Letter Writing Tips
with Examples

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Letter Writing

Letter-writing is undoubtedly an art. It is one of the forms of written communication. We should be able to write good letters which are readable and which communicate clearly the necessary information to the recipient of the letter.

A letter is a personal communication, but convention has given it a certain pattern. Letters are of various kinds, depending on what we are communicating and to whom we are sending the communication and yet they all have certain common features of form. These features given the letter a good look and produce a favourable impression in the minds of the reader.

Letters are classified into two types: (1) Personal Letters (2) Business letters & Official letters 1. Personal Letters are those that deal with personal matters. Letters to relatives, friends or acquaintances are all personal (informal) letters.
i. They are very intimate.
ii. They express private thoughts and feelings between people who are intimate.
iii. The subject matter may be a request, an apology, congratulations, an inquiry, and expression of sympathy, a thank-you or something like giving information in reply to a letter.
iv. It may be also be formal such as invitations to important social functions, weddings etc.

2. Business Letters are those that deal with the matters of an impersonal, official nature.
i. Letters to the Government or semi-govt. institutions.
ii. Letters between two Government Offices (in the official capacity)
iii. Letters between an individual and a government office and vice versa.
iv. Letters written to firms, shops and companies. The above letters fall under business letters.

Usually a letter has five parts as given below. (1) Writer’s address and date (2) Salutation (3) Body of the letter (4) Subscription
(5) Address on the envelope

Writer’s address and date

The Writer’s address and date are usually written at the right hand top corner of the letter.

22, Town Hall Road,
Chennai - 1
7th April, 2014.


The form of salutation varies according to the letter.

To close relatives and intimate friends-Dear Father, My dear Mother, My dear Sarah, My dear Sister etc.
To less intimate friends-Dear Mr.David, My dear Mr.Tom etc.
To teachers-Respected Sir and Respected Madam.
To business men-Dear Sir, Dear sirs etc.
To officials-Sir and Madam

Body of The Letter

Body of the letter refers to the subject matter of the letter. Start as a paragraph. Use simple simple sentences to convey the message. Politeness is very important. Write relevant to the subject matter given in the question.

Subscription (Courteous leave - taking)

The form of subscription varies according to the type of letter.

to close relatives and intimate friends-your affectionate son/daughter/friend,
your loving son/daughter/friend,
yours affectionately etc.
To less intimate friends-Sincerely yours,
your sincere friend,
yours sincerely
To teachers and superiors-Yours obediently,
yours respectfully
To officials and businessmen-Yours faithfully,
yours sincerely etc.

Signature: The letter has to be signed by the writer. It comes below leave taking.

Address on The Envelope

The full name and address should be written on the envelope.

Note: In the informal letters (letters to relatives and friends) we do not write the address of the recipient in the letter. We write the address of the recipient only on the envelope. But in the formal letters (letters to officials and businessmen) the address of the writer and the recipient are written in the letter also in the form of From ... To...

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