English Grammar and Composition chapter 13: Letter Writing

LETTER WRITING

WHY DO WE WRITE LETTERS

• We write letters to our friends and relatives to know about them
• We write for sending and receiving information.
• We write letters to different institutes, organizations for seeking specific information, admission and also for jobs.

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TYPES OF LETTERS

• Personal
• Formal/business/official

PURPOSES OF PERSONAL LETTER

Below are some purposes of a personal letter

• to thank
• to apologize
• to invite
• to make an arrangement
• to request
• to reply to another letter

Different Parts of a Personal Letter

The five parts of a personal letter

• Heading
• Greeting/ Salutation
• Body
• Complimentary closing
• Signature

1. The Heading - this includes the recipient's address and the date (in some cases, it's OK to just write the date)

2. The Greeting/ Salutation - the act or an instance of welcoming (Dear.......,)

3. The Body - the main text of your letter

4. The Complimentary closing - the closing includes a short capitalized expression, such as "Sincerely," or "Love,"

5. Signature - name and signature

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Below is a sample of personal letter. Look at it carefully to identify different parts and the way they are presented in a letter.

Instruction: Suppose you have been ill for a few days. Therefore, you missed some classes. Now, you write a letter to your friend telling him to provide information and materials you missed during the time.

Figure

Labels: Heading, Greeting/ salutation, Body, Body, Body, Complimentary closing, Signature Description: A sample personal letter inside a box. Labels on the left point to: the heading (the date at the top); the greeting "Dear friend"; three body paragraphs; the complimentary closing "Your Friend". An arrow from the sender's name points to a box labelled "Signature".

November 04, 2014

Md. Azhar Ali Care of Amzad Hossain Flat No. F-3 Nirala Housing Khulna

Dear friend

Hope you are well. I am also fine. You know that I have been seriously ill for last two weeks. I have missed a lot of things done in the classes. Our examination is near. So, I am worried about it.

I request you to inform me what important things have been taught in the classes. Please write in details about English, Mathematics and Science.

I am looking forward to receiving your reply. I hope that you will help me to make up the missed lessons.

Your Friend

Minhaz Ali Rupsha Housing Khulna

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Here is another example of a personal letter. Now discuss in pairs or groups and identify different parts of this letter. Also notice the language of the letter and tell your friends or teacher if it is easy or difficult.

Do you think that it is possible for you to write the same type of letter on another topic in this way? You can write another letter and show your friends or teacher.

Instruction: Suppose, you have witnessed a street accident recently. The accident was very terrible and you still cannot forget it. Now, write a letter to your friend describing that street accident.

05, 2014

Mina Rahman Bahadurpur Road Benapole, Jashore

My dear Mina I am writing this letter with a heavy heart. I know that it is difficult to express it in words. Yet, I am trying to tell you about it.

A few days ago I witnessed a street accident. It took place near our school when we were returning home from school. It was around 4.30. I noticed that a truck was running at a high speed. Raju, a boy of class six in our school, was then crossing the road. But he did not notice the truck. The truck ran over the boy. We rushed to the spot but Raju was no more.

I cannot forget the terrible accident. I still hear the fearful shouts of Raju to save himself. I am writing this to tell you that you must be careful while crossing the road. Only awareness can save us from street accidents.

Yours ever,

Minti Afrin 171, Newtown Jashore

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Formal Letters

Objectives

We write a formal letter to request for something or asking for something or getting some information.

Different parts of a formal letter

There are seven parts of a formal letter. These are:

• Date
• Address
• Salutation
• Introduction
• Body
• Closing
• Signature

1. Date

The date is put at the top of the page for any business communication. It is an official record of correspondence that may be kept for future reference.

2. Address

The address of the person receiving the correspondence includes formal name, street address, city, state and postal code.

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3. Salutation

The salutation is the formal way of addressing a person. Common salutations are Dear or Dear Mr. Hasan, Dear Sir/Madam, etc.

4. Introduction

The first few sentences of a letter are introductory in nature. The introductory section introduces the subject of the letter.

5. Body

The body of the letter shares most of the information. It also contains some supporting ideas.

6. Closing

The closing of the letter summarizes what the letter was about.

7. Signature

It contains the writer's name, address, etc.

TASK-1

Instruction: Suppose, there is a Computer Training Institute in your locality. You have noticed the advertisement of admission into a 'Basic Course'. You want to attend the course. Now write a letter to the Coordinator requesting him to send you an admission form.

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Example of a Formal Letter

Figure: Example of a Formal Letter

Labels: Date, Address, Salutation, Introduction, Body, Body, Closing, Signature, Topic Sentence Description: A formal letter printed in a grey panel with the parts labelled in boxes on the left: Date, Address, Salutation, Introduction, Body (two labels), Closing, Signature. An arrow from the box "Topic Sentence" points to the underlined first sentence of the introduction.

October 17, 2014

Mr. Mizanur Rahman Coordinator Computer Hub 32, Bangabandhu Road Khulna

Dear Sir,

I have seen your advertisement regarding the admission in 'Basic Computer Course' in a local daily. I am a student of class Eight. I am very interested to enroll myself in the course. Now I need an admission form.

I, therefore, request you to send me an admission form so that I can apply for it.

Sincerely yours,

Ahsan Habib Class viii Roll No 17 Khulna Pilot School Khulna

Here is another example of a formal letter. Now, discuss in pairs or groups and identify different parts of this letter. You may also notice how the main point is presented in the letter. Do you think that it is possible for you to write another letter on the same type of problem you notice?

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Task-2

Instruction: Suppose, your school stands on the river Mogra. The river is beautiful. The river is used in many ways. However, some people often throw wastes into the river and pollute its water. Throwing waste, chemicals and fertilizers into river can be the causes of many diseases.

Now, discuss in groups about the causes and effects of water pollution. You can also discuss it with your teacher. After the discussion, write a letter to the Headmaster of your school requesting him to organize a rally to create public awareness about water pollution.

November 8, 2014

The Headmaster Sunrise Model High School Netrokona

Dear Sir, We are the students of class eight of your school. You know that our school stands on the Mogra. It is a beautiful river. But it is getting polluted every day by the people. They throw different types of waste into it and pollute its water. Some people are so careless that they throw even chemical wastes into it. We need to do something to save the river from pollution.

We, therefore, request you to organize a rally to create awareness among people about water pollution. We hope people will understand the problem and try to protect our Mogra.

Yours obediently The students of class VIII Sunrise Model High School Netrokona

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TASKS FOR PRACTICE

1. Suppose, you have got scholarship for your brilliant result. So you need to open a bank account to receive the monthly stipend. Now discuss in pairs or groups and write a letter to the manager of a local bank requesting information for opening a bank account.

2. Suppose, you live in a hostel. When you need, you talk to your parents and family members on mobile phone. But a few days ago that phone set became dead. So you need to buy another. Now, write a letter to you father/mother asking for money for a new phone set.

3. Suppose, your father works abroad. He is returning home after a year. You need to go with your mother to receive your father at Shahjalal International Airport, Dhaka. So you need leave for two days. Now write a letter to the Headmaster of your school requesting him to grant you leave of absence for two days.

4. 16 December is our Victory Day. On this day, different cultural programmes are organized. Suppose, class VIII of your school want to stage a short drama on the coming Victory Day. Now, discuss in groups and write a letter to the Headmaster of your school requesting him for permission to carry out the plan.

5. Suppose, there is no internet facility in your school library. But it is very important because educational materials at all levels are available from websites. Thus you can collect huge information and reading materials if you have the internet connection. Now discuss in groups and write a letter to the Headmaster of your school requesting him to provide internet facility in your school library.