Lecture 12 Letter Writing

What is a Letter?

  • Written form of communication.

  • Conveys information, expresses thoughts, or makes requests.

  • Can be formal or informal.

  • Composed on paper or electronically.

  • Follows a specific format (salutation, body, closing).

  • Sent through mail or email.

  • Records correspondence.

  • Used for personal, professional, and business purposes.

  • Tangible and lasting communication.

  • Allows for thoughtful expression of ideas.

Difference between Letter and Email

  • Letter: Physical documents, sent via traditional mail; longer delivery times; formal format; can be handwritten or typed; requires a physical signature.

  • Email: Electronic messages, sent instantly; casual and conversational; stored electronically; quicker and more convenient; may be easily lost or deleted.

Types of Letters

Formal Letter

  • Business correspondence.

  • Job applications.

  • Complaints or requests.

  • Official notifications.

  • Academic or professional communications.

  • Invitations.

Informal Letter

  • Letters to friends and family.

  • Casual updates or sharing personal news.

  • Thanking someone for their help or kindness.

  • Inviting someone to an informal event or gathering.

  • Catching up with someone after a long time.

  • Sending greetings or well wishes.

  • Expressing condolences or congratulations in a personal context.

Points to be considered in Letter Writing

Aspect Comparison

Aspect

Informal Letter

Formal Letter

Tone

Casual

Formal

Idioms

Can be used

No idioms

Contraction

Common (e.g., didn’t, I’m)

Rarely used

Language

Conversational

Polite and precise

Salutation

Hi [Name], Hey [Name]

Dear [Title] [Name],

Closing

Regards, Cheers, Love

Yours sincerely,

Structure

Flexible

Standardized

Length

Varies, can be longer

Typically concise

Punctuation

Informal and relaxed

Formal rules

Layout of Letters

  1. Heading: Address appears at the top.

    • Indent Form: Full address.

    • Block Style: Full address.

    • Correct format: house number, street, city, area.

    • Punctuation: Commas and full stops as needed.

    • Date format: Specific style.

  2. Margin: Typically 1 inch on all sides.

  3. Salutation: Start with 'Dear' followed by a name.

  4. Body: Main content, usually three paragraphs.

  5. Subscription: Begins with 'Yours,' capitalized; ending with a comma.

  6. Signature: Clear writing beneath the subscription.

  7. Postscript: Additional information after signature, noted with 'P.S.'

Example Letter Format

  • Your Address

  • Date

  • Recipient's Address

  • Subject

  • Body: Introduction, Purpose, Conclusion.

  • Closing: Formal and polite finish.

Sample Formal Letters

Request for Issuance of Doctor of Pharmacy Degree

  • Introduction: Specific request for degree issuance, mentioning completion of requirements.

  • Body Details: Importance of degree for career advancement; attached documents.

  • Closing: Gratitude for assistance.

Request for Lecture

  • Introduction: Invitation for a guest speaker on pharmacy prospects.

  • Body Details: Topics covered in the lecture and their significance.

  • Closing: Encouragement and contact details for further discussion.