Letter writing has had a special place since the time communication started and there is a certain format and norm for writing one. For knowing how to write a letter, one should know the existence of the different kinds of it in the first place. It is possible only then to answer this question.
The kinds of letters can broadly be divided into two categories, viz., personal and professional. It cannot be classified into these two categories though. The reason is because the type is decided upon the nature of the issue and relationship shared with the recipient. The different types of letters are given in the following list:
- Thank you letters
- Apology letters
- Business proposal letters
- Recommendation letters
- Application letters
- Reference letters
- Invitation letter
- Welcome letter
- Acknowledgement letter
Points to be Covered in a Letter
Once you know the basic format of letter writing, writing it becomes very easy. The points to be covered in the letter are basically nothing but the actual nature of the content. The purpose and reason for writing the letter will decide the same. Following are some generic tips to help you decide what to include in the letter:
- The sender's address is the first thing that goes into the letter. Decide whether you wish to send the letter from your own side, on behalf of the company, i.e. by virtue of your designation in the company or it is a part of your job responsibility to communicate with the recipient
- Answering to the above point will tell you if you need your own personal letter head or the letter can be printed on the company's letter head
- The reference to context and the subject line should say it all. Reserve the intricate details for the body of the letter
- Choose the tone of the letter; it can be persuasive, thankful, inviting for further deals or tenders, apologetic, formal acknowledgement, business letter etc. However the choice of words and intonation of the letter should be formal and respectful at all occasions. There is no exception to this rule
- Last but not the least, give your details in the end of the letter. In case you have already mentioned your contact details in the sender's details section, do mention your designation and sign the letter with the stamp of the organization, in case of official or business letters
These were some tips for writing a letter. Keep the letter brief and concise in case of professional letters. Unlike business letters, you have the liberty to give the length issues a toss in case of personal letters.