Introduction to Letter Writing? Meaning, Types, Purpose, and Tips to Write an Effective Letter

What is Letter Writing?

Letter writing is simply either a handwritten or a printed version of a message. it is a type of written communication that contains a message to be sent to the recipient. Letter writing is essential both at the workplace as well as in our personal lives.

A letter is generally sent through an email or posted in an envelope, however, this is not a hard and fast rule for it, therefore, any message which gets transferred to the receiver through post may be treated as a letter.

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Types of Letters

There are broadly two types of letters: Formal letters and Informal letters. There are other types of letters also which are defined on the basis of their content, purpose, or formalities of writing.

Let us discuss these types of letters in detail:

• Formal Letter
  
• Informal Letter
  
• Business Letter
  
• Official Letter
  
• Circular Letter

Formal Letter

A formal letter simply means a letter sent to an official of any company, institute, university, or organization. This type of letter generally follows a particular pattern. is aimed to address the issue directly and maintain the spirit of professionalism. As mentioned already, any type of business letter or letter to any official will come under this category.

Informal Letter

They are sometimes called personal letters too. Here you enjoy liberty; you don‘t have to strictly follow the rules like that of a formal letter. The personal letter contains personal information. These kinds of letters are generally addressed to friends or relatives.

Business Letter

When businessmen officially correspond to each other through letters containing details like quotations, commercial information, orders, or complaints, such letters are referred to as business letters.

Official Letter

Such letters contain the rules and regulations with the intention to inform the office branches or subordinates about the necessary guidelines pertaining to any office.

Circular Letter

If a letter is written with the intention to inform a large number of people. Then it is considered circular.

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Purpose of Letter Writing

The functions/purpose of letter writing are discussed below:

• Informational Purpose
  
• Public Relations
  
• Legal Purpose
  
• Persuasion
  
• Record-keeping

Informational Purpose

letters writing provide valuable information about earlier policies, transactions, and all other activities of the organization. Modern business cannot depend on memory as in the olden days. Letters are ready references if they are available. New policies can be evolved by studying the earlier ones.

Public Relations

The goal of any public-relations endeavor is to influence a targeted audience’s beliefs, attitudes, or actions.

Legal Purpose

letter writing can provide evidence in legal disputes, if any, that occur in a transaction. They are useful as legal documents in quotations and offers.

Persuasion

Letters can be used to persuade the recipient to take a particular action or adopt a particular viewpoint. This is often the case with business letters or letters to public officials.

Record-keeping

Letters can serve as a record of communication between two parties. This can be particularly important in business or legal contexts where it is important to have a written record of agreements, negotiations, or other important matters.

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Letter Writing Tips

How to write an Effective letter:

Here are some letter-writing tips to help you write a clear, effective, and professional letter:

• Identify your Purpose
  
• Choose a Clear and Professional Format
  
• Start with a Clear Greeting
  
• Use Clear and Concise Language
  
• Be specific
  
• End with a Clear Closing
  
• Edit and Proofread your Letter
  
• Address and Stamp your Envelope

Identify your Purpose

Before you start writing, clearly identify the purpose of your letter. Are you writing to request information, make a complaint, express thanks, or convey condolences? Knowing your purpose will help you organize your thoughts and write a more focused and effective letter.

Choose a Clear and Professional Format

Choose a format that is appropriate for the purpose of your letter. For example, a formal business letter should be formatted in a way that is consistent with professional correspondence. Use a standard font, such as Times New Roman or Arial, and avoid using decorative fonts or excessive formatting.

Start with a Clear Greeting

Begin your letter with a clear greeting, such as “Dear [Name],” or “Hello [Name],” followed by a comma.

Use Clear and Concise Language

Use clear and concise language to convey your message. Avoid using overly complex words or convoluted sentences, as they can make your letter difficult to read and understand.

Be specific

Use specific examples and details to support your points. This will help the reader understand your message more clearly and will also make your letter more engaging.

End with a Clear Closing

End your letter with a clear closing, such as “Sincerely,” “Best regards,” or “Yours truly,” followed by a comma. Then leave a few blank lines for your signature.

Edit and Proofread your Letter

Once you’ve written your letter, read it over carefully and check for errors in grammar, spelling, and punctuation. Make any necessary corrections before sending it.

Address and Stamp your Envelope

Address your envelope clearly and legibly, and make sure you have the correct postage before sending it.

By following these tips, you can write a clear, effective, and professional letter that will convey your message clearly and make a positive impression on your reader.

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