GITAM SCHOOL OF ARCHITECTURE

GITAM DEEMED TO BE UNIVERSITY

SEMESTER -1

SINDHU

HARSHINI

MAHITHA
LETTER WRITING

A letter is such a written message that we send to person who are far
away from us and we want to convey our message to them in clear and
forceful manner. We usually write letters to our friends and relatives.
Although the advent of IT- telephones, Mobile SMS’s and chat has
reduced the importance of personal letters writing as we can send our
messages through these medium very easily but this art is still required
where there is need of formal communication. Sometimes we have to
send application to school for grant of leave and at other time we have
to complain about someone. The same way we get a lot of chances
where we have to send formal letter. Thus this of art of writing is no
more an ornamental accomplishment but something that every educated
person must acquire for practical purposes.
TYPES OF LETTERS

• Informal Letter Writing

• Formal Letter Writing
• Business Letter Writing
• Official Letter Writing
• Social Letter Writing
• Circular Letter Writing
• Employment Letter Writing
• E-MAIL
• Registration Letter
• FIR
INFORMAL LETTER WRITING

This type of letter is written to relatives or friends. This also can be include invitations etc. such kind of letters
are known as Personal Letters.

FORMAT:

Address of the writer

Date

Greetings

Introduction paragraph

Body of the letter

Conclusion

Signature
WRITE A LETTER TO YOUR FRIEND RECOMMENDING HIM A GOOD BOOK THAT YOU
HAVE READ RECENTLY.

76, NAVEEN NAGAR,

BHIWANI.

SEPTEMBER 21,………….

DEAR PANKAJ,

I RECEIVED YOUR LETTER YESTERDAY.YOU HAVE ASKED ME FOR MY ADVICE ABOUT A GOOD BOOK
WHICH YOU CAN BE DURING THE VACATION.

I RECOMMEND THAT YOU SHOULD READ THE NOVEL `GODAANT WRITTEN BY MUNSHI PREM CHAND. THIS
NOVEL PAINTS A GOOD AND REALISTIC PICTURE OF INDIAN VILLAGE LIFE. THE HERO OF THE NOVEL, HORI,
IS A SIMPLE FARMER. HE SUFFERS HIS LIFE BECAUSE HE IS EXPLOITED BY THE ZAMINDAR, THE MONEY
LENDERS AND OTHER PEOPLE. HIS BULLOCKS AND LAND SOLD. HE HAS TO WORK HARD AS A LABOURER.
EVEN HIS SON LEAVES HIM AND GOES TO. LUCKNOW. IN THE END, HE DIES. THERE ARE SOME OTHER
MEMORABLE CHARACTERS ALSO IN THE NOVEL.

I HOPE YOU WILL ENJOY READING THIS BOOK. PAY MY RESPECTS TO YOUR PARENTS.

YOUR FRIEND,
ABHISHEK
FORMAL LETTER WRITING

This type of letters follow a certain pattern and formality. They are strictly kept professional in nature, and
directly address the issues concerned. Any type of business letter or authorities falls within this given category.

FORMAT:

Senders’ Address

Receivers’ Address

Date

Salutation

Subject

Body

Salutation
16 RING ROAD,
NAGPUR – 01.

NOVEMBER 30, 20XX.

THE DIRECTOR,
ABC CLASSES,
35 PATEL STREET,
DELHI − 18,

DEAR SIR,

SUB.: ENQUIRY ABOUT CAT COACHING CLASSES.

THIS IS WITH REFERENCE TO YOUR ADVERTISEMENT IN THE ‘THE TIMES OF INDIA’ FOR
CAT COACHING CLASSES. I HAVE PASSES THE B.SC. DEGREE EXAMINATION
WITH STATISTICS AS THE MAIN SUBJECT. I AM KEEN ON JOINING YOUR INSTITUTE FOR
THE COACHING CLASSES.
KINDLY LET ME KNOW ABOUT THE PROCEDURE OF APPLYING FOR THE QUALIFYING
TEST AND ITS DATE. I WOULD ALSO LIKE TO KNOW THE DURATION OF THE
COACHING PROGRAMME, THE DURATION AND THE NUMBER OF CLASSES PER WEEK
ALONG WITH THE AVAILABLE MODE OF CLASSES. INFORMATION ABOUT THE FEES
PAYABLE AND THE STUDY MATERIALS IS HIGHLY APPRECIATED. COULD YOU PLEASE
SEND ME A COPY OF YOUR PROSPECTUS?
I WOULD LIKE TO ENROLL AS SOON AS POSSIBLE. YOUR EARLY RESPONSE WILL ENABLE
ME TO DECIDE FAST.
THANKING YOU.
BUSINESS LETTER

This letter is written among the business correspondents, generally containing commercial information such as quotations, orders, complaints, claims, letters for collections, etc. Such letters are always
strictly formal and follows a structure and pattern of formalities

FORMAT:

YOUR INFORMATION-

Your name, Job Title, Company, Address, city, State Zip Code, Phone Number, Email Address

DATE

RECIPIENT’S CONTACT INFORMATION-

Their name, Title, Company, Company’s Address, City, State Zip Code

SALUTATION

BODY

COMPLIMENTARY CLOSE
JENNIFER WILSON,
7 HALF MOON DRIVE,
BAYBERRY HEIGHTS, MASSACHUSETTS 02630.
555-555-5555.
EMAIL@EMAIL.COM.

NOVEMBER 14, 2018.

MICHELLE PRICE,
MANAGER,
THE YARN COMPANY,
324 CENTRAL AVE,
BAYBERRY HEIGHTS, MASSACHUSETTS 02630.

DEAR MS. PRICE:

THANK YOU SO MUCH FOR TAKING THE TIME TO MEET WITH ME TO DISCUSS SELLING MY
HANDMADE SWEATERS IN YOUR WONDERFUL SHOP.
AS I MENTIONED IN OUR CONVERSATION, I’VE BEEN A CUSTOMER OF YOUR STORE SINCE I USED
MY THIRD-GRADE ALLOWANCE TO BUY MY VERY FIRST PAIR OF KNITTING NEEDLES. I’M HONORED
THAT YOU’D CONSIDER SELLING ONE OF MY ORIGINAL CREATIONS AT THE YARN COMPANY
ALONGSIDE YOUR OWN WORK.
WE DISCUSSED A TRIAL CONSIGNMENT ARRANGEMENT IN WHICH A PORTION OF THE SALES
WOULD GO TO THE STORE. THIS IS MORE THAN AGREEABLE TO ME.
LET ME KNOW HOW YOU WANT TO PROCEED. I’M AVAILABLE MOST AFTERNOONS AT 555-555-5555,
OR YOU CAN EMAIL ME AT EMAIL@EMAIL.COM, AND I’LL RESPOND TO YOUR MESSAGE ASAP.

THANKS, AND BEST,

JENNIFER WILSON
OFFICIAL LETTER

This type of letter is written to inform offices, branches, subordinates of official information. It usually relays official
information like rules, regulations, procedures, events, or any other such information. Official Letters are also formal in
nature and follow certain structure and decorum.

FORMAT:

Address of the company

Date

Receiver’s Address

Salutation

Body Of The Letter

Salutation

Signature
TO,
____________
____________
____________

SUBJECT: BUDGET DISCUSSION

DEAR ______ [NAME/DESIGNATION BASED ON FAMILIARITY],

AFTER GIVING CAREFUL THOUGHT TO THE PROPOSAL MADE BY YOU AT THE WEEKLY CONFERENCE
LAST MONDAY, I HAVE DECIDED THAT THE FORTHCOMING PROJECT WILL HAVE MY
WHOLEHEARTED APPROVAL. I HOPE THE MANAGEMENT WILL APPROVE OF MY DECISION.

I’D LIKE TO MEET AND DISCUSS THE BUDGET FOR THE PROJECT WITH YOU, AS MONEY IS AS
IMPORTANT AS ANY OTHER FACTOR IN THIS ENDEAVOR. I HAVE SPOKEN TO A FEW
REPRESENTATIVES FROM MARKETING. ONCE WE MEET, I’M SURE WE’LL BE ABLE TO ARRIVE UPON A
PRUDENT DECISION AS TO HOW TO PROCEED FURTHER WITH HIS.

MY SCHEDULE IS PACKED TILL THIS COMING FRIDAY, BUT I’M FREE FOR LUNCH AND A MEETING
AFTERWARD ON SATURDAY. IF YOU’LL PLEASE REPLY WITH A SUITABLE TIMING AND PLACE, WE
SHALL FIX THE MEETING DETAILS. I’LL ALSO INFORM THE REPRESENTATIVES TO BRING ALONG THE
NECESSARY DOCUMENTS AND STATISTICS.

YOURS SINCERELY,
________________
ABC [NAME AND SIGNATURE]
SOCIAL LETTERS

A personal letter written on the occasion of a special event is known as social letter.
Congratulatory letter, condolence letter, invitation letter ,etc. are all social letters.

FORMAT:

Receiver’s Address
Salutation
Body of the letter
Salutation
Signature
THIS IS A LETTER OF CONGRATULATION ON A PROMOTION.

12TH JANUARY 2001.

FROM:

MR. RAMACHANDRAN,
EWQ, LALAN BANDAR BARU,
82/ABC PONTIAN,
TOKYO,
JAPAN.

TO:

MR. JOHNNY KAY,

REGIONAL MANAGER,
CENTURION ENTERPRISES COMPANY,
456, LALAN BANDAR BARU,
82000 PONTIAN,
TOKYO,
JAPAN.

DEAR MR. KAY,

MY WIFE AND I WOULD LIKE TO CONGRATULATE YOU ON YOUR RECENT PROMOTION TO REGIONAL MANAGER.
THIS IS INDEED A COVETED POSITION AND WE ARE SURE YOU WILL DO A GOOD JOB.

THE LAST FIVE YEARS WHEN YOU WERE AREA SALES MANGER, YOUR COMPANY ENJOYED A GOOD TURNOVER OF
BUSINESS BECAUSE OF YOUR INNOVATIVE METHODS OF INCREASING SALES.WE BELIEVE YOU CAN BE EVEN MORE
EFFECTIVE IN YOUR NEW POSITION. WE LOOK FORWARD TO EVEN BETTER YEARS.

ONCE AGAIN, CONGRATULATION AND BEST WISHES FROM ALL OF US HERE.

WITH LOVE.
CIRCULAR LETTERS

A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large
group of people to correspond some other information like a change of address, change in management, the retirement of
a partner, etc.

FORMAT:

Company Details

Salutation

Body of the letter

Salutation

Signature
THE ELECTRONIC WORLD
2/6, MOHAKHALI, DHAKA-1212
DEAR CUSTOMER,
WE HAVE COME TO YOUR CITY
DO YOU WISH TO COME TO YOUR HOME?
JUST WITHIN FIVE YEARS OF BEING ESTABLISHED, THE ELECTRONIC WORLD HAS MADE
A NAME IN THE SUPPLY OF ANYTHING AND EVERYTHING IN ELECTRIC DOMESTIC
APPLIANCES. HAVING WON THE RECOGNITION OF OUR CUSTOMERS IN CHITTAGONG
FOR OUR GOODS AND SERVICE, WE HAVE NOW OPENED A NEW OUTLET IN YOUR
CITY, AT THE ADDRESS GIVEN ABOVE.
THE ELECTRICAL WORLD IS THE LARGEST TRADERS OF ALL TYPES OF ELECTRICAL
APPLIANCES FOR YOUR HOME. IT WILL BE A PLEASURE TO ASSIST YOU IN THE PURCHASE,
FITTING AND MAINTENANCE OF YOUR DOMESTIC ELECTRICAL EQUIPMENT. YOU WILL
GET SPECIALIZED SERVICE FROM US IN INSTALLING VARIOUS ELECTRICAL APPLIANCES
AT YOUR HOME.
WHATEVER YOU ARE PLANNING TO BUY THIS MONTH, YOU CAN MAKE A CHOICE
FROM OUR WIDE SELECTION OF REFRIGERATORS, WASHING MACHINE, BLENDER, OVEN,
TOASTER, MIXERS, GRINDERS, TV,VCD, DVD, AIR CONDITIONS ETC. WE HAVE DIFFERENT
MODELS AND BRANDS FOR THE MENTIONED APPLIANCES. WE HOPE OUR PRODUCT
WILL PROVIDE YOU THE” BEST SERVICE IN THE CITY. AS WE ALWAYS LOOK FOR THE
BENEFITS AND SATISFACTION OF CUSTOMERS, YOU CAN ENJOY CREDIT SERVICES,,
GUARANTEE AND WARRANTY AT OUR SHOP MADE FOR YOU.
YOU ARE MOST WELCOME TO OUR SHOWROOM AT THE ABOVE-MENTIONED ADDRESS.
YOU WILL BE GLAD EACH AND EVERY TIME WHEN YOU WILL VISIT YOUR SHOP: THE
ELECTRONIC WORLD.

YOURS CORDIALLY,
S. A KHAN
MARKETING MANAGER
EMPLOYMENT LETTER

Any letter with respect to the employment process, like joining letter, promotion letter, application letter, etc.

FORMAT:

Date

Address

To whomsoever It May Concern

Body of the letter

Salutation

Signature
YOUR NAME
TITLE
ADDRESS
CITY, STATE ZIP CODE

DATE

EMPLOYEE NAME
ADDRESS
CITY, STATE ZIP CODE

DEAR FIRSTNAME,

YOUR RESIGNATION FROM YOUR POSITION HAS BEEN ACCEPTED, EFFECTIVE

ON MAY 15, 20XX AS REQUESTED.
I HAVE NO DOUBT YOU WILL CONTINUE TO PERFORM TO YOUR USUAL HIGH
STANDARDS DURING YOUR REMAINING TIME WITH THE COMPANY.
IT HAS BEEN A PLEASURE WORKING WITH YOU, AND I WISH YOU ALL THE BEST
IN THE FUTURE. IF I CAN PROVIDE A REFERENCE, PLEASE DO NOT HESITATE
TO ASK.

SINCERELY,
HANDWRITTEN SIGNATURE (HARD COPY LETTER)
TYPED SIGNATURE
E-MAIL

FORMAT:
To:
CC:
Subject
Salutation
Body of the letter
Salutation
Signature
TO:

CC:

SUBJECT:

DEAR SIR OR MADAM,

I AM WRITING THIS LETTER IN RESPONSE TO THAT TALK WE HAD OVER PHONE LAST
WEEK REGARDING A NEW DEAL THAT WILL HELP BOTH COMPANIES TO INCREASE THEIR
REPUTATION AMONG PEOPLE.
[DISCUSS BRIEFLY ABOUT THE ISSUE AND DO NOT MAKE THIS SEARCH FOR KEY POINTS
BY WRITING PARAGRAPHS, BE SHORT AND TO THE POINT].

I HOPE THAT THE ABOVE MENTIONED DEAL WILL WORK BETTER FOR US AND LOOKING
FORWARD FOR YOUR REPLY.

THANKING YOU,

YOURS SINCERELY,
__________
SIGNATURE,

NAME.
REGISTERATION LETTER

FORMAT:

Your Details
Date
Receiver’s Details
Salutation
Body of the letter
Salutation
Signature
YOUR NAME
CURRENT JOB TITLE
CURRENT ORGANIZATION
ADDRESS
CITY, STATE, ZIP CODE
YOUR EMAIL
DATE OF RESIGNATION

DEAR MR./MS./MRS. [LAST NAME]:

I WOULD LIKE TO INFORM YOU THAT I AM RESIGNING FROM MY POSITION AS X FOR
COMPANY A, EFFECTIVE DECEMBER 21.
I APPRECIATE THE OPPORTUNITIES FOR PROFESSIONAL DEVELOPMENT THAT YOU HAVE
PROVIDED ME OVER THE PAST TWO YEARS. I HAVE ENJOYED MY TENURE AT COMPANY
A, AND IN PARTICULAR FEEL HONORED TO HAVE BEEN APART OF SUCH A SUPPORTIVE
TEAM.
IF I CAN BE OF ANY HELP DURING THIS TRANSITION, PLEASE LET ME KNOW. I AM
AVAILABLE TO HELP TRAIN MY REPLACEMENT, AND WILL ENSURE ALL MY REPORTS ARE
UPDATED BEFORE MY LAST DAY OF WORK.
THANK YOU AGAIN FOR THE OPPORTUNITY TO WORK AT COMPANY A. I WISH YOU ALL
THE BEST AND LOOK FORWARD TO STAYING IN TOUCH.YOU CAN EMAIL ME AT X.
SINCERELY,
YOUR SIGNATURE [HARD COPY LETTER]
[YOUR TYPED NAME]
FIR- FIRST INFORMATION REPORT

This type of report is a clear cataloguing of the facts associated with the event in question. Since the
purpose of the report is to provide the First Information Report to the police based on which they will
take the necessary action, the narration of facts should be precise and clear; and the tone very formal
and terse. This report is generally written in the form of a letter addressed to Officer-in-charge of the
local police station.

FORMAT:

Police station details

First Information Report

Body of the letter

Date

Salutation

Signature
DATE…
THE SHERIFF/OFFICE IN CHARGE…
POLICE STATION NAME…
ADDRESS…

SUB: APPLICATION FOR MISSING IMPORTANT DOCUMENTS/CERTIFICATE

RESPECTED SIR,
IT IS SUBMITTED THAT APPLICANT IS THE RESIDENT OF MODEL TOWN UNDER
YOUR DOMAIN AND NEEDS YOUR HELP IN SEARCHING FOR MY LOST
DOCUMENTS INCLUDING ID CARD, PASSPORT AND ACADEMIC
PAPERS. (BRIEFLY DESCRIBE ON YOUR LOST THINGS).
IN FACT, I HAD LOST THE PAPERS IN THE EVENT OF JOB FAIR ARRANGED BY
VARIOUS COMPANIES AT (PLACE NAME), LAST (DATE). THESE DOCUMENTS
HAVE A VITAL IMPORTANCE IN MY LIFE AND CAREER AS WELL.
IT IS REQUESTED THAT NECESSARY DIRECTIONS MAY PLEASE BE PASSED TO
THE CONCERNED OFFICERS SO THAT I COULD FIND MY LOST DOCUMENTS
AS SOON AS POSSIBLE.
YOUR HELP IN THIS REGARD SHALL BE HIGHLY PRAISED.

YOUR NAME…
ADDRESS…
CONTACT NO. AND SIGNATURE…