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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 …

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,
             …

Letter to the Librarian to issue some Books for coming Examination

Question : Write a letter to the librarian of your school requesting him to issue books ;which you need for preparation for your coming exam next week.Note: The student is doing B. Com and this letter is according to his need. The students of other streams can edit the letter as per their requirement.26 July 2016 To
The Librarian,
Example School
Example City xxxx13,
Respected Sir/ma’am, Dear/Sir/ Madam ,
Sub: Request to issue some books
I am writing this letter to request you to kindly issue me few books from the library. I am a student of B.com and I need to study for my upcoming exam. I tried to buy these books from the book store but unfortunately they are not available in market. My exams are starting next week and I need these books to prepare for my subject.
Considering my situation and need to prepare for my exam, I earnestly request you to issue me these books from your library for a week-
1. B.Com exam guide by Surya Publication
2. B.com sample question papers by…

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]


Write a letter to the District Magistrate of your area complaining about the condition caused by street vendors and suggesting suitable solution to the problem so as to certify Devendra and to avoid the condition

Question : Write a letter to the district magistrate of your area complaining about the condition caused by street vendors and suggesting suitable solution to the problem so as to certify Devendra and to avoid the condition.
Note: ... 26 July 2016
To
The Officer In Charge / Designation etc
Section/Department
Name of the Organisation
Dear Sir / Madam ,
Sub: Complain letter about problem caused by street vendors.
Ref: Write reference if you have. Otherwise leave it.
With due respect , I would like to inform you about the congestion which is created by street vendors . The street vendors have displayed their shops on the road which is meant for moving vehicles .as they found no area available for their goods , they have made their shops on the road . These shops are creating problems for the big vehicles for moving on the road. Due to these there are always congestion on the roads. We, the common people have problems while walking and buying the groceries and others…

Letter to your Friend wishing him or her a Quick Recovery

Question: write a letter to your friend wishing him or her a quick recovery after a serious illness. 

Date: June 30, 2013

Dear Friends,

I am in shock to hear that you are suffering from typhoid for several days. When I listened this news, I felt very sad. Dear friend you are not coming to school but our class teacher is going fast to finish the chapters. But don't worry. I don't want to put you in panic about this. Don't get tensed about the class work. I will give you all the class work, I wish your soon recovery so that you can attend school again. I have listened about this disease very often that it is a very serious illness. I wish your fast recovery. I have came to know that your treatment is under a good doctor. Follow all the advice and instruction of the doctor, because it is very important for your quick recovery. Also  I want to suggest you to get rest sufficiently. Your friend are in grief after listening about you. We all pray to god for your quick recovery .

So…

Letter to your Principal for Apology of Cheating in the Examination

Question : Write a letter to your principal for apology of cheating in the examination .
Note: This letter may be given at extreme state if asked to submit a letter. Otherwise it is not required to submit, it is because this type of activity should not be made public. 20 November 2016
To
Principal
St XXXXX's School
City Name
Sir / Madam ,
Sub: Request to forgive my mischief (cheating).
Respectfully I beg to state that I have done something which I must not do. I have caught for cheating during examination. I realized my mistake. It happened due to extreme pressure of not being scolded from my parent. Now I am realizing for loss of my self respect. My intention was not wrong . I want to assure you sir that this will not happen again ever in my life. Sir you can deduct my marks for the answer I had copied. To be very honest I will tell the answer noumber that I had copied. .

I therefore request you to forgive me and allow me for examination without cancelling my paper. …