Letter Writing Is a Tradition That’s Always Trending
Letter writing has played the role of a crucial communication tool in history. The handwritten letters used to be the only way to communicate between two persons separated by distance.
With technological advances, mobile phones, faxes, and other devices have substituted the traditional mode of letter writing. Practically, still, letters are used in business purposes, job applications, or invitations. The ways and forms of the two letters are different.
Cover letters and business letters are a part of formal letter writing. On occasions, the senders can write their message in the form of a letter and send the receipt using their mail.
Though the Short Message Service (SMS) has substituted the informal letters, the art of writing an informal letter is still in practice. It is not just an ancient form of communication but a piece of literature. The letters of many famous writers, such as Franz Kafka, are highly adorned by the readers.
Difference Between the Format of Formal and Informal Letters
For formal and informal letters, the beginning, middle, and end are different. Even though the basic structure is the same, the mode of presentation, delivery of message, and language differs in formal and informal letters.
The Beginning of a Letter
In informal letters, the writers need to put their address, date of the letter, and the person they are addressing. Since formal letters are written to the people who are known to the sender, they can start the letter as a dear “name.” The invitation letter can be both informal and formal.
For small House gatherings, the sender may use a personal tone in their invitation letter. The introductory part of the informal letter may have phrases like “How are you? / Hope this letter finds you in good health,” etc. The sender can also put their introduction without adhering to the regular introductory sentences.
● Never Forget These Few Things
Formal letters should have the sender’s name, address, and date in the beginning. The sender must add the name, address of the person they are sending the letter. For example, in job applications, the sender must add the hiring manager’s address.
The formal letters must have a subject in them. The sender must mention the purpose they are writing the letter. It must be summarized in 8-10 words.
● What Salutation Should One Use?
For formal letters, the addressing should be more formal. In case the senders do not know the name of the recipient, they can use “Dear Sir/ Madam.”
For business letters, it is better to use a personalized address as that ensures the proximity between the business organization and the customer, the manager, and his subordinates or colleagues.
● Things That Should Be There in the Introduction
The introductory part should introduce the sender and the issue he/she intends to speak about for formal letters.
The sender must use formal language right from the beginning. In the case of business letters and cover letters, the writing should strictly follow a formal approach. For an invitation letter, the tone can be something in-between.
The Middle Part of a Letter
The middle part of a letter, also known as the letter’s body, has an elaborated idea. In the case of informal letters, this part has the most valid information. The senders can formulate this part as per their choice.
For formal letters, the middle part is the extension of the phrase the sender has written in the subject. The language must maintain the flow of the introductory paragraph of the letter.
The middle of the letter should contain the whole of the message that the sender wants to convey. To end the message in the formal letters, the sender must mention its purpose in the last sentence.
How to End a Letter?
The ending of a letter must be an essential part of it. For business organizations, business letters strengthen the bond between the send and the recipient. A more personalized and interactive ending of a letter can help make the customer or recipient feel close to the sender. It is a way to secure good professional bonding.
● How to Sign-Off?
For the ending of a letter, the sender must use a letter sign-off. For formal letters, the ends like yours lovingly can be used. In business letters, the writer can choose formal closings such as “respectfully,” “with regards,” “sincerely,” etc.
For an informal ending, the writer can use best wishes, regards, cordially, thanks, etc. If the sender regards the relationship between the sender and recipient, it creates a sense of proximity. For any business organization, it is essential to seal the relationship with the customers.
For cover letters, a humble tone should follow until the end. It represents them as a fit candidate who serves the company with gratitude and tries to maintain a healthy relationship with the management.
● The Words to Use to End the Letter
In the case of cover letters, in the end, the writer can use the word “sincerely.” Letterclosing or the end of the formal letters is quite significant.
In the case of an invitation letter, the ending should be comfortable and cordial. The warmth of the greeting can make the recipient respond to the invitation.
● End With a Signature
For professional letter writing, it is essential to end the letter with a signature. If the writer is sending the business letters via email, then they must include their signature. If the letter is sent on behalf of the company, they must mention his designation, company name, and contact number.
The letters that are sent to the customers must have an interactive tone at the end. Some interactive endings are—“I look forward to working with you. I appreciate your opinion on this matter. For further queries, feel free to contact me.”
Besides the structure of a letter, it is always better to use a coherent style and language. The writer must not switch tones in between paragraphs. The writers should compose a letter instead of using the standard letter format that is available. This generic letter format may fail to show the enthusiasm of the sender.
Proofread Before Sending
The letter represents the thoughts of the writer. Therefore, the writer must use their ideas, language to write letters. The writer can also use a writing tool to check the letter for grammatical mistakes before sending it.
However, not just grammar checking before sending writing, plagiarism checkers is a must for the writers. Why? If a letter is copied from any sample available on the internet, it loses its impression.
People don’t really care about reading something that’s copied. It creates a wrong impression, and the recipient doesn’t feel like reading it. Hence, the best way to avoid this situation is to write a unique mail. However, even in this creation, people can unintentionally copy a specific part or so. Hence, the only way out is using plagiarism checkers for writers. It will help them to avoid it even while crafting a letter.