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The Art of Letter Writing

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Introduction
Private Laters
Business and Official Letters
Various Parts of Letter-Heading
Various Parts of Letter-Salutation
Various Parts of Letter-Reference
Various Parts of Letter-Body of the Letter
Various Parts of Letter-Signature

Introduction:Letter writing is one of the important art of civilized society. Communication between man and man is always necessary and whenever such communication is not possible in person we resort to letter writing .

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Letter writing is an art and it should be cultivated as an art. That is to say it must aim at a certain standard of form and elegance. Our letters must be simple and clear so that they may be easily understood by those to whom they are written. Letter writing has been aptly called talking on paper.
Private Laters : Good private later should be as easy and natural as conversation. We should write as we should talk, when I read your letter I hear your talk. Private letters should be in conversation style or more in formal style. 

Business and Official Letters: Business letter should be more direct and must deliver its message in the most effective manner and official letter should be formal and dignified. Both business letters and official letters must be clear concise, courteous , complete and correct. There is absolutely no room for display of anger, feeling or sentiment. It must be remembered that success in letter writing depends on successful imagining of the presence of person to whom the letter is being written .
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Various Parts of Letter:
1. Heading: It is the topmost place where the writer starts his letter. If it is a personal letter then the writer must write his address at the right top corner. The address must be in full just after address the date is mentioned. For example I am writing this one.

                                                             Manoj
                                                           10, Dharmtalla Street,
                                                           Kolkata-01
                                                          July 7, 2013
 The margin to maintained while writing the heading will be half inch from the top and half inch from the right.

In a business letter where the name of the person address is not mentioned in the salutation the name or title with the address is written. Now a days it is usual practice to write the address to the top left of the page. Here I am writing for example.

July 7 2 0 1 3
To
The MSTL Agency,
10 , Bankim Chndra Street,
Calcutta 

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Don't write first second for etc, while writing the date keep it simple.
2. Salutation: The salutation is the courteous form of addressing the person to whom the letter is written. It is written a couple of lines below the address and begins from the left hand side. Margin of the page is about half inch from the left side. The salutation depends on the relationship or degree of intimacy between the writer and they person written to.
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Relation
Salutation
Private
Parent and near relatives
My Dear Father, My Dear Mother, My Dear Brother, Dear Brother, Dear Sister, Dear Ram, My Dear Ramesh, ,
Intimates
My Dear Roma, Dear Roy, My Dear Roy
Ordinary acquaintances
Dear Mr. Sen, Dear Shri Sen (“My Dear” not to be used here)
Business
Individual
Dear Sir, Dear Madam,

Firm or a Board
Dear Sirs, Gentleman , Messers(M/s) , Sen and Pandit etc.

Official
Officials and Stranger
Dear Sir, Sir ( strictly official), Dear Madam.

Headmaster or Headmistress or Principal
Sir, Madam
Editor of a Newspaper
Sir, Dear Sir


3. Reference: This is for any reference of the letter sent previously or any official letter or note sheet number as a supporting document to this letter .

4. Body  of the Letter: This contains the  main message; which the writer wishes to convey to the addressee. This part is what this letter concede to write the letter.The other parts of the letter are of secondary importance. It should be written clearly, neatly and in a logical order. And the message must be understandable. Avoid pompous language. Nothing foreign to the subject matter should be introduced and unnecessary details shouldn't be given unless it is necessary. The body of the letter should be precise, brief and explicit. whatever be your theme, keep the purpose clearly in mind while writing the letter.
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 Such expressions as the following are trite and should be avoided:

 Trite -Natural 
Your letter of even date -Your letter of today
 Your favour -Your letter. 
at band, to hand -We have received letter
 your Yours of the 5th -Your letter of March 5
 Yours of the 5th instant -Your letter of March 5
 Thanking you again -Thank you again
5. Signature:
Name:
Mobile Number:
6. Enclosures: If any required. 


LETTER Photograph, picture, image



Weekly Popular

Application For Two Days Leave | For School students

I want to intimate students and guardian that this is an application. Therefore it should be simple and clear so that message is conveyed properly. Many of reader will say that they can write better than this. So for those type of people I want to say that do research in essay writing, article writing not in application writing. This sample application is to save time of the students and parents. This is very common and most important requirement of the school students. Many know the technique of writing the letter , but feel fear and problem while writing the reason in the application. I want to clarify this thing. Think, if your need is justified then you have to write excuse without any fear. This is the straightforward rule of writing leave application. also don't be shy of writing one reason or excuse many time.
So here is the sample application.

Date March 25 , 2013

To,
The Principal
XXX School, XXX

Sir,

          Sub: Leave application.
Respectfully I want to say that I was s…

An Application to School Principal for Re-examination

Question :write an application for giving re exam as you were not well. You have gone to school but couldn't write the first paper because of your weakness.Note: this application may please be edited to make suitable for your purpose . 25 October 2016
To
The Principal
Section/Department
St. Peter's School
Dear sir , / Madam ,
Sub: Request for Re-examination .
with due respect I want to put my humble request to you for allowing me for a re-examination. I know it is a tough decision to take from your end . But sir it is not as tough as my health problem from which I have come out somehow. I have been suffering from a critical illness that spoiled my right time of my carrier. If you will consider my request then you can save my carrier . During my illness time I tried to write the first paper but I couldn't sit for 10 minutes in the examination hall . Being a good student I

I , therefore , request you to kindly consider my case as different from normal cases. I am …

Request for cleaning Garbage Letter

This letter is for cleaning the garbage.muck or mud of your locality. The addressee may be Municipal corporation of any responsible agency either private or government.   The symbol [X] stand for the address of locality or area of which cleaning is needed.  DATE: 25 September 2012
T o, The Officer In charge, [ADDRESS OF THE CONCERNED PERSON]

Sir, Sub- Request for cleaning Garbage, grass and mud waste at near my quarter/house [X].
Respectfully We  want to say that grass and mud waste and other garbage have been accumulated near my quarter/house area. It has become very much unsafe because of snakes ; that has been noticed many times. Also it is looking very dirty and uncomfortable. The sketch of the areas that need cleaning attached with this application.


I , therefore, request you to kindly arrange for required cleaning and oblige.
Thanking you,                                                                      Yours Faithfully

                                                                  …

Leave Application | To The School Principal | Sample letter for Leave

This is not a research paper. It is an application. Therefore the purpose is to keep it simple and understandable. The message should be conveyed hundred percent. This application is very much needed . Everybody are not so much confident in writing leave application. Therefore this application is for their help. Don't hesitate save time. Every time puzzling mind is not important. So copy this application and get rid of all tension.Date: April 13, 2013
To 
The Principal
XXXX School
XXXXX (city name)

 Sir
Sub- Leave application
With due respect I beg to state that I was out of station for three days , from  _____________ to _____________ with my family at our village. As health condition of my grandfather has got deteriorated, therefore I could not return back before the reopening of the school. 
I, therefore, request you to kindly grant me a leave of three days and oblige.

Thanking you,

                                                                    Yours Obediently
           …

An Application to the School Principal for Exemption from appearing at Unit Test Examination

This application subject is written by a student to the school principal. The question of this application will be like this. Question: Write an application to the the principal of your school for exemption from appearing at the test examination.  Here is the sample letter given below. April 2, 2013
To 
The Principal,
XXX School,
XXX Road,

Dear Sir,
I beg to state that I am unable to appear in the undergoing Unit Test Examination  due to my serious illness. I had typhoid for last month and advised by doctor to take bed rest for this week. I will join the school after this week. I humbly request you to consider my case and do the needful for me as per the rules of the school. I scored above 90% in the half yearly examination. So I hope that it will be taken into account for my candidature and best outcome will be offered to me by the school  to attend this unit test separately.
I, therefore, request you to kindly consider my case and do the needful for me and oblige.

Thanking you,
             …

A Letter to The Post Master about Address Change

Question: Write a letter to the post master of your local post office requesting him to acknowledge your recent shift to a new address.

From,
XXXXX Singhania,
x/2, XXXX Road,
XXXXX (City name)

Date: November 16, 2014.

The Post Master,
XXXXX Avenue,
XXXX (City Name)

Dear Sir,
       I would like to acknowledge you about my recent shift from my old residence to a new residence and thus I want to inform you about my new address for communication. 

     I have recently changed my house to a new residential area. The street is situated to the left of the previous street ; where I used to live. It is my kind request to you that whatever mails , letters etc comes at my old address, it should be delivered to my new address. 

If by mistake any letter or consignment is delivered to my previous address then that may please be checked, if possible those may be delivered at my new address. 

                             Thanking you,

Your affectionately.
XXXXX Singhania,
[Mobile: 91XXXXXXXX]



A Letter to Leading Bookstore to Order Books

The question for this type of letter writing will be as given below.
Question:Write a letter to a leading bookstore requesting the manager to send you few books ; which you required immediately. You may send him a demand draft of certain amount as advance , promising him to pay the due in cash on delivery.
The sample letter is given below:

House No-XX
XXX Road,
Xxx (city)
-...
June 30,2014 To,
          The Manager ,
           XXX Bookstore,
           XXX Market

Dear sir,
              Sub:An Order for books.

I am an ICSE student of class 8 and would like to place an order for few important books. I need these books immediately whose names are been mentioned below with their author's name.

Book Name- Author
1.Middle school Mathematics-R. K. Bansal
2. concise IX mathematics-R. K. Bansal
3. Math vision - Nidhi Gupta
4. Scholar's senior English Grammar and composition- J. Martin

I, therefore, request you to kindly send me these books as soon as possible as my unit test is knocking…

Letter to a Friend to care of her health

Your best friend who is away at a boarding school, has very poor eating habits. write a letter to her to care of her health, maintain a proper diet and avoid fast food ; which she is very fond of.
December 16, 2011

My best friend, XX

How are you ? I hope you are in good mood. Your mother informed me yesterday that you have very poor eating habits. When I came to know about this, I felt very bad. I want to tell you that you should take care of your health by maintaining a habit of proper diet. You should avoid fast food because if you eat too much fast food, you will fall sick frequently. It will not provide you healthy food value, nor it will keep you fit. It will give you only taste. You must take breakfast, dinner and lunch at proper time and in right quantity. You should also develope a habit of doing physical exercise.So I hope you will do what I advised you.With best regards.
Your loving friend
XXX