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How to Write a Letter | Types of Letters
Letter Writing
A letter is usually a written or printed message that we send to someone. The letters that we write are generally of two types: informal (or personal) letters and formal (or business) letters.
Informal letters:
These include letters written to relatives or friends, invitations, letters of congratulation and condolence, thank-you letters, and apologies. An informal letter is casual or friendly in tone and style.
Formal letters:
These letters are those that are written for official purposes. They include applications for jobs, letters requesting references and testimonials, letters to newspapers, letters of complaint, and sales letters.
Informal letters
An informal letter has five parts:
1. The heading
The heading consists of the writer's address and date. The date is written in one of these ways.
For example: April 10, 2022; April 10, 2022; April 10, 2022.
2. The Salutation
The salutation is the opening greeting placed at the left-hand margin of the letter, a few lines below the heading. The form of salutation depends on the relationship between the writer and the addressee. Some of the forms are:
To
Blood relations
Friends
Salutation
My dear father or mother
Dear Father or Mother
Dear John
Note: Don't write Dear Friend John'.
The punctuation after the salutation agrees with the punctuation of the writer's address. A comma can be placed after the salutation if you have used commas in writing your address at the top.
3. The Body
The body is the message that is sent. The body is one of the most important parts of the letter. A good personal letter must be very simple and pleasant to read. It is usually full of news types and small details that appeal to the person you are writing to.
4. The Complimentary Close
The complimentary close is a word or phrase with which we end the letter. The form of the complimentary close is determined by salutation. Some of the forms are:
To
Blood relations
Friends
Complimentary close
Yours affectionately
Your loving son or daughter
Yours sincerely
Some other closing phrases are:
Ever Sincerely
Yours
Love
Best regards
The complimentary close may be placed on the right-hand side or left-hand side of the paper.
Use a comma after the complimentary close if you have used a comma in the salutation.
The signature, which is the writer's name, is placed below the complimentary close.
Formal Letters
A formal letter has six parts:
1. The heading
The heading consists of the writer's address and the date. It is the same as in informal letters.
2. The Inside Address
The inside address consists of the name of the firm, the designation of the official, and the official's address. It is written on the left-hand side, two or three lines below the line of the date. Here are some examples:
The Manager
Nepal Bank Limited
Rajbiraj
The Director
Plan International Nepal
Kathmandu
The Editor
The rising Nepal
Kathmandu
3. The Salutation
The salutation is the opening greeting. The forms of salutation are:
Το
Officials
A firm/company
Editors
Salutation
- Sir/Madam
Dear Sir, or Dear Sirs
- Sir/Madam
The salutation varies depending on whom the letter is addressed to.
4. The Body
The body is the message of the letter. Make your letter brief, clear, and courteous. The body may consist of one or more paragraphs, depending on the nature of the letter.
5. The Complimentary Close
The complimentary close includes the words with which we end the letter. The most common forms are:
Το
Officials
Firms
Editors
Complimentary close
Yours faithfully
Yours faithfully
Yours truly/yours faithfully
Note: sincerely or faithfully
If you are writing to someone whose name and title you do not know, use the greeting Dear Sir or Madam and the ending Yours faithfully. If you are writing to a named person, address them as Dear Mr., Mrs., Ms., or Miss, and end Yours sincerely, followed by your first name and surname. If you have met them, spoken to them by phone, or otherwise feel that you have some acquaintance with them, address them by their first name and sign yourself sincerely, using your first name.
The signature, which is the writer's name, is placed below the complimentary close. The formal letter requires your full signature.
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