Letter writing

PURPOSE OF WRITING LETTER

A LETTER IS A WRITTEN MESSAGE
CONVEYED FROM ONE PERSON TO ANOTHER
THROUGH A MEDIUM. LETTERS CAN BE
FORMAL AND INFORMAL. BESIDES A MEANS
OF COMMUNICATION AND A STORE OF
INFORMATION, LETTER WRITING HAS PLAYED
A ROLE OF REPRODUCTION OF WRITING AS
AN ART THROUGHOUT HISTORY.
HISTORY OF HANDWRITTEN
LETTERS
• THE FIRST RECORDED HANDWRITTEN LETTER WAS BY PERSIAN
QUEEN ATOSSA AROUND 500 BC.
• THE STAMPED LETTER WE KNOW TODAY CAME INTO BEING IN THE
REIGN OF QUEEN VICTORIA IN 1840.
• BEFORE THIS LETTERS DID NOT HAVE STAMPS OR ENVELOPES AND
THE RECEIVER OF THE LETTER HAD TO PAY ON ITS RECEIPT.
• LETTERS WERE FOLDED AND SEALED BY WAX WITH RING OR HAND
SEAL.
6 C’S PRINCIPLE FOR WRITING
LETTER
CLEAR

COMPLETE CORRECT

6 C’S
PRINCIPLE
FOR WRITING
LETTER

CONCRETE CONCISE

COHERENT
 FORMAT OF FORMAL LETTER
SENDER’S ADDRESS 1/2
DATE 1/2
RECEIVER’S ADDRESS 1/2
SALUTATION 1/2
PARAGRAPHS ( MINIMUM 3 + Thanking you)
SUBSCRIPTION 1
MARKING: FORMAT 3
CONTENT 2
EXPRESSION 5
STEPS OF WRITING LETTER -1
SENDER’S ADDRESS OF ½ MARKS
 SHOULD BE WRITTEN ON THE LEFT HAND CORNER OF
THE PAGE.
 ADDRESS SHOULD BE NOT LESS THAN 3- 4 LINES
 WRITE CORRECT SPELLING
 PINCODE IS NECESSARY
EXAMPLE:
B22/123 A
Gauriganj
Varanasi 221010
 STEPS OF WRITING LETTER - 2
DATE IS OF ½ MARKS
 DATE SHOULD BE WRITTEN IN NUMBER WITH ND,RD OR
TH.
 MONTH SPELLING SHOULD BE WRITTEN CORRECTLY.
 MONTH IN THE DATE SHOULD BE WRITTEN IN FULL- NO
SHORT FORMS
 MENTION YEAR
 LEAVE A LINE AFTER ADDRESS TO WRITE DATE.
EXAMPLE:
18th February 2025
STEPS OF WRITING LETTER - 3
RECEIVER’S ADDRESS IS OF ½ MARKS
 ‘THE’ IS IMPORTANT TO WRITE WITH DESIGNATION
 ADDRESS SHOULD BE NOT LESS THAN 3- 4 LINES
 WRITE CORRECT SPELLING
 PINCODE IS NECESSARY
 LEAVE A LINE AFTER DATE TO WRITE RECEIVER’S ADDRESS
EXAMPLE:
The Editor
The Hindustan Times
2ndFloor Times Building
Sigra
Varanasi 221010
STEPS OF WRITING LETTER - 4
SALUTATION IS OF ½ MARKS
 IT IS A GREETING OR COMPLIMENT
 LEAVE A LINE AFTER RECEIVER’S ADDRESS TO WRITE
SALUTATION
 IT IS FOLLOWED BY A COMMA.DO NOT MISS COMMA
OTHERWISE ½ MARKS WILL BE GONE.
 IT DEPENDS ON GENDER
EXAMPLE:
Dear Sir,/Sir,
Dear Madam,/Madam,
STEPS OF WRITING LETTER - 5
SUBSCRIPTION IS OF 1 MARK
 WRITTEN AFTER THE PARAGRAPHS TOWARDS THE END OF
THE LETTER.
 ON THE LEFT SIDE
 LEAVE A LINE AFTER PARAGRAPHS TO WRITE
SUBSCRIPTION
 COMMA IS IMPORTANT DO NOT MISS OTHERWISE ONE
MARK WILL BE GONE.
EXAMPLE:
Yours truly,/Yours faithfully,
Rakhi Verma
 FULL FORMAT -3 MARKS
ALL SHOULD BE WRITTEN ON LEFT SIDE, BESIDES THE MARGIN
B22/123 A
Gauriganj
Varanasi 221010

18thFebruary 2025

The Editor
The Hindustan Times
2ndFloor Times Building
Sigra
Varanasi 221010

Dear Sir,/Sir,/Dear Madam,/Madam,

Yours truly,/Yours faithfully,

Rakhi Verma
STEPS OF WRITING LETTER - 6
BODY OF THE LETTER/CONTENT [2MARKS]
1) MINIMUM 3 PARAGRAPHS. There is no problem with the
paragraphs as long as you have addressed the content of the
letter.
2) No contraction to be used.
3) Use good language.
4) Do not neglect as what is being asked in the letter.
5) Be specific. Go for all parts of the question.
6) REMEMBER: Content marks are given from body only.
7) 2 marks: ½+ ½ + ½ + ½ ( minimum 2 points for problem and 2
points for suggestion)
STEPS OF WRITING LETTER - 7
EXPRESSION [5 MARKS]
1) Opening Sentences written in the body of the letter is closely
related to the Expression.
2) No Hi, Hello, How are you…….
3) Closing Sentences written in the body of the letter is also
closely related to the Expression.
4) Language
5) Grammar
6) Punctuation
SOME EXAMPLES OF OPENING SENTENCES
1) I am writing on behalf of the resident of……………..
2) Through the column of your esteemed newspaper, I want to express…
3) Let me express my views on the importance of……….
4) This is to inform you that…………..
5) This is to bring to your kind notice……
6) I am writing to draw your attention towards………………
7) I am sorry I could not write to you earlier as I was ……………………….
8) I am delighted to learn that……………
9) I was shocked to learn of the sad demise of………….
10) I am extremely sad to hear of……………..
11) I must sincerely apologize for………………..
12) My heartfelt congratulations…………….
SOME EXAMPLES OF CLOSING SENTENCES
1) Looking for your favourable response.
2) I would, therefore request you to…………
3) It would give me extreme happiness if you confirm a date as early as possible.
4) It would be highly appreciated if you look into this matter as early as possible.
5) I would be highly obliged……..
6) Do give my regards to Aunty, Uncle and all the loved ones.
7) Stay connected.
8) My best wishes are always with you.
9) Do let me know if I can be of any further help.
10) Keep in touch as you are very dear to me.
11) Looking forward to hearing from you soon.
12) I will end here now with lots of love to you.
 FORMAT OF INFORMAL LETTER
SENDER’S ADDRESS 1/2
DATE 1/2
SALUTATION 1/2
PARAGRAPHS
SUBSCRIPTION 1
MARKING: FORMAT 2+ 1/2
CONTENT 2+ 1/2
EXPRESSION 5
STEPS OF WRITING LETTER -1
SENDER’S ADDRESS OF ½ MARKS
 SHOULD BE WRITTEN ON THE LEFT HAND CORNER OF
THE PAGE.
 ADDRESS SHOULD BE NOT LESS THAN 3- 4 LINES
 WRITE CORRECT SPELLING
 PINCODE IS NECESSARY
EXAMPLE:
B22/123 A
Gauriganj
Varanasi 221010
 STEPS OF WRITING LETTER - 2
DATE IS OF ½ MARKS
 DATE SHOULD BE WRITTEN IN NUMBER WITH ST ND,RD
OR TH.
 MONTH SPELLING SHOULD BE WRITTEN CORRECTLY.
 MONTH IN THE DATE SHOULD BE WRITTEN IN FULL- NO
SHORT FORMS
 MENTION YEAR
 LEAVE A LINE AFTER ADDRESS TO WRITE DATE.
EXAMPLE:
18th February 2025
STEPS OF WRITING LETTER - 3
SALUTATION IS OF ½ MARKS
 IT IS A GREETING OR COMPLIMENT
 LEAVE A LINE AFTER RECEIVER’S ADDRESS TO WRITE SALUTATION
 IT IS FOLLOWED BY A COMMA.DO NOT MISS COMMA OTHERWISE ½
MARK WILL BE GONE.
 IT DEPENDS ON PARENTS, GRANDFATHER, GRANDMOTHER, FRIEND,
UNCLE , AUNT, SIBLING
 NAME OF FRIEND OR SIBLING HAS TO BE WRITTEN
EXAMPLE:
Dear Rahul,/ My dear Rahul,
Dear Grandfather,/ My dear Grandfather,
STEPS OF WRITING LETTER - 4
SUBSCRIPTION IS OF 1 MARK
 WRITTEN AFTER THE PARAGRAPHS TOWARDS THE END OF
THE LETTER.
 ON THE LEFT SIDE
 LEAVE A LINE AFTER PARAGRAPHS TO WRITE
SUBSCRIPTION
 COMMA IS IMPORTANT DO NOT MISS OTHERWISE ONE
MARK WILL BE GONE.
EXAMPLE:
Yours lovingly,/Yours affectionately,
Rakhi
 FULL FORMAT -2 + 1/2 MARKS
ALL SHOULD BE WRITTEN ON LEFT SIDE, BESIDES THE MARGIN
B22/123 A
Gauriganj
Varanasi 221010

18th February 2025

Dear Rahul,/ My dear Grandfather,

Yours lovingly,/ Yours affectionately,

Rakhi
STEPS OF WRITING LETTER - 5
BODY OF THE LETTER/CONTENT [2 ½ MARKS]
1) MINIMUM 3 PARAGRAPHS. There is no problem with the
paragraphs as long as you have addressed the content of the
letter.
2) No contraction to be used.
3) Use good language.
4) Do not neglect as what is being asked in the letter.
5) Be specific. Go for all parts of the question.
6) REMEMBER: Content marks are given from body only.
7) 2 ½ marks: ½+ ½ + ½ + ½ + ½ (3points +3points depending
on the demand of the question)
STEPS OF WRITING LETTER - 6
EXPRESSION [5 MARKS]
1) Opening Sentences written in the body of the letter is closely
related to the Expression.
2) No Hi, Hello, How are you…….
3) Closing Sentences written in the body of the letter is also
closely related to the Expression.
4) Language
5) Grammar
6) Punctuation