Simple Letter Drafting PDF
Q: This is the part of the letter that includes a word like “sincerely” and your name.
Answer: Closing
Q: The body is the heart of the letter where the message is written.
Answer: True
Q: What is the part of the letter that includes the address and date at the top?
Answer: Heading
Q: For a business letter, a great start would be, “Hello, my name is______, and I want to tell you…”
Answer: False
Q: A letter should be written in columns.
Answer: False
Q: The three purposes of On-demand writing are to persuade, to entertain, and to ______.
Answer: Inform
Q: What is the purpose of the following prompt? (Letter to teacher for field trip)
Answer: Persuade
Q: Who is the audience of the following prompt? (Write letter to teacher)
Answer: Your teacher
Q: Which of the following are transitional words? Check all that apply.
Answer: Furthermore, In addition, Also, First
Q: On-demand writing can take the following forms: (Check all that apply)
Answer: Short story, Letter, Speech, Editorial, Article
A letter can be written for different purposes and may follow different structures, but some basic elements are commonly used.
a) Sender’s Address
The sender’s address is written at the top left-hand corner of the page. Each part is written in a separate line. No comma is used between lines.
b) Date
The date can be written in any official format. Do not use abbreviations in formal letters.
Examples:
6/9/2023
6.9.2023
6-9-2023
September 6, 2023
6th September 2023
c) Subject
It states the purpose of the letter. It should be written in a single line.
d) Salutation
It is the greeting to the receiver of the letter. It should be formal and gender-neutral if not specified.
Examples:
Dear Sir
Dear Madam
Dear Sir/Ma’am
e) Body
This is the main part of the letter. It has three parts:
Introductory paragraph: Purpose of writing the letter
Informative paragraph: Details of problem / request / explanation
Concluding paragraph: Request, suggestion, or closing statement
f) Complimentary Close
A polite ending of the letter.
Examples:
Yours Sincerely
Yours Faithfully
g) Signature
Name of the sender (and designation if required).
TYPES OF LETTER WRITING
Letters are mainly divided into two categories:
-
Formal Letters
-
Informal Letters
FORMAL LETTER WRITING
Formal letters are used for official purposes like complaints, enquiries, orders, or editor letters. They are written in a formal tone and structured format.
Main Types:
-
Letter of Complaint
Used to complain about a product or service.
-
Letter of Enquiry
Used to request information about courses, services, etc.
-
Letter of Placing/Canceling Orders
Used for ordering or cancelling goods.
-
Letter to the Editor
Used to express opinions or highlight public issues.
LETTER OF COMPLAINT
Purpose: To report a problem and request a solution.
Techniques:
-
Polite and formal language
-
Mention product/service details
-
Include complaint clearly
-
Mention refund/replacement if needed
LETTER OF ENQUIRY
Purpose: To get information about courses, services, or products.
Techniques:
-
Polite tone
-
Clear questions
-
Mention required details
-
Request reply within time if needed
LETTER OF PLACING ORDER
Purpose: To order goods/services.
Techniques:
-
Clear list of items and quantity
-
Mention payment terms
-
Mention delivery date
-
Optional discount request
LETTER TO THE EDITOR
Purpose: To highlight social issues or public problems.
Techniques:
-
Clearly state issue
-
Provide facts and reasons
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Suggest solutions
-
End with request for action
INFORMAL LETTER WRITING
Informal letters are personal letters written to friends, relatives, or acquaintances in a casual tone.
Techniques:
-
Friendly and conversational tone
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Personal style
-
Emotional expression allowed
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Warm closing
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