WRITING 5. Letter-writing

1 letter -WRITING107 Letter-writing is an important channel of communication betweenpeople who are geographically distant from one another. Inearlier times when the telephone and e-mail were not available,the only means of communication between people was is a skill that has to be developed. In generalthere are two types of letters: formal, that are written to conveyofficial business and information and informal, which arepersonal letters to communicate with friends and family. Formalletters are sent out when we need to write to various publicbodies or agencies for our requirements in civic life. For example,we might have to ask for a certificate or to inform a change inour address. A letter is usually one in a series of exchangesbetween two people or LettersLet us now examine some of the steps in WRITING formal (i)Introducing oneself if it is the first time you are WRITING (ii)Referring to an earlier letter if you are responding to the purpose of the letter3.

2 (i)Stating action/information required from the addressee(ii)Explaining action taken/supplying information4.(i)Urging action to be taken(ii)Offering assistance in futureThis is the basic structure of a letter . It will have to bemodified according to the purpose for which it is written andthe person to whom it is you write a letter you should keep in mind the following to whom it is you should of the of expressionWe have so far considered the content of letters. A letter also has atypical and address of senderCompanies have printed letterheads with the name of thecompany printed on them. A letterhead may also carry thename and designation of persons in responsible and address of of address or salutationSalutation is the mode of addressing a person.

3 We may havethe following forms.(i)Dear Sir/Madam (when we are WRITING to a total strangerwhom we do not know at all).(ii)Dear Mr/Ms/Dr/Professor + Surname as in: Dear DrSinha, (when it is a formal relationship with theaddressee and the writer does not know him or herpersonally).(iii)Dear Sujata (when the writer knows the addresseepersonally and the two share a semi-formal relationship). to previous correspondence, if official letters carry a subject line just above thesalutation. This is for quick reference to the of letterThe content of the letter begins on the next line and isarranged in two or three close and signatureLetters usually end politely with the following phrases:Thank you, With regards, With best wishes, Hope to see2022-23 letter -WRITING109you soon, Hope to receive an early reply etc.

4 Thecomplimentary close is followed by Yours sincerely/ Yourstruly , and the writer s signature in the next below is an example of the format of a formal PatelManager, Customer ServicesVijayanagar Gas Company121, AmeerpetHyderabad 500 01612 November 2005Mr Shagun Thomas801, Vijay ApartmentsBegumpetHyderabad 500 016 Sub: Your application No. F323 for a new gas connectionDear Mr Thomas, With regards,Yours sincerely,Ritu PatelNowadays all the parts of a letter are aligned on the left. Thisstyle is called the Full-Block style. The date and signature are very important in letters.

5 We do not use commas after every line in the Do not begin your letters with hackneyed expressions like, With reference to your letter dated 10 January . Instead,use personalised variations like, I was glad to receive yourletter of 10 or We were happy to note from yourletter that the goods have reached you Never end your letters with hanging participles like Thankingyou or Awaiting your reply . Instead write, Thank you or We/I await/look forward to your reply .Informal LettersInformal letters include personal letters. If it is a personal letterthe format is flexible. We might just write the name of our city ontop, followed by the November 2005 Dear Sujata, Bye,Yours affectionately/With love/All the best/Take care etc.

6 (Signature)2022-23 letter -WRITING111 The flexible format of the informal letter may also be used toseek information from concerned authorities. Given below isan NCERT CampusSri Aurobindo MargNew Delhi 110 0169 September 2005 The ManagerHimachal TourismMall RoadShimlaDear Sir,We are planning to spend our vacation in Dharamsala,Himachal Pradesh during Dussehra and would like someinformation regarding availability of lodging in the would like to have information about inexpensivehotels in and around Dharamsala. Could you pleasesend me a city map and brochures about the activitiesand sights in the city?Thank faithfully,(Suryadhan Kumar)Given below is the format of the informal letter . Your address (but not your name) usually goes in the top right-hand corner, but may go on the left too.

7 The name and/or job title (if you know them) and the addressof the person you are WRITING to goes on the To address someone whose name you do not know youcan write: Dear Sir, Dear Madam, Dear Sirs, Dear Sir/Madam. To address someone by name, use their title and Dear Dr Balakrishnan. To end a letter , use Yours sincerely , if you have addressedthe person by name; Yours faithfully , if you have begunthe letter with Dear Sir or Madam , ApplicationAt some point of time each one of us will have to apply for a applications are usually written in response us take this sample advertisement from a daily newspaper,The Hindu dated 15 November the ADVENTUREC ustomer Support ExecutivesGraduate/Diploma holderswith/without experiencepossessing good CustomerService skills.

8 Excellent spokenand written communicationskills in English is a in your applications withyour resume and passportsize photograph to:WONDERLANDCOMMUNICATIONS,SOUTH STREET, SALEM,TAMIL NADULet us assume that you have a degree or a diploma and areapplying for the job. We need to prepare a resume, which actuallymeans a summary of particulars relating to your background,academic qualifications and experience, if any. Other terms usedfor resume are curriculum vitae and biodata .2022-23 letter -WRITING113 The general format of a resume or curriculum vitae isshown VITAEName:Address:Telephone Number:E-mail ID:Date of birth:Academic Qualifications: :(Begin from presentemployment)Skills:Languages known:Hobbies and Interests:Achievements:References:(names of people in positionslike your school Prinicipal whocan certify your character andconduct)2022-23114 HORNBILLNow we need to send a covering letter along with the curriculumvitae.

9 The following letter is an name and addressDateThe ManagerHuman Resource DivisionWonderland CommunicationsSouth Street, SalemTamil NaduDear Sir,I would like to apply for the post of Customer SupportExecutive that you have advertised in The Hindu of 15 November have just completed my Diploma in Communicationfrom the State Polytechnic. I was happy to note that youdo not insist on selected, this would be my first job. I am a sincere,honest and hardworking person. I am friendly andoutgoing and have good communication am enclosing my resume and look forward to meetingyou in ,Yours truly,(Signature) have not received your Roll Number card for the ClassXII examination. Write a letter to the Registrar, ExaminationBranch, CBSE asking for a letter to the President, Residents Welfare Association ofyour locality suggesting some measures that could be takenfor solving the problem of water scarcity and conserving a letter to the editor of a newspaper expressing yourviews on the deteriorating law and order situation in a letter to your friend narrating your experiences in arescue a letter to the Editor of a magazine describing a danceperformance you have seen or an art gallery you have