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Letter Writing

In English, we distinguish between social (friendly) letters and business letters, and their form and conventions differ considerably. Except with very informal letters, however, the following conventions are generally observed: The letters will have a heading, a salutation, a body (content), a closing, and a signature. A sample social letter is as follows.

Heading: 316 Indiana Drive

Glenshaw, Pa. 11651

February 26, 1975

Salutation:Dear Mary,

Body: As you may have heard by now, I'm planning to attend Indiana University in the fall. I'm not certain about my major yet, but I'm very much interested in ecology. Does Indiana have such a major? Maybe I'll have to settle for biology and specialize later. Undoubtedly the catalogue will answer this question and similar ones. Could you send me a copy?

I have a million questions I would like to ask about dormitory living, social life, etc., but I'll wait till you get home for vocation. Let me know when you're coming. I want to plan a welcome home party.

Closing: Love,

Signature:Jane

Heading: The heading of your letter should contain your full address and the date. Since in some countries the month is written first and in others the day, 6/9/73 could mean either the sixth of September or the ninth of June. If you write "September 6," however, there can be no mistake.

Salutation:Dear Mary, If you use first names

John,

Dear Miss Smith, If you use last names

Mrs. Smith,

Ms. Smith,*

Mr. Smith,

Mr. and Mrs. Smith,

Put a comma after the salutation.

Body:

Closing:There are many different endings, but any of these will always be correct:

Yours sincerely,

Sincerely yours,

Yours,

Signature:If the person you are writing to knows you very well and always calls you by first name, then sign your letter with only your first name:

John Sally

If the person you are writing to is not on familiar terms with you, then sign your full name:

John Smith Sally B. Jones

In any case, it would be helpful (handwriting is sometimes difficult to read, and the addressee may know more than one John) if you would clearly write your full name and address in the return address section on the envelope.

The format of business letters is somewhat different from that of socialletters. There is a heading, an inside address, a salutation, a body, a closing, and a signature.Study this sample business letter.

Heading:256 Fifth Avenue

New York, HY 10003

July 23, 1975

Inside address: English Language Institute

University of Pittsburgh

Pittsburgh, PA 15213

Salutation: Dear Sir:

Body:Could you please send me an application form and some information about the English course offered at your institute? My sister would like to improve her English, and your institute has been recommended to us

Closing:Yours truly,

Signature:Carlos Vasquez

Heading: Make very sure your return address is included. Office personnel take for granted that the return address is in the letter itself and often throw away the envelope. If that was the only place you had written your return address you might not get an answer.

Inside address: If you know the name of the person you write to, his full name and title should be included m the inside address.

Salutation:If you don't know the name of the person you are writing to, use either:

Dear Sir: or Gentlemen:

If you do know the name, write:

Dear Mr. Smith:

Dear Miss Smith:

Dear Mrs. Smith:

Dear Ms. Smith:

Dear Dr. Smith:

Put a colon after the salutation.

Closing:There are many forms of closing, but any of these will always be correct.

Yours truly,

Truly yours,

Sincerely yours,

Yours sincerely,

Put a comma after the salutation.

Signature:Sign your full name. Then print (or type) below it your name and official position if you have one.

Mary Jones

Mary Jones,

Class President

Tasks:

1. Write a letter to a friend of yours who lives in another country. Your friend is coming to visit you in a month, and he or she has written you and asked what your town is like. In your answering letter, describe the origin and development of your town, what it looks like, what the people are like and so on.

2. Write a letter to the editor of your newspaper and praise or complain about some recent developments that have taken place in your town. Give reasons for your attitude, for example, discuss the causes and consequences, the advantages and disadvantages of alternative developments.

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