Letter writing tips

Letter writing has had a special place since the time communication started and there is a certain format and norm for writing one. For knowing how to write a letter, one should know the existence of the different kinds of it in the first place. It is possible only then to answer this question.
The kinds of letters can broadly be divided into two categories, viz., personal and professional. It cannot be classified into these two categories though. The reason is because the type is decided upon the nature of the issue and relationship shared with the recipient. The different types of letters are given in the following list:

• Thank you letters
• Apology letters
• Business proposal letters
• Recommendation letters
• Application letters
• Reference letters
• Invitation letter
• Welcome letter
• Acknowledgement letter

Points to be Covered in a Letter

Once you know the basic format of letter writing, writing it becomes very easy. The points to be covered in the letter are basically nothing but the actual nature of the content. The purpose and reason for writing the letter will decide the same. Following are some generic tips to help you decide what to include in the letter:

• The sender's address is the first thing that goes into the letter. Decide whether you wish to send the letter from your own side, on behalf of the company, i.e. by virtue of your designation in the company or it is a part of your job responsibility to communicate with the recipient

• Answering to the above point will tell you if you need your own personal letter head or the letter can be printed on the company's letter head

• The reference to context and the subject line should say it all. Reserve the intricate details for the body of the letter

• Choose the tone of the letter; it can be persuasive, thankful, inviting for further deals or tenders, apologetic, formal acknowledgement, business letter etc. However the choice of words and intonation of the letter should be formal and respectful at all occasions. There is no exception to this rule
• Last but not the least, give your details in the end of the letter. In case you have already mentioned your contact details in the sender's details section, do mention your designation and sign the letter with the stamp of the organization, in case of official or business letters

These were some tips for writing a letter. Keep the letter brief and concise in case of professional letters. Unlike business letters, you have the liberty to give the length issues a toss in case of personal letters.

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Sample Request Letter

Request letters are something that one can put to good use when one has to get some job done or wants something from an official. It can be a letter of request for job interview, an application for scholarship, asking for an intern ship, a stipend from the university, etc. You can also write this letter to your team leader in your company to let you apply for an internal job posting or a promotion.

The purpose can be anything ranging from asking for a promotion within your company, asking for a transfer for some personal reasons, asking for some information which you do not have access to, requesting for an interview, requesting a reconsideration, requesting for a recommendation letter.

 Request Letter Sample


From
Jennifer ParkerGrade 10 Student
Section B
Central School N
Date : 05/25/15

 
To

Principal
Central School NNew York NY
Subject : Request for rechecking my Chemistry answer sheet of May 2012 (final examination)

Respected Sir,

I write to you with a lot of hope and an earnest request. I am due for getting inducted in the Air Force on June 30, 2012. However, the only thing which will stop me from joining the air force is my mathematics marks. Sir, I request you to kindly get my answer sheet re-evaluated as I am very sure I had written it well.

I have cleared the National Defence Services Examination and appeared for the selection interview too. I have attached the letter from the Air Force Headquarters along with this letter. If I am able to fetch 60% marks in Chemistry, I will fit into their criteria.

Sir, my future lies in your hands now and yet I can only request and hope for the best. In case, it is not possible for do the needful Sir, I shall remain obliged to you for at least considering this letter of mine.

 

Yours faithfully,

Jennifer ParkerRoll No. 1248

 With this request letter example as a guideline, you can draft your letter and do remember to furnish any documents you mention in the letter. 

Authorization to process official documents

Authorization letter is an important part for office communication. It is the formal type of written communication these letters have to written carefully. Authorization letter, you give someone the authority to take decisions and sign the documents on your behalf and the organization or the individual you are dealing with cannot take any objection to this after receiving the letter of authorization. There are also other document for authorization letter like authorization letter to claim, for birth certificate, to withdraw money and many more. Here is sample authorization letter to process document is given.

Jennifer Parker
'Park Avenue',
143, Lman Street,
London- BBDD 6ZZ

To
Whom it may concern
Office of Vital Records
London- EC3A2AD

Sub: Authorization to process my official documents

Respected Sir/ Madam,

I, the undersigned, need some of my important official documents to be processed which are present on file in your office. Since I am not in a position to come to your office due to my health problems and collect the same in person, I hereby authorize my brother Mrs John Parker to apply for and get the required documents duly processed. I have no objection for Mrs John Parker signing the documents on my behalf in my absence. Together with Mrs John Parker is my Identification Card attesting this authorization.

Thank you very much for your kind cooperation.

Sincerely yours,
- Signature

Authorization to process official documents

Mary Webster
'Park Avenue',
143, Colman Street,
London- BBDD 1ZZ
To
Whom it may concern
Office of Vital Records
London- EC3A2AD
Sub: Authorization to process my official documents
Respected Sir/ Madam,
I, the undersigned, need some of my important official documents to be processed and want to update the transcriptions of some records currently present on file in your office. Since I am not in a position to come to your office and collect the same in person, I hereby authorize my sister Miss Anne Kipling to apply for and get the required documents duly processed. I have no objection for Miss Anne Kipling signing the documents on my behalf in my absence.
Sincerely yours,
- Signature

Documents Authorization Letter

Documents Authorization Letter

April 25, 2004
Ms. Luisa Abiong
Personnel Department
AFH Corporation
Malanday, Malabon
Dear Ms. Abiong:
I, Asiong Salonga would like to authorize my sister, Ms. Arlene D. Salonga, to process my documents which are present on file in your good office.  I can’t come to your office due to my personal problem.  Also, I am authorizing Ms. Salonga to sign the required documents on my behalf.  She will get documents duly processed.
Ms. Salonga will present my identification card such as my company id and driver’s license attesting my authorization.
I hope for your full cooperation and thanks in advance.
Sincerely yours,
Asiong Salonga

Sample Authorization Letter for Property

Sample Authorization Letter for Property

The following sample authorization letter for claiming documents is written by one who is handing over the responsibility of receiving and being in charge of taking decisions related to the possession of some of his property.
Date: 06-20-2012
From:
Name of the Person Issuing it
Address
To Whom It May Concern
Re: Letter of Authorization
Dear Sir / Madam,
I, Michael Richards, hereby authorize Miss. Tabitha Johnson to take over the authority of claiming information and relevant documents in regards to the possession of my new (real estate properties invested on after June 2012) property assets. She will be responsible for collecting official documents, receiving them, signing papers related to possession and hand over of the property. This right is effective from June 20, 2012.
My lawyer, Mr. Robert Patrick and the builder, Mr. George Martin, in whose scheme I have invested, are aware of this authorization. They will be working towards my documents claim and handing over the responsibilities. Kindly find attached the attested copy of Miss. Tabitha Johnson's attested signatures for your reference.
Regards,
(signature)
Michael Richards