HOW TO WRITE A LETTER: WRITING PERSONAL & OFFICIAL LETERS & NOTES FOR ALL OCCASIONS
(Based on author’s site www.geocities.com/ltrhw)
Writing letters make popular. Letter writing ability is easily acquirable. Knowing how to write letters for all occasions is useful. Writing letters is not difficult. It is easy to learn how to write letters. This is on how to write formal letters, social letters, notes, what to say in private letter writing -writing personal letters.
Writing letters communicate best. Letter writing is joy to loved ones apart. Telephone calls are never enough. They like also to receive, write letters. Personal letters can be re-read. People in love write letters. Writing letters is dreamy. Boys who write letters are popular. Girls love receiving letters. Writing letters get one remembered when not together or telephoning. Family members away like to also to receive, write letters. Friends away like to receive, write letters. Pen friends write letters. Letter writing is communication, essential literacy –and it’s fun.
One writing letters can take one’s time to think of all the things that one can not remember when together or telephoning to say. In business writing letters clarify. Personal letters are keepsakes. Some things are said easier by writing letters, some better by not writing letters but notes. Writing letters are pleasing, effective. Notes can be nice. Here is how to write a letter, personal letters.
Letter writing, whether by post, fax, or e-mail falls into three categories. In each letter writing category the approach is different. How to write a letter depends on why one is writing a letter.
… Personal letters are often letters to family members, boyfriends or girlfriends, friends or pen friends -often friendly letters.
… Semiformal letters are often routine letters to e.g., order or return goods, instruct on delivery, or to confirm or request information -acquaintances also sometimes write letters semi-formally.
… Formal letters are often non-routine. Writing a letter formally implies officialdom -most seldom write letters formally.
Letter writing scares many people. Many don’t know how to write a letter or note. The following all there is to writing letters.
>>> Writing Personal Letters
To write letters to loved ones, friends away please. They like news about you, personal letters –especially if you write letters interestingly. Write letters cheerfully. Write a letter to cheer up. When you write a letter appreciate, praise, credit them. Write letters as if who you are writing a letter to is there, you are talking: “Oh, this tea’s cold! Anyway, I decided to write a letter…”
In writing personal letters, how intimately you write a letter depends on what is acceptable to who you are writing the letter. Unless you know it’s all right, don’t e-mail, fax or post loved ones or friends personal letters at a workplace; it may embarrass, cause problems if others see your letter. Privately communicate letters.
Letter writing is easiest when one is writing personal letters. If you can’t think of much to write in your letter other than “Hi!” or “I’m well…” and “How are you?” (which always pleases), don’t postpone writing your letter. A glance at a newspaper will show interesting things to write in your letter. When you write a letter do gossip -it’s liked in personal letters. Remember this when writing personal letters. Be interesting when you to write a letter.
In letter writing it matters: include a joke or two in personal letters. Loving or funny verses please in personal letters. When you write a letter remember: in personal letters a picture of you delights. In writing letters, if appropriate, drawing a flower, heart, kiss makes personal letters loved. Write letters that ask opinions of persons you write personal letters to, even if it’s only “Good, huh?” or “Nice, don’t you think?” Such letter writing makes you interesting, popular with those you write personal letters to.
>>> Writing Semiformal Letters and Formal Letters
In writing a letter keep to the point. Letters in these categories are often short letters about personal dealings with businesses, e.g., to instruct a bank to make or cancel a regular payment, or query a return, refund, or a job. They may be long, detailed letters but still simple, easy to write letters. When you write a letter keep a copy.
>> Letters received can be, e.g., asking you to confirm something.
When writing a letter replying to such letters write your contact details at the top right corner of the letter, their address at the top left corner of the letter; add the date, and their letter’s reference.
In your letter address them as they have you. Begin the letter by stating their letter’s date, e.g., “Thank you for your letter of ….”
Continue the letter, in a new paragraph. Be brief, simple, e.g., “This is to confirm that …” End your letter as ended their letter.
>> Letters sent to businesses to complain, request information, apply.
In writing a letter to a business, address, date your letter, state their reference as above. If you know the name of the person you are writing a letter to, begin “Dear Mr./Mrs./Miss./Ms. …” If not, in your letter address the reader as “Dear Sir/Madam” or “Dear Sirs.” Ensure to state under it their order/invoice number. Keep your letter simple. When writing business letters, if began ‘Dear Mr. …’, end “Yours sincerely”; if ‘Dear Sir’, “Yours faithfully.”
> Letters of complaint are important. Before writing a letter of complaint, if annoyed, cool off -make tea, telephone friends. You are writing a letter to get a desired response -you are less likely to if you write an angry letter. Businesses in writing letters like to appear fair -business letters try, when you write a letter politely.
When you write letters of complaint say what is wanted clearly, simply, e.g., “I have not yet received a refund for … I enclose a copy of the returns-note/receipt. I look forward to hearing from you.” Add any enclosures to the letter of complaint. Keep copies.
> Letters requesting information can be personal letters but must be clear. Write a letter simply ask for the information want. In writing letters requesting information on subjects you don’t know much about, it helps to end your letter “… and any other details you may deem useful’. Writing letters so brings more information.
> Letters of application for a job or a grant should have wider margins for reader-notes, and bear in mind any closing dates. When you write a letter of application briefly emphasize how you meet the criteria. Say ‘available for interview’, and do print your name.
>> Letters to officials may need to be long, detailed; but writing letters that are so is easy. You may have to write letters arguing with business or official letters received; or to explain, detail, enclose documents; or write a letter to summon a politician’s aid.
Writing letters that are official does not require high literacy. Not high literacy but method involves writing letters that are official.
When you write a letter to deal with letters requesting specific details and documents, in your letter simply respond in the order they are listed. Where business letters or other official letters request details generally, or if you are initiating correspondence by a writing a letter, first draft your letter -it helps in writing a letter.
Letters are easily, best drafted thus: For your letter’s rough copy use lined paper. Draft your letter in pencil, leaving every other line blank. Jot down and number the points you will raise in the letter. Then stop working on your letter.
Take a break from writing your letter; do something unrelated to writing a letter. You want to write a letter to make those points. Let your mind ‘digest’ the points you will raise in your letter.
Later look at your letter again, put other points that occur to you on the blank lines. Re-number the points of your letter as you think logical. But don’t hurry up to write a letter, yet. Sleep on it.
Then look at the draft letter, amend as necessary, write your letter.
Begin your letter by stating clearly what you want. End the letter briefly, simply, clearly repeating what you want.
When letter writing ends, enclose copies of any documents in the order of your letter’s points -number, list them if they are many.
How to write a letter that is complicated is that easy and simple -that makes seemingly difficult to write letters easy to write letters.
>>> Writing Personal Notes
Unlike writing letters, notes are informal -sometimes important.
> Routine notes may not be important: “Your dinner’s in the oven,” or to the milkman: “Two bottles today, please.”
>> Social etiquette notes that are expected may be important. Many do not write letters to socially invite or let another know that one will attend a party, or to thank another. Instead of writing letters they write social notes -to acquaintances, or strangers. As in letter writing, notes cause impressions to be formed about one.
These brief notes have the same tone as when writing letters informally, but must be courteous and polite. In inviting someone, one example is: “Hi, Nancy.. I’m having my birthday party, on ….., and it’d be so nice if you too could come. Love, Jenny.” Another example is: “Dear Mr. & Mrs. … we are having a house-warming party on ….. and we would love to have you too. Yours, Jo & Joe.” In accepting an invitation one example is: “How nice! See you then! Jenny.” Another example is: “So kind of you to invite us too -we will both be delighted to attend. Yours, Eric.” If you are courteous, polite, recipients will mention you favourably when they write letters, will speak well of you in your social circles.
>> Sympathy notes must be written carefully. These are e.g., get-well notes, sometimes on cards; or, to express condolences to someone who is in mourning -when most do not write a letter but a note.
> A get well note or card, whether to a close relative away and you also write a letter, or on its own, is always more appreciated if one adds a personal touch to it. For example, if to a friend and it is not serious, “Don’t take your time about getting well -we haven’t finished our chess game yet…”; if to a friend, and it is serious, “I’ll pray for your speedy recovery.” An example, if it is to someone you hardly know and are sending it as the done-thing in your social or business circles, is: “I will look forward to hearing of your recovery from mutual friends and colleagues.”
>In bereavement cases never try to cheer up in a sympathy note with a joke; however well meant, in one’s grief it may be deemed unfeeling, inappropriate!.. Leave the comforting to the mourner’s loved ones from whom more than a sympathy note is considered appropriate! Be, or appear, sincerely saddened by the loss. Clearly state so: “I am saddened by the news of …’s death.” Say: “I am so sorry to hear of your loss.” Show so by emphasizing it, e.g., “… he/she will be greatly missed.” Unless a loved one writing a letter too, if you don’t attempt to comfort, it will be appreciated.
>> Notes to loved ones matter most. On an anniversary or birthday greeting never be satisfied with what’s on the greeting card. Even if to a loved one away and accompanied by a loving letter, always personalize the card with a few words of your own, e.g., “Miss you!” or “Love you!” or “Take care.”
Read more on Letter Writing: Write Formal & Informal Letters & Notes…
