AN INTERESTING LETTER

    

        Letter writing is time tested and dependable medium of communication. It has been a means of passing important and secret information between two persons, parties, departments and even governments. Letters are also used to express thoughts and feelings, Joys and sorrows. It is particularly needed when we cannot talk to a person.

TIPS TO WRITE A LETTER

 

1. Try to avoid padding your letter with unnecessary information, especially if you're writing a business letter.

 

2. Try to keep the letter focused on what would interest the recipient.

 

3. You can use letters to express gratitude, sympathy, love, humor, concern and most other emotions.

4. If you're sending a formal or semiformal email, make sure your email address sounds respectable. A letter from "sweetstar189" will be taken a lot less seriously than a letter from "jane.smith."

5. Be as reasonable and polite as possible when you're writing a complaint letter — if you do, you're a lot more likely to get a favorable response.

6.Write letters in blue or black ink.

7. If you're printing a formal letter, use a paper that's heavier than copy paper.

 

IMPORTANCE TO WRITE OR USE A LETTER AS MEDIUM OF COMMUNICATION

 

        It is important note that a letter becomes a record of what one has said or committed. Letters also reflect the writer's own taste or interests.

What is letter writing?

           Letter writing by itself is an art. It Is also a social and business asset. The ability to write a good and perfect letter can be as useful as the ability to talk well and the ability to maintain excellent inter-personal relationships.

 

Example

 

What Is Letter Format?

 

         There are different letter formats. There are formal, informal and business formats to name a few. Knowing the type of letter you need to write is important.

Example

 

 

What is a cover letter?
 

        A cover letter is a document sent with your resume to provide additional information on your skills and experience.

Example

 

REASONS TO WRITE A LETTER

 

   The reasons for writing a letter may vary. For instance, one may write a letter for business, as a condolence, as an inquiry, for passing information or to simply keep in touch with an old friend. Although the technology has replaced traditional letters with e-mails, the parts of a letter still remain the same. Let's take a look at parts of formal and informal letters and tips to write them effectively.

 

BASIC PARTS OF A LETTER

 

1. Date

Is used to indicate the date the letter was written.

2. Salutation

Also called the Greeting. Use the same name as the inside address, including the personal title.

3. Body

The body is written as text. A business letter is never hand written. Depending on the letter style you choose, paragraphs may be indented. Regardless of format, skip a line between paragraphs.

4. Conclusion

Are the summarizes the body of the letter.

5. Closing

The closing begins at the same horizontal point as your date and one line after the last body paragraph.

6. Signature

Type or print your name. The handwritten signature goes above this line and below the close. The signature line and the handwritten signature are indented to the same column as the close

TYPES OF LETTER







FORMAL LETTER

         Is a note or piece of writing composed in a professional format. Formal letters could be used to relate to business or other professional issues.

 

STEPS TO WRITE A FORMAL LETTER
 

1. Addresses or   Your address:  The return address should be written in the top right-hand corner of the letter.

2. Date: You write this on the right or the left on the line after the address you are writing to. Write the month as a word.

3. Salutation or greeting :  If you do not know the name of the person you are writing to, use this. It is always advisable to try to find out a name.

4. The content of a formal letter  or  Introduction:  A short introduction that states the purpose of the – letter to make an enquiry, complain, request something, etc.

5. Ending a letter : If you do not know the name of the person, end the letter this way.

 

CLASSIFICATION OF FORMAL LETTER

PERSONAL LETTER
 

@

Personal letters are letters you write to someone you know. For example, you might write to a friend, family member, classmate or pen pal.

EXAMPLE

PERSONAL E-MAIL

     An email sent by an employee within an employer's server but which serve no business purpose.

  EXAMPLE

INFORMAL LETTER EXAMPLE

     Is a letter that is usually written to a close friend or an acquaintance. It is also known as a personal letter and this type of letter do not have 'hard' and 'fast' rules on the format of writing as opposed to a formal letter, although there is a conventional way of writing it.

EXAMPLE

STEPS TO WRITE AN INFORMAL LETTER

  1. Address and date:  Should be written in the right hand corner.

2. Salutation: The most common salutation in an informal letter is "Dear…….". Note that it is followed by a comma. Example: Dear Mimi,

3. The content of an informal letter or Introduction: The first paragraph will consist of an introduction which will give the recipient an idea about what you are writing to them with a short summary of the main topic of your letter.

4. Ending a letter In informal letter writing; you can end your letter with: Love, Lots of love, Best wishes, Missing you lots, Yours forever, Yours,   Note that it is followed by a comma.

 CLASSIFICATION OF INFORMAL LETTER
 

BUSINESS LETTER

 

     Is usually used when writing from one company to another, or for correspondence between such organizations and their customers, clients and other external parties. The overall style of letter will depend on the relationship between the parties concerned.

  

EXAMPLE

 

BUSINESS E-MAIL

      It is used to transmit virtually every type of correspondence the daily conduct of business requires. Simple messages, memos and letters, complex reports, tables of data, graphs and charts, blueprints, pictures, you name it. If it can be generated by, scanned into, or downloaded onto a computer, it can be electronically sent through cyberspace to another computer.

EXAMPLE

 

OTHER TYPE OF LETTER

INVITATION LETTER

 

       A letter of invitation is a written document in support of a person seeking a visa to enter a foreign country. An invitation letter may be formal or informal.

STEPS TO WRITE AN INVITATION LETTER

 1. Always send the letter of invitation in advance.

2. You have to begin the letter with name and address of sender and receiver. Date as to be mentioned.

3. Begin the main body of the letter with salutations.

4. The letter has to give out the purpose in the very first paragraph.

5. The letter has to give relevant facts like date, time and venue of the event in the beginning itself.

6. Make sure that the invitees know the way to the venue

7. Let the invitees know that they have to inform the organizers whether they will attend the event or not before a specified date. Give the reader the details about the person whom to contact to confirm their attendance for the occasion.

8. Proofread the letter thoroughly before sending it to the invitees. The letter has to be flawless.

9. The letter should use fonts that are professional and readable.

CLASSIFICATION OF INVITATION LETTER

FORMAL INVITATION LETTER

 

         Are commonly used by businesses to request the presence of clients or prospective clients at a special company event. They can also be used to invite guests to deliver speeches at company conventions and formal meetings. They are distinguished from personal invitation letters by their formality and the fact that an organization or corporate unit is inviting the individual to the event, rather than one person inviting someone else to an event.

EXAMPLE

 

INFORMAL INVITATION LETTER
 

       Informal invitations are like ordinary letters, though using more formal language.

EXAMPLE

 

HOW TO SEND A LETTER?

Prepare the letter to send

 

1. Choose an envelope. It is important to find a suitable envelope for your letter.

2. Put the letter in the envelope and seal it.

3. Address on the letter. Write the recipient's address in the center of the front of the envelope.

4. Write your return address. In the upper left corner of the envelope, write your name and address.

 

FINDING THE CORRECT POSTAGE

 

1.  It uses a first-class stamp.

 

2. Purchase an extra postage. The large letters that are mailed overseas, require extra postage (stamps extra) to reach its destination.

 

 

 

 

 

 SENDING A LETTER

1. Put your card in a blue mailbox.

2. Place the letter in the mailbox. 

3. Take the letter to the post office.

ADVANTAGES OF USE A LETTER

1.They are personal, showing the recipient you cared enough to take the time to write them, preferably longhand.

2. They can be a keepsake for the recipient. Maybe the world is changing, but there is nothing comparable to a "love letter." Electronic just doesn't do it.

3. You can show that you mean business. Putting a "return request" and a "red exclamation point" on an e-mail is a joke when compared to a handwritten or typed and signed letter in which you lay out your argument and demand satisfaction.

 4. There are kind of like a newspaper clipping - a bit old school, but you have the original, which you can keep and refer to and review.

 5. They are fun to send and receive; I write an average of a dozen letters a week to family and friends.

 6. They are something you get in the mail that is not a bill or junk.

 

 

DISADVANTAGES OF USE A LETTER

 

1.Time: it takes time to write them and it takes time for them to arrive.

 

2. It is bad for the environment as it is cutting down trees and will add to global warming. It is more eco-friendly to send emails.
 

 

  THINKING OF A LETTER

 

ANONYMOUS