Letter writing: points to remember about all letters

THERE are three main types of letters to be aware of: the friendly letter, formal letter and the business letter.

The lay-out and style of your letter are ruled by the type of letter you are writing. To help decide this, research says you should ask yourself three simple questions: Who is writing the letter? For whom is the letter intended? Why are you writing? You could shorten these to: Who? Whom? Why?

Here are sample questions of letters you might be asked to work on: Imagine that you have just arrived at a new school. Write to a friend describing what it is like and how you are enjoying it. Answers to the three suggested questions: Who is writing the letter? You as a friend. Whom? Your friend at another school. Why? Describing what it is like at a new school and how you are enjoying it. This is obviously a friendly letter you are going to write.

You wish to study at a local university. Write to a local university to request brochures and any other relevant information about costs, subjects on offer and dates for registration. Answers to the three questions you ask yourself: Who? You as a prospective learner. Whom? Local university. Why? To request information about studying a certain degree programme. This is now a business letter.

A formal letter falls somewhere between a friendly and business letter: You have just written O-level examinations and wish to thank your Computer Science teacher for the extra lessons he gave you to prepare for the Computer Science paper. Write the letter.

Since you know your Computer Science teacher, this is not a business letter but because it deals with a business matter it must be written in a formal style.

Remember the following points for each type of letter: Friendly letter: Writer’s address should always be included and date placed below the address. Greetings could be something like: Dear

John or Dear Aunt Jane. Endings could be – Yours sincerely or Yours truly. Style – informal. A business letter has two addresses – writer’s address and that of the addressee. Write name or position of the person you are writing to. The salutation should be Dear Sir/Madam.

Before you begin your letter give it a heading and underline it. End with: Yours faithfully. Sign your name. Print your name. Give your official position if relevant. Style is formal on this one.

In the formal letter writer’s address should always be included, as for the other two letters but business address may or may not be necessary — this depends on who you are writing to; for example, it is unnecessary if you are writing to your class teacher but necessary if you are writing to a headmaster at another school.

Points to remember about all letters: plan all letters before you start writing. State your purpose in the opening sentences, answering questions like: why? Whom? What? Who? End off a letter with a “rounding off ” statement, for example, I look forward to your reply or visit or many thanks again. Whether or not your letter ends with “Yours sincerely” or “Yours faithfully”, “Yours” always begins with a capital letter and “sincerely” and “faithfully” always begins with a small letter.

Be consistent — if you have been taught to write indented, half-block or block letters, make sure you stick to the same form all the way through. For example, we mainly use the half-block form of letter is used in our syllabus. This means that no punctuation is used in the address or in the ending of the letter. Now we come to specifics — Friendly letters. Although the style of a friendly letter is informal, it should still be clearly structured, with each paragraph carrying a main point.

In addition, slangy and “sloppy” expressions should be avoided. It is better to stick to the suggested endings, (Yours sincerely, Yours truly), rather than use flowery ones such as “Oceans of love” or Your ever loving one”. Avoid over-personal details and try to keep your content relevant to the purpose of your letter.

When you are not supplied with addresses and names, simply make up your own. Business letters — points emphasised: Remember that your letter is intended for someone completely unknown by you so: Deal strictly with the business in hand.

Be clear, direct and to the point. Address whoever you are writing to as Dear Sir/Madam. Write the position held by the above at the top of the business address. After you have written Dear Sir/Madam give your letter a title.

Always conclude Yours faithfully. Sign your name but also print it clearly below your signature so that there is no doubt about who you are. If you hold a position, (for example, secretary), this should be printed below your name. Learn these basics of letter writing to produce quality work. Never take the issues raised here for granted. Well written answers to letters result in good grades.

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