Writing Official Letters

Summary

This video provides an in-depth guide to writing formal and official letters, emphasizing clarity, professionalism, and conciseness. It explains the importance of formatting, covering three popular styles: block style, modified block style, and semi-block style. Key components, such as the sender’s and recipient’s addresses, subject lines, salutation, and body of the letter, are discussed. The video also highlights the significance of using proper language, punctuation, and closing remarks, offering practical advice for drafting letters that are both formal and effective. Overall, the content serves as a comprehensive resource for mastering official letter writing.

Takeaways

• 😀 Formal letter writing is a responsible task that showcases clarity in thinking and professional presentation.
• 😀 In the modern fast-paced world, brevity is important in formal letters — 'less is more'.
• 😀 The language in official letters should be simple, clear, factual, and avoid emotive or flowery language.
• 😀 Passive voice is often preferred in formal letters to maintain a formal and objective tone.
• 😀 The three main formats for official letters are block style, modified block style, and semi-block style.
• 😀 Block style is the most formal and widely accepted format, with content fully aligned to the left, and spacing kept neat.
• 😀 Modified block style slightly adjusts the alignment of the date and complementary close, but otherwise maintains a left-aligned structure.
• 😀 Semi-block style is the most informal of the three, with indented paragraphs and varying alignment for the date and closure.
• 😀 The sender’s address (return address) must be written in four lines, and consistency in punctuation is key.
• 😀 The date line should follow the British format (day-month-year), and commas should be used appropriately for separation.
• 😀 The subject line should be brief and to the point, summarizing the contents of the letter in a maximum of five words.

Q & A

Why is writing official letters considered a responsible task?

Writing official letters is considered a responsible task because it reflects one's official demeanor, clarity of thought, and professionalism, and it plays a crucial role in communicating effectively in the workplace.

What is the preferred approach when writing official letters in the modern world?

The preferred approach is to keep official letters brief and to the point, focusing on essential information while conveying the message subtly, as 'less is more' is the current principle.

What are the key characteristics of a formal letter's language?

The language used in formal letters should be simple, to the point, and factual, avoiding emotive or flowery language. The tone should be objective and formal.

What are some common types of official letters?

Common types of official letters include letters to the editor, enquiry letters, covering letters, resignation letters, acceptance letters, letter of recommendation, memorandums, apology letters, and follow-up letters.

How does block style differ from modified block style in official letters?

In block style, all content is aligned to the left, whereas in modified block style, the date, complimentary close, and signature are slightly centered or right-aligned, while the body remains left-aligned.

When is the semi-block style of letter writing used?

The semi-block style is used for intimate or less formal communication, where paragraphs are indented, and the address and signature may be centered or right-aligned.

What is the importance of the sender’s address in official letters?

The sender's address is important as it helps the recipient identify the sender and ensures that the letter can be returned if undelivered. It should be written in four lines with consistent punctuation and format.

How should the date be formatted in an official letter, according to British style?

In British style, the date should be written as 'day month year' with a comma after the day (e.g., 1st June 2020), and the use of ordinal numbers (1st, 2nd) is not preferred.

What should the subject line of an official letter contain?

The subject line should provide a brief and clear hint of the letter's contents, ideally using five words or fewer to give the reader a quick lead into the message.

What is the significance of the complimentary close in an official letter?

The complimentary close is a courteous way to end the letter. It signals the conclusion of the communication, and formal phrases like 'Sincerely' or 'Best regards' should be used depending on the formality of the letter.