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LETTER-WRITING how to write letter with example and practise set 10+ questions

Every educated person should know how to write a clear and readable letter. Everyone has sometimes to write bussiness letters of some sort, and may have to face the problem of writing an important letter that will vitally affect his interests in life. The art of letterwriting is, therefore, no mere ornamental accomplishment, but something that every educated person must acquire for practical reasons 


 

There are several different kinds of letters (such as friendly letters, business letters, etc.) each of which has its own particular form; but there are certain matters of form which apply to all, and these may be explained first. 

In all kinds of letters there are six points of form to be attended to, namely:- 

1. The Heading consisting of 

                       (a) the writer's address and

                       (b) the date. 

2. The courteous Greeting or Salutation.

 3. The Communication or Message-The body of the letter.

 4. The subscription, or couteous Leave – talking, or conclusion.  


5. The Signature. 

6. The Superscription on the envelope.

 

1. The HEADING:- This informs the reader where you wrote the letter, and when. The where, (which should be the writer's full postal address) gives the address to which the reader may reply; and the when is for reference, as it gives him the date on which you wrote.

 The position of the heading is the top right-hand corner of the first page-the address above and the date just below it. The heading and the date may alternatively go on the left. 

24 Poorvi Marg 

New Delhi 110 057 

10 October 2001 The date may be written in any of the following ways: 4 June 2001 4th June 2001 June 4, 2001 4-6-2001 -- To a British person this means the fourth of 4.6.2001 -- June; to an American it is the sixth of April. 4/6/2001 -- (Americans put the month before the day.)

 2. SALUTATION or Greeting. The form of Greeting will depend upon the relation in which you stand to the person to whom you are writing. To members of your family, for example, it will beDear Father, My dear Mother, Dear Uncle, Dear Hari, etc. 

To friends, it will beDear Shri Desai, or Dear Desai, or Dear Ramchandra, etc. To business people, it will beDear Sir, Dear Sirs, etc. [Full examples will be given for each kind of letter later.] Note:- The use of the term Dear is purely formal, and is a mere polite expression, not necessarily implying any special affection. The position of the Salutation is at the left-hand of the first page, at a lower level than the Heading. 

3. The COMMUNICATION or Body of the letter:

This is, of course, the letter itself, and the style in which it is written will depend upon the kind of letter you wish to write. The style of a letter to anintimate friend will be very different from that of a purely business letter or an official communication. But a few hints that apply to all letters are given below. 

(a) Divide your letter (unless it is very short) into paragraphs, to mark changes of Subject-matter, etc. 

(b) Use simple and direct language and short sentences. Do not try to be eloquent, and drag in long words, just because they are long words. Be clear about what you want to say, and say it as directly as possible.

 (c) Try to be complete. It is a sign of slovenly thinking when you have to add postscripts at the end of a letter. Think out what you want to say before you begin to write; and put down your points in some: logical order. 

(d) Write neatly. Remember that your correspondent has to read what you write, and do not give him unnecessary trouble with bad penmanship and slovenly writing. 

(e) Mind your punctuation, and put in commas and semicolons and full stops in their proper places. Incorrect punctuation may alter the whole meaning of a sentence. 

 

4. The SUBSCRIPTION or courteous Leave-taking:- 

A letter must not end abruptly, simply with the writer's name. This would look rude. So certain forms of polite leavetaking are prescribed. Such as:- Yours sincerely, Your sincere friend, Yours faithfully, etc.

 [Different leave-taking forms are used in different kinds of letters, and these will be given under their proper heads.]

 The subscription, or Leave-taking phrase, must be written below the last words of the letter, and to the right side of the page.

 This is the traditional method. Note that today there is a growing tendency to place the subscription on the left side. Note:- The first word of the Subscription must begin with a capital letter; e.g., Sincerely yours 

5. The SIGNATURE or name of the writer:- This must come below the Subscription. 

Thus : Yours sincerely, K.R. Deshpande In letters to strangers, the signature should be clearly written, so that the reader may know whom to address in reply.

 A woman should prefix to the name Miss or Mrs (or: Kumari or Smt) in brackets.

 Ms can be used by a woman who does not wish to be called Miss or Mrs.

 Yours faithfully,

 (Mrs.) J.L. Desai 

 

6 The address on the envelope (or postcard): 

The address on the envelope or postcard should be written clearly, like this: Postage Stamp

 MrB.N.Joshi 

96 Hill Road 

Bandra 

Mumbai 400050

 To sum up:- In writing a letter, first write your address and under it the date in the top right-hand corner of the first page. 

You may alternatively write them on the left. Then write the Salutation {e.g., Dear Shri Desai,) lower down at the left side of the page, beginning with a capital and putting a comma after it.

 Next begin your letter (with a capital letter) on the next lower line, to the right of the salutation. 

At the end of the letter write the Subscription, or words of leave-taking (e.g., Yours sincerely), at the right/left side of the page, with your signature below it.  

For Example:-  


16 North 

Usman Road 

Chennai 600 017 

4 October 2001

 Dear Sir, I shall be much obliged if you send me as soon as possible the books which I ordered a week ago. 

Yours faithfully, 

Abdul Ghani 

 

Practise set do it yourself 

 

Write a short letter:- 

1. To your cousin, requesting the loan of a camera during your holidays. 

2. From a boy in a boarding-school to his mother who is keeping poor health. 

 3. To your father who has been away from home for a fortnight, about anything of interest that has taken place in his absence.

 4. To your cousin about what particularly pleased you at the circus. 

5. From a boy at a boarding-school to his parents on the approaching vacation.

 6. From a son to his father, stating how he hopes to fare in the approaching SchoolLeaving Examination. 

7. To your younger brother, scolding him for having neglected his studies.

 8. Reply to the above.

 9. From a mother to her daughter, on receiving a bad report from her boarding-school. 10. Reply to the above. 

11. You have recovered from a long illness. Write about your experience in bed etc., to your cousin.

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