Letter Writing Format, Types & Tips For Exams

Letter Writing

Letter formats, typefaces, and writing advice – With the development of contemporary technology, exchanging letters via the post has fallen out of favor, but the practice of correspondence via letters still exists in the form of emails.

Additionally, writing letters is a significant component of many competitive exams. In order to evaluate candidates’ writing abilities, descriptive papers in exams like the SSC exam, Bank exam, RRB exam, or other Government exams ask them to compose a letter.

Candidates taking one of the examinations indicated above might check the links provided below for more information:

RRB examsSSC ExamsInsurance Exams

This article will look at different types of letters, their formats, and some advice on how to write effective letters to help students get top scores in the descriptive exams of a particular examination.

Letter Writing In Competitive Exams

Writing a letter is a challenging undertaking that needs careful attention. However, if candidates are attentive to what they write, they can receive good grades.

From the perspective of the examiner, the purpose of letter writing is the analysis of applicants’ writing abilities, however, from the standpoint of the candidate, the purpose of letter writing should be –

  • The letter ought to bridge the two parties’ communication gap.
  • It ought to convey a message and convey emotion.
  • It ought to raise consciousness and encourage reflection in the recipient’s mind.

Types Of Letter Writing

Tips For Good Letter Writing

Letter writing can be classified into two types:

Informal Letters
Formal Letters

In the exam, candidates may be required to write a 150–200 word letter on one of the two types indicated above. Let’s take a closer look at each of these letter types.

Informal Letter

Personal letters are another name for informal letters. Typically, these letters are sent to friends, acquaintances, family, or close relatives. There may or may not be a specific purpose for writing these letters. The purpose of casual letter writing is to compile a personal history. It is not required to follow any rules or formal procedures.

Formal Letters

Formal letters have a specific formality and a predetermined format. Such letters are succinct, immediately address the problem at hand, and maintain a tight professional tone. Formal letters are succinct and direct. Several types of letters that can be categorized as formal letters include:

  • Business letters
  • Official letters
  • Social letters
  • Circular letters
  • Employment letters 

Candidates who are prepared for a competitive test might review the previous exam question papers to get a sense of the kinds of questions that will be asked.

Appointment Letter – How to Write, Format and Samples

Letter Writing Format

In general, everyone needs to be aware of the letter-writing structure, but exam candidates especially. A letter is made up of various components, which vary according to the letter’s purpose. Below is a list of both letter types’ formats.

Letter writing format of Formal Letter

A formal letter needs to follow the rules regarding format. The formal letter should follow the format listed below:

  • Sender’s address
  • Date
  • Receiver’s address
  • Subject
  • Salutation
  • Body of the letter
  • Complimentary closure
  • Signature line: sender’s name, signature, and designation
  • One of the most crucial details, usually known as the return address, is the sender’s address. It is the sender’s postal address. Here is where the sender’s address and contact information are listed.
  • Date: The date the letter was written appears immediately after the sender’s address. Candidates may use any of the following date formats when composing a letter for the exam: DD/MM/YY OR MM/DD/YY.
  • Receiver’s address: This is where the address of the mail recipient, or the matching address, is written. Candidates must begin with the receivers’ designation, then list the organization’s name, the entire address, the country, and the country’s pin code (if the information is known).
  • The topic: This emphasizes the letter’s purpose. The formal letter’s subject line should be no longer than six to eight words and must begin with the term “Subject.” The recipient can quickly determine the letter’s purpose by looking at the subject.
  • This is the conventional way to address the letter’s recipient. When the recipient’s name is known, the salutation begins with “Dear,” then moves on to Mr., Mrs., Miss, etc. Dear Sir or Dear Madam might be used to address the receiver if neither their name nor their gender is known.
  • The most crucial section of every letter is the body. It explains the motivation behind the letter’s composition. Candidates should state their points in concise, logical paragraphs in official letters. Typically, a letter’s body is composed of three paragraphs:
  1. A heading that summarises the primary idea.
  2. Middle: Arguments and information that back up the necessity and value of writing letters.
  3. Conclusion: What is expected or a request for action?
  • End the letter on a positive note by using courteous closing phrases like “Yours truly,” “Yours sincerely,” etc.
  • The final line of the letter is where the sender signs off with his or her first or last name. A second line for the sender’s title or designation may be added to the signature line.

The following guidelines must be kept in mind by candidates while writing formal letters for the exam.

  • Abbreviations, shorthand, slang, and colloquial terms are not permitted.
  • The letter must be succinct, and exact, and make its argument very clear.
  • In formal letters, the subject line is particularly significant.

Letter writing format of Informal Letters

Candidates should adhere to the structure listed below when drafting informal letters.

Body of the letter
Sender’s name and signature
  • Address: In informal letters, it’s crucial to provide the sender’s address. The recipient’s address is only listed on the envelope containing the letter because informal letters are private correspondences addressed to friends or people who are known.
  • Date: Use the same format as in a professional letter.
  • In casual correspondence, the salutation can be Dear/Dearest/Hi/Hello followed by the recipient’s first name or nickname.
  • Body: Informal letters’ bodies can be lengthy and in-depth, comprising a variety of thoughts, impressions, experiences, suggestions, news, etc.
  • The name and signature of the sender are the same as in official letters.

Important pointers of Informal letter

  1. An informal letter does not need to have a subject line.
  2. There is no precise format that must be adhered to.
  3. The language used must be cordial and informal.
  4. The sender may choose to include additional information in the letter.

How to Write Authorization Letter With Samples

Important Tips For Good Letter Writing

The following advice is provided for candidates taking competitive exams who want to produce strong letters in the exam and get high marks.

  • Candidates must know what kind of letter they will write. For instance, writing a formal letter to the principal to request leave is different than writing a casual letter to the principal to catch up after a long absence.
  • The right way must be used to open and close letters. Informal letters can be addressed directly to the recipient with greetings, but formal letters must open and close in a formal fashion. Even the way the letters are closed matters. While informal letters may close with a more personal touch, formal letters usually do so with courtesy and formality.
  • It’s crucial to state your letter’s aim clearly and right away in official correspondence. When writing formal letters, candidates must be sure to get right to the point.
  • A letter should always be respectful and considerate. In all letters, formal or informal, it is imperative to utilize polite language and terms. Even if the letter is making a complaint of any sort, the point must be presented carefully and politely.
  • The letter’s length is also important. The length of a personal or informal letter depends on the message and the relationship to the receiver, but formal letters should be brief, to the point, and exact.

Frequently Asked Question – Letter Writing Format For Competitive Exams

Q. What different kinds of letters are there?
Generally speaking, there are two categories of letters: formal and informal. However, there are other factors that are taken into consideration when classifying letters, such as their contents, formalities, and intended recipients.
Q. What are formal letters, question two?
Ans. The format and degree of formality required for formal letters are specific. Such letters are succinct, immediately address the problem at hand, and maintain a tight professional tone.
Q. What kinds of formal letters are there?
Ans. A variety of letters, such as business letters, official letters, social letters, circular letters, and employment letters, are considered formal letters.

Q. What are informal letters?
Ans. The letter is typically written to friends, family, or acquaintances and may or may not have a specific purpose.

Q. How should a formal letter be drafted?
Ans. A formal letter needs to follow the rules regarding format. It has to contain the following:

  • Sender’s address
  • Date
  • Receiver’s address
  • Subject
  • Salutation
  • Body of the letter
  • Complimentary closure
  • Signature line: sender’s name, signature, and designation

About The Author

Knowledge Glow

I am Komal Gupta, the founder of Knowledge Glow, and my team and I aim to fuel dreams and help the readers achieve success. While you prepare for your competitive exams, we will be right here to assist you in improving your general knowledge and gaining maximum numbers from objective questions. We started this website in 2021 to help students prepare for upcoming competitive exams. Whether you are preparing for civil services or any other exam, our resources will be valuable in the process.

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