Letter Writing (formal/informal/ cover letter/application)
1. What Letter Writing Is (even in Email Era)
Letter writing = structured written communication for specific purpose and audience, with format signaling formality. Email uses same structure but shorter.
Types:
| Type | Purpose | Tone | Example |
|---|---|---|---|
| Formal (business/official) | Professional request, complaint, inquiry to authority/company | Formal, concise, objective | Application for leave, complaint about product, inquiry about course |
| Informal (personal) | Personal to friend/family | Friendly, conversational | Letter to friend, invitation |
| Cover letter / Application | Accompany resume for job/internship | Formal, persuasive, tailored | Job application, internship request |
2. Format of Formal Letter (exam expects block format — memorize 7 parts)
1. Sender's Address (top left or right) + Date (e.g., 15 Oct 2026)
2. Receiver's Address (To: The Manager, Company, Address)
3. Subject (Subject: Request for...)
4. Salutation (Respected Sir/Madam, Dear Sir,)
5. Body (3 paras: Introduction + Details + Conclusion/Request)
6. Complimentary Close (Yours faithfully/sincerely)
7. Signature (Name, Designation, Enclosure: Resume)
For informal, no subject/receiver address needed, Dear + friendly tone, close Yours affectionately.
3. Cover Letter / Job Application Structure (most asked)
Sender address + Date
To: HR Manager, Company
Subject: Application for the post of Software Engineer (Ref: Ad dated...)
Respected Sir,
1st para: Source of vacancy, post applied, brief interest.
2nd para: Qualifications (degree, CGPA, relevant skills: Java, projects), matching job.
3rd para: Request for interview, availability, contact.
Yours faithfully,
[Signature]
Name, Phone, Email
Enclosure: Resume
Resume/CV separate document attached, not letter body.
4. Tips for Exam
- Be concise, correct, courteous (7C's).
- Formal → no contractions (I am, not I'm), no slang.
- Mention enclosure: "Encl: Resume, Certificates".
5. Exam Points
- Distinguish formal vs informal format — 5 marks, very frequent.
- Write formal letter (e.g., to principal for leave, to manager for complaint) — 7-10 marks, very frequent (almost certain to ask one formal letter).
- Write cover letter for job with format — 7 marks, very frequent (the most common application question).
- List 7 parts of formal letter — 5 marks, frequent.