutation, e.g., Dear Mr./Ms./Dr. (Recipient’s Last Name),

(Introduction: Begin with a brief introduction explaining the purpose of your letter.)

(Main Body: Discuss the primary purpose of the letter in clear, concise paragraphs. This is where you elaborate on the subject, whether it’s a request, an explanation, or any other matter.)

(Conclusion: Conclude by summarizing the main points discussed in the body or by expressing gratitude or hope for future correspondence.)

Yours (sincerely/faithfully),

(Leave space for handwritten signature here)

(Your Full Name)

Formal Letter Writing Format in Detail

Letterhead and Sender’s Address

Start at the top-left corner with your address. If you’re using a letterhead design, it should be prominent here.

Date

Just below the address, write the date in a clear format, such as “3rd October 2023.”

Recipient’s Address

Below the date, mention the recipient’s name, designation (if applicable), and address. If you’re writing a letter to the principal, for instance, address them by their official title.

Salutation

This is where you greet the recipient. Common salutations include “Dear Mr. Smith” or “Dear Dr. Johnson.” Remember, choosing the right writing salutation is vital as it sets the tone for your letter.

Introduction

Begin your letter with a concise introduction, explaining the purpose of your writing.

Main Body

This section contains the primary message of your letter. Whether you’re discussing business correspondence, making a formal request, or even addressing topics like leave applications, ensure your content is clear and to the point.

Conclusion

Wind up your letter by restating your main point or expressing gratitude, especially if it’s a thank-you letter.

Closing Phrase and Signature

Common closing phrases include “Yours sincerely” or “Yours faithfully.” After this, leave some space for your handwritten signature, followed by your typed name.

Postage and Mailing

If you’re sending the letter via traditional mail, make sure to put it in an envelope, correctly addressing it, and ensuring the appropriate postage.

Proofreading

Before sending, it’s essential to check for errors, focusing on grammar in letters and ensuring the message aligns with formal letter writing standards in English.

Formal Letter Writing Examples

Application for Two-Week Leave of Absence Example – 1

(Address of the Sender)
(Date)

(Address of the Recipient)

Subject: Application for Leave

Dear (Recipient’s Name),

I am writing to formally request a leave of absence for two weeks, from (start date) to (end date). The reason for this leave is personal, as I need to attend to some family matters.

Understanding the importance of my role in the company, I have ensured that my responsibilities will be covered during my absence. I have briefed my colleague, (Colleague’s Name), about my ongoing projects, and he has kindly agreed to oversee them during this period. This arrangement will ensure that our business correspondence remains uninterrupted and all tasks are completed timely.

Additionally, I have followed the official letter writing format in this application to ensure clarity and professionalism. If there are any specific letter writing formalities or formats that I need to adhere to, kindly let me know.

Enclosed with this letter are the necessary supporting documents for your reference.

I understand the significance of proper letter writing in English, especially in official scenarios, and I hope I have adhered to all the necessary guidelines. Should there be any discrepancies or further information required, please feel free to reach out.

I would be grateful if you could approve my leave at the earliest convenience. This will help me in planning the necessary arrangements more effectively.

Thank you for your consideration and understanding.

Yours sincerely,
(Sender’s Name)

Request for Annual Leave Example -2

123 Garg Street
New Delhi, 110054

October 3, 2023

ABC Company Ltd.
456 Corporate Lane
New Delhi, 110054

Dear Mr. Ritesh

I am writing to formally request annual leave for two weeks, starting from October 15, 2023, to October 29, 2023.

During my absence, I have made arrangements with my colleague, Ms. Jane Doe, to oversee my responsibilities. This ensures that our team’s workflow and business correspondence will remain consistent and unimpeded.

I have always prioritized adhering to the appropriate letter writing format in English, especially for formal matters, to maintain clarity and professionalism. I trust this letter aligns with the standard formal letter writing practices of our organization.

Enclosed are the necessary supporting documents for my leave request.

Thank you for considering my application. I await your positive response and will ensure a smooth transition of my duties in preparation for my leave.

Yours sincerely,

Jeet Dalal

What is an Informal Letter?

An informal letter, often called a personal letter, is a casual form of communication sent to friends, family, or acquaintances. Unlike its formal counterpart used for official purposes, an informal letter has a relaxed tone and style. Typically written to convey personal news, share stories, or express feelings, it uses simple, conversational language. While it doesn’t strictly follow a specific format, it usually has a greeting, a body, and a closing. Whether penned by hand or typed, these letters carry a sense of warmth and personal touch.

How to Write an Informal Letter

Choose the Right Stationery:
Begin with choosing a writing stationary that reflects the casual nature of your letter. While letterhead design is crucial for formal letters, for informal ones, it’s all about personal touch. Consider handwritten letters on a plain or decorative paper to make it more intimate.
Addressing the Recipient:
Start with a friendly salutation. Unlike formal letter writing in English where you might use “Dear Mr. Smith”, in informal letters, “Hello John” or “Hi John” works best.
Introduction:
Kick off the letter with a warm greeting. Mention something relevant or recent, for example, “I hope you’re enjoying the spring weather in Delhi,” or “It’s been so long since our last meetup!”
Body of the Letter:
This is where the main content of your letter goes. Discuss recent events, share news, or simply chat about common interests. Remember to keep the tone relaxed and conversational. If you’re writing in Hindi or another language, the same principles of informal letter writing apply.
Use Simple Language:
Whether you’re letter writing in English or Hindi, use simple words and phrases. Avoid jargon or overly complex terms. Your goal is to communicate clearly and warmly.
Add Personal Touches:
Perhaps share a little anecdote or joke. If it’s a letter writing to a friend, maybe recall a shared memory. This makes the letter more personal and heartfelt.
Closing the Letter:
End with a casual sign-off. Instead of “Yours sincerely,” you could use “Take care,” “Talk soon,” or “With love,” followed by your name.
Additional Elements:
If you’re mailing the letter, addressing the envelope correctly ensures it reaches the right place. While formal letters have specific guidelines, for an informal letter, simply ensure the name and address are clearly written.
Proofreading:
While informal letters offer more flexibility, it’s still essential to ensure there are no glaring errors. A quick review can make sure your message is clear and free of mistakes.
Sending the Letter:
If you’re posting it, ensure it has the right postage. In this digital age, consider also sending personal letters via email or other messaging platforms for a quick touch-base.

Layout of Informal Letter

Sender’s Address: Start your letter with your address (excluding your name) in the top right corner.

Date: Below the sender’s address, note the date in English letter writing format.

Salutation: Begin the body with a greeting. For informal letters, it’s common to use greetings like “Dear [Name]” or simply the recipient’s first name.

Introduction: Introduce the purpose of your letter or start with a friendly opening sentence. If you’re writing to a friend, you might mention a recent event or memory.

Main Body: This is where you get to the core of your letter. Discuss the main topic, share news, or express feelings. If you’re referencing topics for class students (like class 7 or class 10), be sure to mention specific details that relate to them.

Conclusion: Sum up the letter or indicate future plans. For example, if you’re writing an informal letter to a friend, you might express anticipation for a future meeting.

Sign-off: Conclude your letter with a friendly sign-off like “Best,” “Yours truly,” or “See you soon” before signing your name.

Postscript (Optional): Sometimes, you might add a postscript (P.S.) at the end of informal letters to include an afterthought or a special mention.

Informal Letter Writing Format

Your Address
City, Zip Code
Date

Recipient’s Name
Recipient’s Address
City, Zip Code

Dear (Recipient’s Name),

I hope this letter finds you well. It has been a while since we last communicated, and I thought it would be the perfect time to catch up and share some updates.

Recently, I’ve been diving into the art of letter writing in English. It’s fascinating how the nuances of informal letter writing differ from the formal letter writing we learned in school. I even found a great resource on letter writing topics that I think you’d enjoy.

By the way, did you ever explore letter writing in Hindi? I recall you mentioning a passion for different languages. While the format of letter writing in both English and Hindi has similarities, the cultural context can change the tone and style quite a bit.

Speaking of school, I remember those days when we used to write letters to our principal, usually for leave requests or other official reasons. Those letters were more on the formal side, but it’s amazing how the core components of a letter remain the same, whether it’s to a friend or an authority figure.

In other news, (share a personal story or event).

Well, that’s all from my side for now. I’d love to hear from you soon. Maybe you could share some of your own letter writing experiences or topics that have piqued your interest.

Please take care, and I hope to hear from you soon!

Warm regards,

Your Name

Informal Letter Writing Examples

Informal Letter to a Friend on a Recent Trip – Example 1

Address:
123 Friendly Street,
Pleasantville, ABC 12345.

Date:
October 3, 2023.

Dear [Friend’s Name],

I hope this letter finds you well. I recently embarked on a journey to the mountains, and I thought of writing to you to share my experiences (letter writing to friend).

After setting off from my home in Pleasantville, I reached the foothills where the beauty of nature enveloped me. Everywhere I looked, there were vibrant hues of green, signaling the heart of nature (english letter writing).

Staying in a small cabin, every morning I was greeted with the chirping of birds and the tranquil sound of flowing water. During one of the evenings, I decided to pen down some thoughts (informal letter writing) on a piece of stationery I found in the cabin. It made me realize how we’ve drifted towards digital communication, often overlooking the charm of handwritten letters.

While I did miss the convenience of emails, there was an undeniable charm in writing a letter, addressing an envelope, and waiting eagerly for a reply (letter writing in english). It reminded me of our school days when we used to exchange letters during summer vacations.

On my return, I decided to take up letter writing more frequently, maybe even find a few pen pals. I also explored some letter writing topics to share stories, experiences, and mundane life details, just to keep the essence of old-school communication alive.

I can’t wait to hear about your adventures. Let’s revive our tradition of letter writing (informal) and stay connected the old-fashioned way.

Warmly,
[Your Name]

Formal Letter Writing Topics

Requesting a Week’s Leave from Class Teacher
Seeking Fine Remission from School Principal
Applying for a New School Identity Card
Request for Free Studentship to the School Principal
Application for Transfer Certificate from School Administration
Requesting Caution Money from School’s Administrative Department
Responding to a Commercial Firm’s Advertisement for a Clerk Position
Consulting College Principal About Technical Education in England
Complaint About Poor Municipal Water Quality to a Newspaper
Requesting House Repairs from Your Landlord
Applying for Fee Concession to School Principal
Request to Mayor for a Children’s Park in Your Locality
Complaint to Sales Manager About a Malfunctioning Washing Machine
Submitting a Letter of Resignation
Requesting a Playground from City’s Mayor
Reporting a Wallet Theft to the Superintendent of Police

Letter Writing Tips

Understand the Basics: Familiarize yourself with the essentials of letter writing in English before you begin.
Choose the Right Format: Whether it’s formal letter writing, informal letter writing, or business correspondence, always follow the appropriate format.
Address Correctly: Whether you’re writing to a friend or addressing the principal, ensure you have the correct salutation and details.
Stay Relevant with Topics: Your letter writing topics should always align with the purpose of your correspondence.
Balance Between Formal and Informal: Recognize when to use a formal letter writing format in English versus when an informal touch is required.
Be Genuine in Tone: Whether it’s a thank you letter, an apology, or any type of personal letters, sincerity is key.
Maintain Proper Grammar: Even in informal letter writing, maintaining proper English letter writing etiquette is crucial.
Use Examples for Guidance: If unsure, refer to formal letter writing examples or templates available.
Avoid Repetition: Keep your content concise, especially when dealing with topics like the letter writing format.

Frequently Asked Questions on Letter Writing

How to begin a letter?

Start with a greeting or salutation. For formal letters, use Dear (Name/Title), and for informal letters, you can use Hello, Hi, or even Hey followed by the recipient's first name.

What is the letter writing format?

A standard letter writing format in English consists of the sender's address, the date, a greeting, the body of the letter, a closing, and the sender's signature.

How do I write a good letter?

Focus on clarity, maintain a logical flow, be concise, and ensure you address the recipient's needs or concerns. Proper grammar and the right tone (formal or informal) are also key.

How many types of letter are there?

There are primarily two types of letters: formal and informal. However, under these categories, there are multiple sub-types like business letters, personal letters, and more.

What is the difference between formal and informal letter?

A formal letter follows a strict format, is usually written for official purposes, and maintains a professional tone. An informal letter, on the other hand, is more casual and is typically written to friends or family.

How can I write a formal letter?

Start with your address and the date. Follow with the recipient's address, a salutation, the body containing the main message, a closing phrase, and finally your signature.

What are the 4 types of formal letter?

The four main types of formal letters are: application letters, inquiry letters, complaint letters, and adjustment letters.

How do you write a formal letter to a school?

Begin with your address and the date, followed by the school's address. Use a formal salutation like Dear Principal, then write the body explaining the purpose of your letter. Close with a formal sign-off and your signature.

How do I write an informal letter?

Start with a casual greeting, like Hi (Name). Write your message in a relaxed tone, as if you're speaking to the person. End with a friendly sign-off, like Take care or Talk soon, followed by your first name.

Introduction to Letter