A letter is a written or printed communication addressed between two parties.It can be handwritten or printed on paper. It is usually sent to the recipient via mail or post in an envelope, although this is not a requirement as such.
Types of Letters
There are broadly two types of letter-
- Formal Letters
- Informal Letters
But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing, etc. Let us have a look at the few types of letters-
- Formal Letter: These letters follow a certain pattern and formality. They are strictly kept professional in nature, and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
- Informal Letter: These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
- Business Letter: This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
- Official Letter: This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum.
- Social Letter: A personal letter written on the occasion of a special event is known as a social letter. Congratulations letter, condolence letter, invitation letter etc are all social letters.
- Circular Letter: A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond with some important information like a change of address, change in management, the retirement of a partner etc.
- Employment Letters: Any letters with respect to the employment process, like joining letter, promotion letter, application letter etc.
Letter Writing Format
In general, everyone needs to be aware of the format of letter writing, more so candidates appearing for examinations. A letter is composed of different elements that change depending upon its nature. The format for both the types of letters is given below.
Letter writing format of Formal Letter
A formal letter must adhere to the prescribed format. The letter writing format of a formal letter is as mentioned below:
- Sender’s address
- Date
- Receiver’s address
- Subject
- Salutation
- Body of the letter
- Complimentary closure
- Sender’s address: One of the most essential components, also known as the return address. It is the mailing address of the sender. The address and contact details of the person sending the letter are written in the right corner. We use a comma after house number and address. The name of the city is written in the second line.
- Date: Immediately after the sender’s address comes the date on which the letter is written. Candidates, while writing the letter in the exam, can follow any of the formats to write the dates: 21st July /Aug 2019 (British format) Or July 21, 2019 Or Aug 21, 2019 (American format)
- Receiver’s address: The corresponding address, i.e. the address of the recipient of the mail is written here. Candidates must start with the receivers’ designation followed by the name of the organization and then the full address, Pincode and country (if the information is known).
- The subject: This highlights the aim of writing the letter. The subject of the formal letter should be very brief (6 to 8 words) and must be preceded by the word ‘Subject’. The receiver, through the subject, understands the purpose of the letter at a glance.
- Salutation: This is a customary greeting to the recipient of the letter. If the name of the recipient is known, the salutation starts with ‘Dear’ followed by Mr/Mrs/Miss, etc. If the person is unknown or even the gender is not known the recipient can be addressed as Dear Sir/Dear Madam.
- Body: The most important element of any letter. It furnishes the reason behind writing the letter. For formal letters, candidates should use short, clear, logical paragraphs to state the subject matter. The body of the letter is generally divided into 3 paragraphs:
- Introduction: It states the main point.
- Middle part: Supporting points and details to justify the need and importance of letter writing.
- Conclusion: Request for some action or what is expected.
- Complimentary Closure: This is to end the letter with respect in a polite manner such as ‘Yours faithfully’, ‘Yours sincerely’, etc.
- Signature Line: This is the last part where the sender of the letter signs off with his first or last name. The signature line may also include a second line for the title or designation of the sender.
Formal letter Layout
H.N123 Mirza Apartment, Agra City (Sender’s Address)
Space ….
July 1, 2020 (Date)
Space…….
56, Kamla Complex, New Delhi (Receiver’s Address)
Space…..
Receiver’s name/rank
Address
Subject: ……….
Space….
Salutation [Dear Sir/Madam]
Body of the letter
First Paragraph: Introduce yourself and mention the reason.
Second Paragraph: [Detail of the matter]
Third Paragraph: [Mention Conclusion and Solution]
Complimentary Closing
Thanking You.
Yours Sincerely,
Name.
Formal and Official Letter
Letter To Municipality
Write a letter to the chairman of your municipality complaining of the insanitary condition of the locality in which you live, asking him to take necessary steps in the matter.
123,Galibpur Mohamdabad (276401)
4th November 2020
The Chairman
Municipal Board
Mohamdabad, Mau 276401
Subject: Application to complain about insanitary condition
Respected Sir
I like to draw your kind attention toward the insanitary condition of my locality. The sweeper is careless and irregular. Heaps of dirt are lying here and there. The drain is blocked and the sewer lines are choked. Dirty water is flowing on the road and the condition of the locality has become hellish.
The attention of the sanitary inspector was drawn to the hopeless condition but with no result. I, therefore, request you to visit the locality personally and see things for yourself before it is too late.
I hope you look into this matter and get the locality cleaned up as early as possible to avoid an agitation.
Thanking you,
Yours sincerely
Maurya Bhardwaj
Letter to the Editor of Newspaper, Indian Express
Write a letter to the editor of a newspaper, about the frequent breakdown of Electricity in your locality.
Monika Shreya
Mirzahadipura, Mau 275101
To
The Editor
Indian Express, Mau
Subject: To publish a complain about Electricity Breakdown
Respected Sir
Through the columns of your esteemed paper, i would like to draw the attention of the concerned authorities to the fact that there are frequent breakdown of electricity in our locality. The residents of these area have brought this fact to the knowledge of electricity department but with no result. The frequent breakdown causes great inconvenience to the presidents of the area. The High School examination have begun. The students feel great trouble. Darkness prevails all around at night due to breakdown.
I hope you will kindly publish my letter in your paper so that the concerned authorities may realise our difficulties and take the necessary steps in the matter.
Thanking you!
Yours sincerely
Monika Shreya
Class X, King’s Eden International School, Mau
Letter to the Principal to arrange a cricket match.
Write a letter to the principal of a local college requesting him to arrange a cricket match between his college and yours.
To
The Principal,
D.A.V. Inter College,
Lucknow.
Date: 4th April, 2019
Subject: Application for arranging a cricket match.
Respected Sir,
Respectfully we beg to say that we want to play a friendly cricket match on your ground. We will like to play the match on Sunday.
Kindly arrange the match between your college cricket-team and our team as also depute your Games Secretary to supervise it.
Thanking you,
Yours sincerely
Ravi Kumar
Captain [Night Club Cricket Team]
A.V.P. Inter College,
Lucknow.
Letter to the Principal to grant full fee concession.
Write a letter to the Principal of your college requesting him to grant you full fee concession.
To
The Principal,
National Inter College,
Allahabad.
Date.13 May, 2018
Subject: Application for full fee concession.
Respected Sir,
Most respectfully I want to say that my father is a farmer and the income of my family is very less.As there are seven members in my family four of them are students.It is very difficult to meet the expenses of such a large family with such a low income.I had full freeship last year too. I have always been a good student and always stood first in the class.I have always been obedient and respectful to my teachers.
I,therefore,request you to grant me full concession in fee to help me in continuing my studies.
Thanking you,
Yours obediently
Umesh
Class 12th Sec-A
Letter to the Principal for Leave due to illness.
Write a letter to the principal of your college for sick leave.
To
The principal,
Public Inter college,
Delhi.
Date: August 12, 2018
Subject: Application for sick leave.
Respected Sir,
Most respectfully I want to say that I have been suffering from fever since last night.The doctor has advised me to take rest. So I can not attend college.
I,therefore,request you to grant me leave from 08/12/2018 to 11/12/2018.
Thanking you,
Yours faithfully
Name ………..
Roll No………..
Class……….
Section……
Letter to the Principal for leave to attend a marriage function.
Write a letter to the principal of your college for leave to attend a marriage function.
To,
The Principal,
J.K.L Public School,
Delhi.
Date: 13th June, 2016
Subject- Leave application to attend a marriage function.
Sir,
Most respectfully I want to say that I have to attend my brother’s marriage from 15/02/2020 to 17/02/2020. I will not be able to attend college for two days.
I,therefore,request you to grant me 2 days of leave for the above-mentioned dates.
Thanking you,
Your faithful student,
Name ………..
Roll No………..
Class……….
Section……
Letter to the Principal to issue Transfer Certificate.
Write a letter to the principal of your college to issue your Transfer Certificate,as your father has been transferred to another state.
To,
The Principal,
L.C. College,
Lucknow.
Date: 06 September, 2019
Subject: Application for Transfer Certificate.
Sir,
Most respectfully I want to say that my father, who was working here as a bank manager, has been transferred to Delhi now. We are going to shift there at the last of the month.
I,therefore,request you to kindly issue my Transfer Certificate, so that I would be able to join a new school there.
I have cleared all my pending dues and returned all the library books.
Thanking you,
Yours obediently,
Name ………..
Roll No………..
Class……….
Section……
Letter to the Principal for regular evening games arrangement.
Write a letter to your principal requesting him to make arrangements for regular evening games.
To,
The Principal,
Government Inter College,
Mathura.
Date: 2nd August, 2017
Subject: Application for daily evening games arrangement.
Sir,
Most respectfully I want to say that there is no arrangement for regular evening games in our college. You will please agree with me that outdoor games like cricket, football and hockey etc are very useful for health. They make our mind fresh and body healthy. They give us an opportunity to mix with others.
I, therefore, request you to make arrangements for regular evening games in the college ground under the supervision of some senior teachers or games superintendent.
Thanking you,
Yours sincerely
Name ………..
Roll No………..
Class……….
Section……
Letter to the Principal to arrangements regular issue of books.
Write a letter to your principal requesting him to make arrangements for the regular issue of books from the school library.
To,
The Principal,
H.B. Inter College,
Saharanpur.
Date: March 19, 2020
Subject: Application for arrangement to issue books from the school library regular.
Sir,
Most respectfully I want to say that the working of our library is not satisfactory. Students do not get books from it for home. This goes against the interest of the poor backward students.
I, therefore, request you to look into the matter and make arrangements for the regular issue of books from the school library.
Thanking you,
Yours obediently,
Name ………..
Roll No………..
Class……….
Section……
Practice Set: Formal Letter
1.You are Ritika from, Sector 14, Manpuri, Agra. You find that subways in your area are seldom/not used by the pedestrians, You decide to write a letter to the editor of Times of India to spread awareness about it through the newspaper. Write a letter in not more than 100-150 words. g
2. Last month you bought a mobile phone with a year-long guarantee. Unfortunately, the set has developed a snag and is no longer working. You had a talk with the brand representative but got a rude reply. Write a letter to the Customer Care Manager of the manufacturer explaining the situation. you are Amit Chauhan, resident of 52 Rose Apartment, Rohini, Delhi 110085. [100-120 words].
3.You missed an international flight due to a problem at the airport. Write a letter to the airline explaining the situation. Mention how the situation had been inconvenience to you and what you would like the airline to do. You are Bhumika of Nirvana colony, Itanagr, Assam. [100-120 words].
4.You have been invited to attend an admission interview for a prestigious college. Unfortunately, you can not come at the proposed time due to an exam. Write a letter to the admission tutor explaining your situation. [100-120 words].
5.you are enrolled in a study abroad course in another country. Your accommodation was arranged by the course provider, and there is a major problem with the accommodation. Write a letter to the course provider explaining your situation.
6.You ordered an item from an online store and it has arrived damaged. Write a letter to the retailer explaining the situation how you received the damaged product.
7.You have been offered a job, asking you to start next week. You want the job very much but, because of a previous commitment, you want to delay the start for another two weeks. write a letter to the Manager, accepting the job, but explaining the situation and asking for the change to your start date. You are Harshita. [100-120 words].
8.You are Rashi, a resident of Noida. You are a subscriber of a monthly magazine named Femina. Lately, you have not been receiving copies of the magazine. Write a letter to the circulation Manager, Femina explaining the situation regarding the non-receipt of copies in about 100-120 words.
9.You eat at your college cafeteria at lunch time every day. However, recently you saw the condition of it which made you think that it needs some improvements. Write a letter to the college authority explaining the situation in about 100-120 words.