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Letters are one of the oldest and most effective forms of communication. Writing or crafting a letter serves diverse personal, professional, and official purposes. Based on the tone, template, intent, audience and formats used while crafting a letter, a letter can be broadly classified into formal and informal categories.
We usually write letters or draft emails for business correspondence, official documentation, personal exchanges and more. Therefore, a letter should be tailored to convey messages effectively while maintaining the appropriate level of decorum and clarity. Understanding the different types of letters and their formats is essential for effective communication in both personal and professional contexts.
In this article, we will learn more in detail about what a letter is, the Different Types of Letters, their importance, formats, templates, and more.
Stay tuned!
Table of Contents:
To be more precise, a letter can be defined as a formal way of conveying a message from one individual to the other through a specific medium.
A letter can either be handwritten or printed on paper and sent through a post or an email.
Overall, a letter is a written medium of communication between two individuals and has been contributing a vital role in communication all over the world.
Letter writing is still used as a primary source of communication, specifically in business, professional and official communication. Even today, letter writing has been considered one of the most valuable and practical forms learnt and used for various reasons. There are several types of letter writing, each of which has its format, templates and style.
Read More: Master the Art of Formal Letter Writing.
There are different types of letters which vary widely based on the purpose of letter writing and each type of letter is used for a particular reason or audience. For instance, we use leave letters for applying for a leave, we use “Notice Letters” for notifying about something important, request letters are used to request permission to leave early and a lot more.
Similarly, there are more than 10 to 15 different types of letters and are classified into two different categories based on the format, tone and purpose of letter writing.
The formal letters are mainly written for official or professional use. The technique of writing this letter is clear, formal, and to the point. Any professional letter either for placing orders or inquiries, editorial letter, job application, leave letter, or claiming a complaint. All these letters are categorised under the formal letter.
An informal letter is a type of personal letter which is written to family, friends or relatives. Thus, it is also called a friendly letter. An informal letter is written in a friendly, casual or personal style to convey the concerns.
Generally, an informal letter is written to notify your dear ones about:
Let us explore the differences between these two letters:
|
Formal Letters |
Informal Letters |
|
Also known as Business Letters |
Also known as Social Letters |
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It should be precise and to the point |
Informal letters can be lengthy |
|
A completely formal writing tone is used |
A casual and emotional writing style is used |
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Drafted for professional or business purposes |
Drafted for personal purposes |
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Examples- Clients, colleges, etc. |
Examples- Relatives, Friends, etc. |
Here are the different types of letters:
Let us have a detailed look into some of these types of letters.
An Authorisation Letter is a formal and legal document, which is essential for delegating tasks or responsibilities to a trusted individual. This letter ensures clarity and avoids misunderstandings while providing written proof of permission. This letter fosters efficiency and convenience by enabling someone else to act on your behalf in a structured and legally acceptable manner.
Here are some types of Authorisation letters:
Read More: Authorisation Letter-Formats, Samples and Tips.
Business Letter refers to a formal type of letter which is used by organisations or companies to communicate professionally with clients, shareholders, investors, customers, other companies, etc. This letter is mainly used to convey confidential information and messages. Hence, this letter is crafted in formal language and a specific format.
Here are some standard types of Business letters:
Read More: How to Write an Effective Business Letter for Success?
A cover letter is a one-page business letter that an individual needs to submit while applying for a job, along with his/her resume. This piece of persuasive writing will aim to convey to the employer why you are a great candidate for the particular job profile position or organisation.
Here are some types of Cover letters:
Read More: How to Craft an Impactful Cover Letter?
A Complaint Letter is a type of formal letter that is documented to address any type of misconduct, crime, grievance, or anger that arises from a product, service, or other resources.
There could be a variety of reasons for submitting a complaint letter.
Here are some types of Complaint letters:
Read More: Complaint Letter: Its Format and Samples.
An Inquiry Letter refers to a type of communication either to desire information or obtain details regarding a particular subject, service, or opportunity.
This is a formally written letter or a type of communication regarding an inquiry for any particulars regarding something that a person is interested in.
There are several types of inquiry letters, including:
Read More: Inquiry Letter for Class 10: Formats and Samples.
An Invitation letter mainly refers to an invitation or a type of letter written mainly to invite guests to a specific event. The primary objective of sending an invitation letter is to manage the event in a better way as it allows the host to make appropriate arrangements as required.
Some of the different types of Invitation letters include:
Read More: How To Write an Invitation Letter for Events?
A notice letter is a formal way to communicate crucial or essential information or intentions clearly and professionally. A notice letter is written for academics, professional or personal contexts. A well-written notice letter is a valuable tool for precise and adequate communication.
Some of the different types of notice letters include:
Read More: Notice Letter: Formats, Samples & Tips
Request Letter
A request letter is a formal document written to seek assistance, information, permission, or any other favour from an individual, organisation, or authority.
Crafting a request letter is a professional way to communicate your needs or requirements and convey your request in a respectful and polite tone. A well-written request letter clearly states the purpose of the communication, provides relevant details, and emphasises the importance of the request to ensure a positive response.
There are several types of inquiry letters, including:
Read More: Request Letter: Format and Sample Letters.
A relieving letter is an official document issued by an employer to an employee upon their resignation or completion of their notice period. This letter serves as formal confirmation that the employee has been relieved of their duties and responsibilities within the organisation.
Read More: How to Write a Relieving Letter: Format and Sample
A resignation letter is a formal document drafted by an employee before resigning from their position. This letter is submitted to an employer either by email, written or printed letter.
There are several types of resignation letters, including:
Read More: Resignation Letter Template With Examples
A termination letter is a formal letter or document or a notice letter issued by an employer to an employee to inform them that they are being dismissed from their job.
There are several types of resignation letters, including:
Read More: 10 Termination Letter Samples & Formats
A happy birthday letter is crafted to make someone feel truly special on their big day. Unlike informal or other personal cards or text messages, the happy birthday letter allows you to convey genuine emotions, special memories, and well-wishes in a meaningful and unique manner.
Some of the personalised happy birthday letters include:
Read More: A Personalised Happy Birthday Letters
Letter writing is a practical way of communication. Both formal and personal letters differ in tone, structure, and purpose. Here are the following tips which need to be followed when writing both types effectively.
Tips for Writing a Formal Letter:
Tips for Writing a Personal Letter
Crafting Letters are universal and impactful norms of communication. Different types of letters serve a specific purpose and audience.
Whether it is a complaint letter, an invitation letter, a formal business letter, a friendly informal note, or a personal birthday greeting letter, choosing the right type of letter and adhering to its conventions ensures that your message is clear and impactful.
Mastering the art of letter writing is a valuable skill that promotes and encourages more powerful relationships, persuasive communication, and professionalism in all aspects of life.
For more details about the different types of letters, their templates, formats, and importance, visit our website at JAIN College, one of the Best PU Colleges in Bangalore.
Answer: Letter Writing has been deemed one of the most useful forms of communication and is used for various reasons.
Answer: Here is the general format used for letter writing:
Answer: A few examples of a formal letter include an Appointment letter, application letter, Resignation Letter, Relieving Letter, Cover Letter, Termination Letter, Authorisation Letter, Inquiry Letter, Request Letter, Notice Letter, Complaint Letter and more.
Answer: Formal letters are letters that are written for official purposes.
Answer: Formal letters naturally tend to use a professional tone.
Answer: Informal letters are personal letters that are mainly written to family, friends, relatives, a close acquaintances, etc.
Answer: A letter is said to have six main parts, which include the Sender’s Address, Date, Receiver’s Address, Salutation, Body of the Letter, Complimentary Close and Signatures.
Answer: In both formal and personal letter writing “Salutation” and “Subscription” are used.
In personal letter writing:
Salutation: Dear, My dear, Dearest, etc.
Subscription: Yours affectionately, Yours lovingly, Thanking you, etc.
In formal letter writing:
Salutation:Dear Sir/madam, RespectedSir/madam,
Subscription: Yours faithfully, Yours sincerely, Thanking you, etc.
Answer: Personal letters naturally tend to use a friendly or casual tone.
Answer: A few examples of informal/personal include Happy Birthday Letters, Invitation Letters and more.
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