Letter
There are two types of letters – personal and formal. Personal letters are usually informal and are written to communicate experiences and feelings often to family, friends or acquaintances. Formal letters are usually written to make an impression, to have an impact, to change or alter attitudes, behaviour, or feelings. They are expected to follow a particular layout and style to be most effective.
1. Personal Letters
Layout:
___________________________________
21 Cook Street
Dublin 8
3 September 2008
Dear Mary
[MAIN BODY – PARAGRAPHS]
Love
David
______________________________________________________________
ü The language of a personal letter is conversational in tone. Your word selection should help to create a warm, friendly, chatty tone where appropriate.
ü You may begin with the greeting ‘Dear’ but for more informality you can say ‘Hi’. Close with an equally informal phrase such as ‘Love’, ‘Best wishes’, ‘Take care’, etc. Sign off with your first name only.
ü Punctuation and spelling are still important for clarity (and because it’s an English exam question).
ü You may have to adopt a persona, for example, a homeless person or a football supporter. Get into the mindset of this person and use an appropriate language register.
ü Don’t overuse the personal pronoun ‘I’. Vary the syntax of your sentences to add interest and avoid repeating phrasing.
2. Formal Letters
Layout:
______________________________________________________________
21 Cook Street
Dublin 8
086 7654321
Mr John Treacy
Store Manager
Tesco
Main Street
Bray
Co. Wicklow
12 December 2010
Dear Mr Treacy
[MAIN BODY – PARAGRAPHS]
Yours sincerely
[SIGNATURE]
David Mitchell
______________________________________________________________
ü State the main purpose of your letter in your first paragraph. Introduce yourself (without giving your name – leave that until the end of your letter), if the recipient does not already know you. For example: ‘We recently met at a seminar at the Royal Academy of Music’ or ‘I recently purchased an insurance plan from your company’.
ü Make one clear and concise point per paragraph. There should be a logical structure to your paragraphs. You can begin a new paragraph with a linking phrase such as: ‘In addition’, ‘Nonetheless’, ‘Notwithstanding’, ‘Furthermore’, etc. This helps to make your letter more coherent and unified.
ü Use ‘Dear Sir or Madam’ in situations where you do not know the name of the recipient; such letters should end with ‘Yours faithfully’. In cases where you know the person’s name (as in above example), close with ‘Yours sincerely’.
ü Avoid colloquialisms and slang.
ü If your letter is written to a specialist in a particular area (for example a doctor, accountant, computer salesperson, etc.), some jargon should be used (but don’t overdo it). If you are writing to a newspaper, avoid using specialised terms that may confuse readers.
Letter to an Editor layout:
______________________________________________________________
3 September 2008
Sir –
[MAIN BODY – PARAGRAPHS]
Yours, etc.
David Mitchell
21 Cook Street
Dublin 8
______________________________________________________________
ü In a very formal letter, do not use contractions such as ‘I’m’, ‘would’ve’, ‘mustn’t’, etc. It would be preferable to write ‘I am’, etc.
ü Don’t waffle. Only include information that your audience may need. Imagine what your reader needs to know and supply those details.
ü Whatever your purpose, remain polite. Irate ranting won’t persuade anyone to see your point-of-view.
1. Personal Letters
Layout:
___________________________________
21 Cook Street
Dublin 8
3 September 2008
Dear Mary
[MAIN BODY – PARAGRAPHS]
Love
David
______________________________________________________________
ü The language of a personal letter is conversational in tone. Your word selection should help to create a warm, friendly, chatty tone where appropriate.
ü You may begin with the greeting ‘Dear’ but for more informality you can say ‘Hi’. Close with an equally informal phrase such as ‘Love’, ‘Best wishes’, ‘Take care’, etc. Sign off with your first name only.
ü Punctuation and spelling are still important for clarity (and because it’s an English exam question).
ü You may have to adopt a persona, for example, a homeless person or a football supporter. Get into the mindset of this person and use an appropriate language register.
ü Don’t overuse the personal pronoun ‘I’. Vary the syntax of your sentences to add interest and avoid repeating phrasing.
2. Formal Letters
Layout:
______________________________________________________________
21 Cook Street
Dublin 8
086 7654321
Mr John Treacy
Store Manager
Tesco
Main Street
Bray
Co. Wicklow
12 December 2010
Dear Mr Treacy
[MAIN BODY – PARAGRAPHS]
Yours sincerely
[SIGNATURE]
David Mitchell
______________________________________________________________
ü State the main purpose of your letter in your first paragraph. Introduce yourself (without giving your name – leave that until the end of your letter), if the recipient does not already know you. For example: ‘We recently met at a seminar at the Royal Academy of Music’ or ‘I recently purchased an insurance plan from your company’.
ü Make one clear and concise point per paragraph. There should be a logical structure to your paragraphs. You can begin a new paragraph with a linking phrase such as: ‘In addition’, ‘Nonetheless’, ‘Notwithstanding’, ‘Furthermore’, etc. This helps to make your letter more coherent and unified.
ü Use ‘Dear Sir or Madam’ in situations where you do not know the name of the recipient; such letters should end with ‘Yours faithfully’. In cases where you know the person’s name (as in above example), close with ‘Yours sincerely’.
ü Avoid colloquialisms and slang.
ü If your letter is written to a specialist in a particular area (for example a doctor, accountant, computer salesperson, etc.), some jargon should be used (but don’t overdo it). If you are writing to a newspaper, avoid using specialised terms that may confuse readers.
Letter to an Editor layout:
______________________________________________________________
3 September 2008
Sir –
[MAIN BODY – PARAGRAPHS]
Yours, etc.
David Mitchell
21 Cook Street
Dublin 8
______________________________________________________________
ü In a very formal letter, do not use contractions such as ‘I’m’, ‘would’ve’, ‘mustn’t’, etc. It would be preferable to write ‘I am’, etc.
ü Don’t waffle. Only include information that your audience may need. Imagine what your reader needs to know and supply those details.
ü Whatever your purpose, remain polite. Irate ranting won’t persuade anyone to see your point-of-view.