Writing Of Letters and Emails Flashcards
(43 cards)
What is a letter?
A letter is written or typed communication containing special features such as address(es), salutation, complimentary closing, usually enclosed in an envelope and delivered by hand, courier, etc or posted to a recipient.
What are the three types of letters?
- Formal letter
- Semi-formal letter
- Informal letter
What is a formal letter?
A formal letter is usually written for official or business purposes to recipients in their official capacities.
What are the unique features of a formal letter?
- Writer’s address and date
- Recipient’s address
- Salutation
- Heading/Title
- Introductory paragraph
- Body
- Complimentary closing
Where is the writer’s address placed in a formal letter?
The writer’s address is usually written at the top right-hand side corner of the paper.
What format should the date take in a formal letter?
The date must not be fully numerical; the month should be in word format.
What types of salutations are acceptable in formal letters?
- Dear Sir
- Dear Madam
- Dear followed by the Recipient’s title and surname/full name
What is the purpose of the introductory paragraph in a formal letter?
To state in unambiguous and brief terms why you are writing the letter.
What is the typical complimentary closing in a formal letter?
Yours faithfully, followed by the writer’s signature and full name.
What defines a semi-formal letter?
A semi-formal letter is written to people whom we know but are not cordial with, such as teachers, neighbors, colleagues, or bosses.
What are the features of a semi-formal letter?
- Writer’s address and date
- Salutation
- Introduction
- Body
- Concluding paragraph
- Complimentary closing
What is the common complimentary closing for a semi-formal letter?
Yours sincerely, followed by the writer’s full name.
What characterizes an informal letter?
An informal letter is written to family members, friends, and close acquaintances, using a casual tone.
What are the common features of informal letters?
- Address and date
- Salutation
- Introductory paragraph
- Body of the letter
- Concluding paragraph
- Complimentary closing
What type of salutation is used in informal letters?
Informal salutations like Dear [nickname/first name] or Dear [relationship] are used.
What should the body of an informal letter discuss?
The body discusses virtually anything in a friendly tone, avoiding information that could be embarrassing.
What is the typical complimentary closing in an informal letter?
Common closings include Forever yours, Lots of love, or Best wishes, followed by the writer’s first name.
What is the structure of emails compared to letters?
Emails do not have the same structure as letters and are formatted on a pre-set webpage.
What is the purpose of the heading/subject in an email?
The heading is meant to be brief, stating in clear and precise terms what the email seeks to achieve.
What should the opening paragraph of an email include?
A usual formal greeting, or for serious emails, going straight to the point.
What is an important point to note when writing emails?
Use one mail for one message to make replying, sorting, and filing easier.
What should you avoid in email writing?
- Using unusual formats
- Overusing abbreviations and emoticons
- Casual usages like Hello, Hi, Hey
What is the significance of proofreading emails?
Proofreading and editing all messages is crucial for maintaining professionalism.
True or False: Emails should always expect immediate responses.
False
