NCERT Book Class 11 English (Hornbill) Writing Skills Ch 5 Letter-writing

5. Let t er - wr it ing
Letter-writing is an important channel of communication between
people who are geographically distant from one another. In earlier
times when the telephone and e-mail were not available, the only
means of communication between people was through letters.
Letter-writing is a skill that has to be developed. In general there
are two types of letters: formal, that are written to convey official
business and information and informal, which are personal letters
to communicate with friends and family. Formal letters are sent out
when we need to write to various public bodies or agencies for our
requirements in civic life. For example, we might have to ask for a
certificate or to inform a change in our address. A letter is usually
one in a series of exchanges between two people or parties.

Formal Letters
Let us now examine some of the steps in writing formal letters.
1. (i) Introducing oneself if it is the first time you are writing
(ii) Referring to an earlier letter if you are responding to it.
2. Stating the purpose of the letter
3. (i) Stating action/information required from the addressee
(ii) Explaining action taken/supplying information
4. (i) Urging action to be taken
(ii) Offering assistance in future
This is the basic structure of a letter. It will have to be modified
according to the purpose for which it is written and the person to
whom it is addressed.
When you write a letter you should keep in mind the following points.
1. Purpose
2. Person to whom it is addressed
3. Tone you should adopt