The Word "Letter" means both "character of the alphabet" and "Written communication intended to be read by the person or persons,it is addressed to".
The communication of modern age is technologically oriented. The globe has shrunk. Thanks to the new communication technology like Telephone,Telex,E-mail,Internet,etc. People communicate with one another through these. Yet, the value of communication through lettter has not diminished.
Letter-writing is an art, which can be acquired through regular practice. A good letter is one in which the reader feels that the writer is before him and a direct conversation is taking place. The letter should be written in particular and sensible style with conciseness and clarity.
Types of letters.
Letters can be of various types. But broadly speaking, the letters can be divided into two types.
1. Personal letters or informal letters.
2. Business or formal letters.
Informal letters can be of different types.
1. Congratulations.
2. Condolences.
3. Permission / enquiry.
4. Advice.
5. Informal invitation.
6. Expressing thanks.
7. Describing and event/book.
8. Sharing an experience.
9. Discussing an idea.
10. Introducing somebody.
The letters can be between family members or friends pen friends, of any age or sex or state, with a personal touch.
Inspite of the informal tone, it has a method and manner,not long like an essay, not an arrangement of words, as in a telegram. It must clearly reveal both "I" the writer and 'you' the receiver, by pertaining to the theme in letter and spirit a two-way communication, with no scope for misreading.
Business Letter
Business letters are quite formal. Here, the draft maker should be careful lest it may lead to unnecessary trouble and confusion. These instructions should be followed.
1. Think clearly about what you write.
2. If the communication starts from your end, keep it in mind clearly.
a.To whom your write.
b. How you should pharse the content.
c. Be business-like,direct and simple
d. Avoid superlatives, and empty adjectives.
e. Make it impersonal
f. Don't mix up business and personal matter.
g. Keep a copy of your letter for ready reference.
3. If your letter is a reply keep the letter on your table and answer only to the questions asked for. Be careful that you don't leave out any fact unanswered.
4. Be careful to check whether you have enclosed all the necesary documents.
5. Enter the list of your enclosures in the copy of the letter also.
6. Answer all the letters within the scheduled time.
7.Avoid postponing a reply.
8. If you have to postpone due to some unavoidable situation draft an interim reply.
9. Use only letter pads and if needed the seal also to make your letter authentic.
10. Don't use impolite language even when you are angry.
11. Even if you give a negative reply let it be polite.
12. Lay-out and format:
a. It has a neat appearance.
b. Avoid over-typing
c. Plan for a proper margin on the left-hand,right-hand side.
d. As far as possible don't break the word such as 'go','ing'
e. Type the envelope also and sent it with the letter when it is sent for signature.
13. At present the following three forms are used writing business letters.
a. Indented Form
b. Block-form and
c. Full-block form
a. Indented Form:
In typing, each element is indented two to four spaces. The paragraphs of the body also are indented. Closed punctuation is used in these letters.
b. Block Form
Here everything is aligned with the left-hand margin except the date, complementary close and typed signature which are to be aligned with the right-hand margin. The heading is printed at the centre. Double space is left between the paragraphs of the body of the letter and between the lines unconnected with the matter. Single space is left within each element and the lines of the paragraph. Mixed punctuation is used.
c. Full Block Form
In this pattern, all the elements are aligned with the left-hand margin except the heading which is printed. Open punctuation is used. i.e., no punctuation mark is used except in the body of the letter.
