The electronic media has taken over the handwritten letter in a big way. Receiving a hand written letter is rare today, but definitely a pleasure. Irrespective of the mode of sending, letter writing is an art which needs to be learnt, taught and practiced in today's classrooms. Learning letter writing becomes all the more important for students with disabilities. Depending on case to case their reliance on this mode would vary. Teachers can use the format mentioned below for teaching students with disabilities how to write letters and the types of letters that can be written. This can also be incorporated with Email writing skills, as it is a preferred mode of communication today.
Letters are broadly of two types:
A) A Formal Letter B) An Informal Letter
The purpose of the letter and who the receiver is will determine the type of letter to be written. For example, a ‘Thank You’ note to a childhood friend would be informal, but a ‘Thank You’ note to a business associate would be formal.
Through this article we shall concentrate on the technique of writing formal letters for students.
Define the purpose of the letter: Before one actually starts the letter, one should be clear about the exact purpose of the letter. One should have answers to the following questions –
- Who is the recipient of the letter?
- Why is this letter being written?
- What has led up to it?
- What are the results that are desired?
- Is the recipient responsible for delivering these results?
- What all information needs to be provided for these specific results?
- What arguments do I need to use?
Salutation: For formal letters the accepted salutation is ‘Dear Mr./Ms. ___________’. The full name or just the surname (family name) could be used for very formal letters. For example, ‘Dear Mr. Rohit Sharma/ Dear Mr. Sharma’. In case there is some amount of familiarity only the first name could also be used. For example, ‘Dear Mr. Rohit’. In case the name is not known ‘Dear Sir/Madam’ can be used.
The first paragraph – introduction to the purpose: The first paragraph of the letter should clearly introduce the subject matter and state the purpose of writing the letter.
The body of the letter: The body of the letter should consist of one or more paragraphs. In this part the logic of the letter should be clearly and carefully developed. For every new argument there should be a different paragraph containing that information.
There should be a logical flow in the paragraphs. One argument should lead to the other.
The final paragraph: The final paragraph should clearly state your position on the subject matter. For example, spell out clearly that you are ready to perform the contract and waiting for the final date of performance from the other side.
Signing off: While signing off the most perplexing issue is whether to write ‘Yours sincerely’ or ‘Yours faithfully’ If ‘Dear Sir or Madam’ is used in the salutation, end the letter with ‘Yours faithfully’, signing yourself with your initials and surname.
If you are writing to a named person, address them as ‘Dear Mr/Mrs/Miss/Ms’, and end with ‘Yours sincerely’, followed by your first name and surname.
If you have met them or spoken to them by phone, or otherwise feel that you have some acquaintance with them, and address them by their first name and sign yourself ‘Yours sincerely’, using your first name.
Adopt a clear and a neat layout: Take care of the type, size of the font, the print. Take care of the general layout of the letter. Be consistent with the indentation and punctuation marks. Only bold or underline those words or letters which are required to be highlighted. The letter should be visually appealing.
Mind the tone: Maintain a suitable tone in the letter. The tone should be neither too formal nor too casual. Come out as a friendly, open person but maintain professionalism. Avoid using jargon and keep the sentences short. Be clear, too the point but not blunt. Show respect for the other person.
As an activity the students can be asked to mail the letters to parents, friends and relatives and find writing success in the process of learning letter writing.