Letter Writing

Formal and informal letter

  • Formal letters are written for many reasons: to provide some information, to submit a request, to recommend someone or something, as well as to complain, apologize, etc.
  • Informal letters are written for similar reasons, but usually to people we know.
  • The main difference between these letters is the language you use.

The formal letter contains:

  • indefinite-personal sentences;
  • use of passive forms in most cases;
  • complex grammatical constructions;
  • more complex and official phrases;
  • special linking words (further, first of all, second, finally, in fact, to conclude)

The formal letter should not contain abbreviations.

An informal letter contains:

  • everyday vocabulary;
  • definitely-personal sentences;
  • rare use of passive;
  • less complex grammatical structures;
  • abbreviations;
  • simplified linking words.

Structure of informal letter

Address

The first thing to write is your address, i.e. the address of the writer (basically, the sender’s address). We usually write the address on the left-hand side of the page at the very top. The address should be accurate and complete. Even when writing to close friends or relatives the address must be written, so they can reply back to the letter with ease. If the recipient of the letter is in another country, do not forget to write your country as well in the address.

Date

Next just below the address we write the date. This allows the reader to have a reference as to when the informal letter was written. He can then relate better to the contents of the letter. The date, preferably, shold be in expanded form.

Greeting

Now since you know the person you are writing to, the greeting can be informal as well. If it is a friend or someone close to your age you can greet them by their first name, like “Dear Alex”. If you are writing to your relative like your mother/father/aunt/uncle etc, you may greet them as such, for example, “Dear Mom”. And if you are writing to an elder person, someone you respect greatly you can address them as Mr or Mrs. Like say for example you were writing a congratulatory letter to your teacher, it can be addressed as “Dear Mrs. Alex”.

Introductory Paragraph

And now we begin writing the actual letter. The introductory paragraph sets the tone for the whole letter. You might begin by asking the recipient about their well being. Or you may say that you hope the letter finds them in good health and great spirits. The opening of informal letters should be casual and comforting. It must not be formal and direct as in business letters.

Cliches

  • I was glad to get your letter.
  • Thanks for your letter.
  • Lovely to hear from you!
  • I was surprised to hear that…
  • Great news about …
  • Good to know you are doing well.
  • I must apologize for not writing earlier…
  • Sorry I haven’t written for so long but…
  • I’m sorry I haven’t answered earlier but…
  • I’ve just received a letter from you! I am so glad to hear…
  • How are things with you?
  • How is your family?
  • Hope you’re well.
  • I thought you might be interested to hear about…
  • Here is some news about…
  • In your letter you asked me about…
  • I’ll do my best to answer your questions.

Body of the Letter

The letter overall should maintain a friendly tone. But you have to adjust the language and the wordings according to who you are writing to. With a friend, you can afford to be very casual and flippant even. But if you are writing to an elder relative, you must be extremely respectful and considerate.

One way to determine the tonality of your letter is to remember how you talk to the person in a conversation. And then apply the same syntax and sentiments to the letter.

Cliches

  • I am writing to ask for your advice/Give me your advice about…
  • I am writing congratulate you …
  • I am writing to invite you to…
  • Have you made any plans for…
  • Last time we were discussing…

Linking words

  • firstly, secondly, thirdly
  • for that reason
  • as
  • because
  • nevertheless
  • also
  • by the way
  • however
  • although
  • for instance
  • in addition
  • in other words
  • on the other hand
  • moreover
  • in fact
  • of course
  • especially
  • generally
  • in conclusion
  • overall

Conclusion

In the conclusive paragraph sum up the reason for writing the letter, i.e. summarize the letter. Say a meaningful and affectionate goodbye to the reader. And do not forget to invite the reader to write back or reply to your letter. It shows an intention to keep the conversation going.

Cliches

  • That’s about all I can tell you on this problem.
  • If you want to know anything else, just drop me a line.
  • That’s all my news for now.
  • Well, got to go now.
  • I must finish my letter because…
  • Well, I’d better go now as I have to…
  • Give my best regards to…
  • Please write to me again soon, and tell me all your news.
  • Looking forward to hearing from you/I can’t wait to hear from you!
  • Go write back as soon as possible.
  • Take care and keep in touch!

Signature

There is no one way to sign off informal letters. Since they do not follow a strict format, you may sign off as you please. Some commonly used phrases are

  • Lots of Love
  • Best,
  • Best Wishes,
  • Kind Regards,
  • Kindly,

Pick the one that best suits the occasion and then simply sign your name below the greeting.

Examples of informal letters

structure of a business letter

Main structure elements of a business letter

A scheme of a business letter with example

Types of letters

  1. Asking for/giving information.
  2. Request.
  3. Asking for/giving advice.
  4. Invitation.
  5. Accepting/refusing an invitation.
  6. Expressing congratulation/thanks/regret/sympathy.
  7. Giving news.
  8. Apology.
  9. Application for a job.
  10. Letter of complaint.
  11. Paying a bill.