Letter-writing is a useful art. All of us have to write letters, as occasion demands – personal letters to friends and relatives, business letters, invitations, applications and so on.

Forms of letters

Each type of letter has its own particular form, but there are certain features common to all types.

Heading

The heading consists of the writer’s address and date. It is written at the top right-hand corner of the letter paper. Note that the heading is not usually written in official notes of invitation. The date can be written in a number of ways. Examples are: 17 July 2009 or July 17, 2009.

Greeting or salutation

The salutation goes below the address and date, beginning from the left hand side of the page. Put a comma or nothing at all after the salutation. The form of the salutation varies according to the type of letter you write. In personal letters the salutation could be ‘My dear X’ or ‘Dear X’. In letters to strangers the salutation could be Dear Sir or Dear Madam. In letters to teachers and superiors the salutation should be Dear Sir or Sir.

The body of the letter

The body of the letter is the main part of the letter. It should be written in a simple style. Use formal language in official letters. A familiar, colloquial style may be used in letters to friends and relatives. A log letter should be divided into paragraphs.

Leave taking or subscription

After you have completed the body of the letter you should write the leave-taking phrase to the left side of the page and put your signature below it.

Note that in letters which begin Dear Sir/Madam, the leave-taking phrase should be ‘Yours faithfully’. In formal letters which begin with a person’s name write ‘yours sincerely’. In informal letters you can write ‘Love’, ‘Yours’ or ‘See you’. In an informal letter, sign with your first name. In a formal letter, sign with your full name. Do not write any title (Mr/Ms/Dr) with your name.

Note that there is no apostrophe in ‘yours’, either before or after the s. After sincerely/faithfully, put a comma or nothing at all. Before the leave-taking phrase, many people write expressions such as ‘With best wishes’ and ‘With kind regards’.