Purposes

- formal

- application (gian)

- communication between friends (pen- pal)

- business

- love letter

Letter Writing

Letters remain hugely important in our everyday lives. People still feel the need to have something confirmed in writing and a letter can add the all important personal touch. But there are pitfalls to letter writing. Below are our top tips for getting your letter right.

1. Define your purpose

Before you begin writing a business letter ask yourself:

• Why am I writing this letter – what has led up to it?
• What do I hope to get out of it (my maximum aims)?
• What do you expect to get out of it (my realistic aims)?
• What is the best way to achieve this?

  What information do I need to provide? For example, dates of previous letters, dates you saw advertisement, dates of appointments, addresses of shops and people, names of people involved, reference or account numbers.

  What arguments do I need to use?

2. The first paragraph

The first paragraph of the letter should introduce the subject matter and either state or imply your purpose in writing.

3. The body of the letter

The body of the letter should consist of one or more paragraphs. It should develop clearly and logically the argument and facts of the case. If there is more than one paragraph, each paragraph should focus on a separate aspect of the subject matter and there should be clear links between paragraphs.

4. The final paragraph

The final paragraph should leave the reader in no doubt about your attitude towards the subject of the letter. It may, for example, spell out what you would like to see happen. It should be positive and unambiguous.

5. Achieve the right tone

Although the reader of your letter may be unknown to you, it is important to achieve a suitable tone in your writing and not to be too casual or too formal. So, as far as possible:

• Avoid Jargon whenever possible.
• Use shorter sentences rather than longer ones.
• Avoid using the passive. For example write, ‘We sent you that letter by mistake’, rather than the more pompous, ‘Our letter was sent in error’.
• Don’t let your feelings get the better of you.
• Don’t try to be too clever.
• Be clear and to the point, but don’t be too blunt.

6. Adopt a clear layout

Adopt a letter layout that is clear and consistent. For example, if you put a comma after the person’s name in the greeting, include one after Yours faithfully/Yours sincerely; either indent the paragraphs or leave a space between them, without indentation.

7. Sincerely or Faithfully?

If you are writing to someone whose name and title you do not know, use the greeting Dear Sir or Madam, and the ending Yours faithfully, signing yourself with your initials and surname.

If you are writing to a named person, address them as Dear Mr/Mrs/Miss/Ms, and end Yours sincerely, followed by your first name and surname.

If you have met them or spoken to them by phone, or otherwise feel that you have some acquaintance with them, address them by their first name and sign yourself Yours sincerely, using your first name.

http://www.askoxford.com/betterwriting/letterwriting/

Abbreviations Used in Letter Writing

The following abbreviations are widely used in letters:

• asap = as soon as possible
• cc = carbon copy (when you send a copy of a letter to more than one person, you use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your letter)
• pp = per procurationem (A Latin phrase meaning that you are signing the letter on somebody else's behalf; if they are not there to sign it themselves, etc)
• ps = postscript (when you want to add something after you've finished and signed it)
• pto (informal) = please turn over (to make sure that the other person knows the letter continues on the other side of the page)
• RSVP = please reply

http://www.usingenglish.com/resources/letter-writing.html#

Layout of a Formal Letter (Format)

Refer to link below:

http://www.usingenglish.com/resources/letter-writing.html#

How to write informal letters

Informal letters are usually used in communicating with friends, relatives etc. It shares

a similar format with Formal Letters (refer to document on Formal Letters) but requires

a lesser degree of formality.

Generally speaking, an informal letter basically contains:

1. Date

2. Salutation

Although the salutation usually begins with “Dear” (eg Dear Mr Chan, Dear Patrick), it has not particular format. For very close people, “Dearest” may

be used instead (eg Dearest Mom). For very close friends, you may even just write their name.

3. Main body

4. Valediction & Name of writer

The format of Informal letters generally follow this format but have a great degree of flexibility. There is generally no restriction or special requirement for what to write or what not to write.

http://www2.hkedcity.net/sch_files/a/lsc/lsc-eng/public_html/writing_webpage/Informal%20Letters.pdf

Sample of Informal Letter

Hi Leo, Informal. Formal way: Dear Mr. XXX

It's been a while since we wrote, so I thought I'd drop you a line to bring you up to date with what's been happening here.

I suppose the most important thing is that Jane's job is more secure than we thought. At the beginning of the year, when she got the job, we thought it might only be for one semester, but we just found that she has a permanent contract of sorts. Obviously this is great, as it means we can relax a little. I still don't have what I really want work wise, but it will happen soon. You have to stay positive, don't you? Casual Language

My parents are both fine, and I think they are really happy that we've moved back. For us, it's great to be so close to family again, an extra sense of comfort and security. We see my sister quite often as she's in London, although we're not that bothered about going into the city. Casual Language

So, what about you these days? Are you still stuck in that old job? Since I've been having so much trouble getting a job I understand your reluctance to change. There's nothing worse than filling in endless application forms, with no idea of what it will lead to. Casual Language

Anyway, I've got another form to fill in so I'll love you and leave you.

Regards Formal Way: eg. Yours Sincerely

John

http://www.parapal-online.co.uk/resources/letters.html