LETTERS AND ITS TYPES

LETTER AND ITS TYPES

A letter is a written document that contains a message. This document is, generally, kept in an envelope and sent to the targeted recipient via mail or post. It can be handwritten or printed on paper. It helps to connect two parties and solve many issues which can not be solved by oral communication. Hence, it is a very strong and reliable tool in communication.

FORMS / TYPES OF LETTERS

Letters are of various types it depends on the purpose and the sender of the letter.

	Types of letter	Sub-types of letter	Sender	Receiver
1	Informal	1.Individual/personal	Individual (single person)	Relatives, friends etc.
2	formal	1.     Government	Government	Single person or government or business person.
		2.     Business	Businessperson	A single person or government or business person.
		3.     Individual formal	Individual (single person)	A single person or government or business person.

There are broadly two types of letter, namely Formal Letters, and Informal Letters. But then there are also a few types of letters based on their contents, formalities, the purpose of letter writing etc. Let us have a look at the few types of letters.

1.    Informal Letters:

It is also known as a personal letter. Though it has a set format but it's tone and style doesn’t follow any set pattern or formalities. It contains personal information. This letter has a written conversation. An informal letter is generally written to friends, acquaintances, relatives, etc. It helps to keep personal relationship strong and healthy.

2.    Formal Letters:

Formal letters are written to the people who are not our relatives or friends. It follows a certain pattern and formality. It is strictly kept professional in nature, objective in style, and formal in tone. It directly addresses the issues concerned. Any type of business letter, official letter, or letter to authorities are known as formal letter. these are of following types-

a)     Official Letter:

This type of letter is written by government offices to inform other offices, branches, subordinates of official information. It usually relays official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow a certain structure and decorum.

b)     Business Letter:

A business letter is always written by a person related to a business. He may be the owner or any designated employee of a business firm. Such letters deal with business issues like inquiry, quotations, orders, complaints, claims, adjustments, letters for collections, etc. Such letters are always strictly formal and follow a structure and pattern of formalities. These are of the following types-

                 i.          Sales letter

It is written by the seller and used to promote a product or service provided by a firm/company/institution etc.

                ii.          Inquiry letter

It is written by a buyer and  used to enquire about a product or service provided by a firm/company/institution etc.

              iii.          Quotation letter (Replies to Enquiry letter)

It is written by the seller and is used to attract customers sothat they can buy/purchase the items from the seller.

              iv.          Order letter

It is written by the buyer after finalizing everything.

                v.          Complaint letter

It is written by the buyer if he/she is not satisfied with the product/service.

              vi.          Adjustment letter

It is written by the seller to find a solution of the problem/complaint and satisfy the customer.

c)      Personal formal letter:

This letter is written formally by an individual (person) either to a government office or to a business firm or to an editor of a newspaper etc.

                 i.          Letter to authorities- It helps to pick unsolicited issues and drag the attention of the concern authorities towards a problem which may be related either to the writer or to a group. It may concern either to the unhygienic condition in an area, or chain/mobile snatching, or corruption at ration shop, etc.

                ii.          Letter to editor- It is again a letter written by an individual personally but in a formal style. It is written to get a message published either in a newspaper or in a magazine.

d)     Social Letter:

It also comes under the formally written personal letter and is written on the occasion of a special event in the society. Such letter is known as a social letter. Congratulatory letters, condolence letters, invitation letters, etc. are all social letters.

e)     Circular Letter:

It is a means of mass communication as it announces information to a large number of people. The same letter is circulated to a large group of people to give some important information like a change of address, change in management, the retirement of a partner, etc