Plan: Definitions of formal and informal letters

Theme: How tried a job application letters. Filling in application form. Formal and informal letters.


Plan:

1. 
   Definitions of formal and informal letters
   
2. 
   Differences between formal and informal letters
   
3. 
   Letter writing format – sample letters, formal letter, informal letter, letter to the government.
   

Definition of Formal Letters

A formal letter is any letter written in the professional language, with a prescribed format for a formal purpose, i.e. it can be a recommendation letter, enquiry letter, complaint letter, cover letter and so on. All business letters are formal, but vice versa is not possible. Such letters are used for a variety of reasons like a formal invitation, proposal, reference, making a complaint or inquiry, applying for a job. While writing a formal letter one should keep in mind the following things:

• 
  It should be in specified format.
  
• 
  It should avoid the use of unnecessary words.
  
• 
  It should be straight to the point.
  
• 
  It should be relevant and objective.
  
• 
  It should be complex and thorough.
  
• 
  It should be polite, even if it is a complaint letter.
  
• 
  It should be free from any mistakes, i.e. grammatical or spelling.
  

There are three types of formal letters, i.e. business letters, letters for outlining civic problems and job applications.

Definition of Informal Letters

An informal letter is a letter written to someone; we know fairly well. The letter can be used for some reasons like conveying message, news, giving advice, congratulate recipient, request information, asking questions, etc. It is a personal letter, written to whom you are familiar with, like friends, siblings, parents or any other closed one. There is no specific format prescribed for writing this letter.

While writing an informal letter, one can afford to be friendly, and make use personal or emotional tone. Slang or colloquial terms, codes, abbreviations, etc. can also be used at the time of writing it, depending on the familiarity with the recipient.

BASIS FOR COMPARISON	FORMAL LETTER	INFORMAL LETTER
Meaning	A formal letter is a letter, written in formal language, in the stipulated format, for official purpose.	A letter written in an friendly manner, to someone you are familiar with, is called informal letter.
Objective	Professional Communication	Personal Communication
Format	Written in prescribed format only.	No prescribed format.
Written in	First person - Business letters, third person - others.	First, second or third person.
Written to	Business, college/institute, employer, organizations, etc.	Friends, family, acquaintances etc.
Voice	Passive	Active
Sentences	Long and complex	Short and simple
Size	Concise	Large or concise
Contractions and Abbreviations	Avoided	Used

Difference Between Formal and Informal Letter

Last updated on November 11, 2017 by Surbhi S

Letters are a form of verbal and written communication, which contains information or message, send by one party to another, to convey the message. It is sent by one party to another, to provide certain important information. There are two types of letters, i.e. formal letters and informal letters. The formal letter is written for business or professional purposes with a specific objective in mind. It uses simple language, that can be easy to read and interpret.

On the contrary, informal letters are written to friends and relative for personal communication and uses a casual or an emotional tone. The article excerpt presents you all the important differences between formal and informal letters in a detailed manner.

Comparison Chart

Key Differences Between Formal and Informal Letter

The significant points of difference between formal and informal letters are discussed as under:

1. 
   A formal letter is one, written in formal language, in the stipulated format, for official purpose. A letter is said to be informal when it is written in a friendly manner, to someone you are familiar with.
   
2. 
   Formal letters are written for official or professional communication. On the other hand, informal letters are used for casual or personal communication.
   
3. 
   There is a manner prescribed for writing formal letters. As opposed to informal communication, which does not follow any format.
   
4. 
   Formal letters are usually written in the third person, however, for business letters, first person is used. On the contrary, informal letters are written in first, second and third person.
   
5. 
   Formal letters are used for writing letters to business, i.e. partners, suppliers, customers, clients, etc. , college or institute, employer, professionals, etc. As against this, we use informal letters for writing letters to friends, relatives, acquaintance, etc.
   
6. 
   While writing formal letters, we use passive voice. Conversely, an active and imperative voice is used.
   
7. 
   The sentences we use at the time of writing a formal letter are, long and complex. Unlike an informal letter, where we use short and simple sentences which are easy to interpret.
   
8. 
   The size of a formal letter should be concise; that does not include irrelevant matter. In contrast, the informal letter can be concise or large.
   
9. 
   Formal letters do not include contraction like (didn’t, can’t) and abbreviations rather it uses full forms. As compared to informal letters, which makes use of contraction, abbreviation, idioms, phrasal verbs and even slang and colloquial terms.
   

Letter Writing Format – Sample Letters, Formal Letter, Informal Letter, Letter to the Government

A letter is one person's written message to another pertaining to some matter of common concern.
Letters are of two types –

1. Formal Letter

2. Informal Letter

Formal Letter

A Letter written for a formal purpose is called a Formal letter. It addresses a serious issue.
Let us discuss the types of formal letter -

Types of Formal letter

1. Letter to the editor

2. Letter to the Government

3. Letter to the police

4. Letter to the principal

5. Order letter

6. Complaint letter

7. Inquiry letter

8. Business letter

9. Application letter

Also See: Letter to the Editor format

FORMAL LETTER FORMAT

Format of a Formal Letter includes:

The following points need to be taken into consideration while writing a Formal letter-

a. A Formal Letter strictly follows the prescribed Format for writing a Formal Letter.

b. Use of colloquial words, abbreviations and slang language should be restricted while writing a Formal letter.

c. A Formal Letter must be precise and to the point.

d. The Subject line is very important in a Formal Letter.

The Format of a Formal Letter is as follows –
1. Sender’s address: The address and contact details of the sender are written here. Include email and phone number, if required or if mentioned in the question.
2. Date: The date is written below the sender’s address after Leaving one space or line.
3. Receiver’s address: The address of the recipient of the mail (the officer / principal / Editor) is written here.
4. Subject of the letter: The main purpose of the letter forms the subject. It must be written in one line. It must convey the matter for which the letter is written.
5. Salutation (Sir / Respected sir / Madam)
6. Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows -
Paragraph 1: Introduce yourself and the purpose of writing the letter in brief.
Paragraph 2: Give a detail of the matter.
Paragraph 3: Conclude by mentioning what you expect. (For example, a solution to your problem, to highlight an issue in the newspaper, etc).
7. Complimentary Closing
8. Sender’s name, signature and designation (if any)

 

Sender’s address

Date

Receiver’s Address

Subject

Salutation

Body of the letter

Complimentary closing

Sender’s Name, signature and designation

Informal Letter

A Letter written for an informal purpose is called an Informal letter. It is written for a casual purpose.
Let us discuss the types of informal letter -

Types of Informal letter

1.Letter to parents

2. Letter to siblings

3. Letter to friends

4. Letter to classmates

5. Letter to neighbours

For complete details please see: Informal letter Format, Examples, Topics. What is informal Letter?

Format of an Informal Letter

The following points need to be followed while writing an Informal letter-

a) An Informal Letter does not strictly follow the prescribed Format.

b) The language of an Informal Letter must be friendly and casual.

c) An Informal Letter can have extra information.

d) The Subject line is not required in an Informal Letter.

The Format of an Informal Letter is as follows –

1. Address: The address of the sender is followed by that of the receiver.

2. Date: The date is written below the address after leaving one line.

3. Salutation / Greeting (Dear / Hi / Hello)

4. Body: The matter of the letter is written here. It is divided into 3 paragraphs as follows -

a) Paragraph 1: beginning

b) Paragraph 2: Main content.

c) Paragraph 3: ending

5. Sender’s name and signature.

 

Address

Date

Salutation

Body of the letter

Sender’s Name and signature

 

Sample Letters

Here are some solved questions on Letter Writing
1. Write a letter to the Mayor of your city seeking a solution to the problem of water logging in your area. You are Raj / Rani of Dharma Colony, Ramgarh.

 

14 / 8, Dharma Colony Ramgarh.

Date: 23 August 2018

The Mayor Ramgarh

Subject: Complaint regarding the problem of water logging in Dharma Colony

Sir / Madam

I am Raj, a resident of Dharma Colony. The residents of the area are facing a lot of problems due to water logging. Every year in the monsoon season, the area gets filled with water as the drainage system gets choked. We have requested the area committee many times, but the situation is still the same. The residents’ lives have become miserable as many water - borne diseases have spread. All the houses are submerged, and we are facing a tough time. Please consider the issue as serious and find a solution at the earliest.

Yours Sincerely

Raj

 

2. You are Garima / Gaurav. Write a letter to your friend Sanjana / Sanjay, inviting her / him to your birthday party. Give details regarding the day, time, venue, etc. Add interesting details like theme, dress code, etc.

 

45, Jan Marg Delhi. 33, Khan Gali Delhi.

Date: 21 August 2018

Dear Sanjay

Hi! You are invited to my birthday party on 25th August. The party will be at Archie’s Place, Nehru Park from 4:00 to 7:00 PM. As the party is based on ‘Spiderman’ theme, please wear a dress in red / black colour combination. It will be fun as I have arranged a Mask game, a ‘Spidey’ web game and a never – seen – before neon light and music show. I am very excited as I will wear the special Spidey costume designed by my sister. Please come as it will be good to have your company. Also, bring your brother Saurav. Waiting for your confirmation.

Gaurav

 

July 30th, 2019

• 
  HUMAN RESOURCES
  
• 
  TOOLS AND SAMPLES
  

A job application form is used to gather information from job applicants during the hiring process. This form covers essential personal data and information to help make a hiring decision. Also known as an employment application or application for employment form.

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Tips for Using an Application for Employment Template:

• 
  Make a generic application available to applicants to download, fill out and email back, print and return physically, or print it out yourself and hand it to potential applicants.
  
• 
  If you’re using job posting sites to advertise your job, allow the candidates to do everything electronically, via download and email.
  
• 
  Compare the answers you receive on the generic job application directly to your job description, to be sure that applicants meet your needs.
  
• 
  Scan completed applications quickly to make sure they’re filled out, and that candidates meet the essential requirements.
  
• 
  Compare your favorites side-by-side before deciding who to interview.
  
• 
  Be sure to keep good applications on file, even if you can’t hire the applicant right away - it’s always good to have a group of potential employees for a hiring emergency.
  

Next Steps:

That should be everything you need to replace your old job application form with new printable applications, or start using them at your business and tick one more task off your new hire checklist.

Once you've got some good applicants, you may want to see our employment verification guide to help you screen them.

You may also find our employee information form and timesheet template useful at this stage.

What needs to be on a job application form?

A basic job application form should include the applicant's name, contact information, the position they are applying for, education, work history, and a place for them to sign and date the form. If you need applicants to work particular shifts, ask for availability too.

Learn more about job application forms.

How do I write a job application form?

Unless you've got some very specific questions that need to be answered during the initial application process, you should be fine using a generic application for employment template. If need be, you should be able to edit any sample employment application we've provided in Word.

Download our job application form template.

When should I use a job application form?

• 
  When you want application forms that are standardized, and easy to compare.
  
• 
  When you want something that is easy to scan.
  
• 
  If you want to make the application process easier.
  
• 
  If you need to get information people don’t usually put on resumes.
  
• 
  If you want applicants to sign and attest that the information provided is accurate.
  

Read more about job application forms.

Why should I use a job application form?

Standardization is one of the main advantages of employee application forms. If you give the same application to everyone who applies for the job, it creates a very fair process for applicants and gives you a way to compare them side-by-side.

• 
  Job application forms are easier to review than resumes and CVs, saving you time.
  
• 
  Application forms are ideal for companies that require large-scale hiring, such as fast food, retail, and hospitality companies.
  
• 
  Allows you to get important information that applicants wouldn't normally share in a resume or CV.
  
• 
  Allows you to ask for information that will help you make decisions and research applicants, i.e., contact details for prior managers, why applicants left their previous position, and what hours/shifts they are available to work.
  
• 
  You can ask if they’re willing to submit to a drug test, and, in most cities and states, you can ask about previous criminal history.
  
• 
  Application forms save applicants from having to research how to write and format a great resume.
  

See more details about job application forms.

Do employers need to use application forms when hiring?

They're not necessary, and many companies opt for CVs or resumes instead. They are, however, a good way to take in a lot of information about employees in a standardized format.

Find more information on job application forms.

Can employees fill out the job application on their computer?

Yes, all the applications we've provided can be filled out using a computer.

Read more about job application forms.

Is it appropriate to use a general job application with management hires?

It depends on the management job. In some industries, like retail or grocery, filling out a generic application for employment is normal at many levels. Generally, though, you can accept resumes or CVs for positions like this, and give applicants a form to fill out that supplies the information you need from an application later in the process.

Learn more about job application forms.

What types of questions are on a job application?

Aside from general questions about location, employment history, and education, a job application can contain questions specific to the role that the applicant is applying for, e.g., specific skills, availability for shift work, desired salary, extracurricular activities, etc.

Conclusion

So, before start writing letter, first of all, you should identify, Who is your recipient? If you are having a professional relationship with the recipient, then you should go for a formal letter, whereas if the recipient is someone very close to you or you know the recipient well, then the informal letter is the right choice for you.

Questions:

1. What is application for you?

2. Tell the definition of formal letters?

3. Which rules do you know about filling and writing application form?

4.What is informal letter for you?

5. How often do you write an informal letter?

6. What differences do you recognize between?

7. Compare both types of letters?

8. When we use formal letters and an informal letters?

9. Do we need that letters or not and why do you think that?

10. What is the meaning and uzbek equivalent of the word – application?

11. Tell the types of formal letter!

12. Write an application for a job?

13. Write an informal letter to your old friend that you missed and want to see?

A large part of sending e-mail messages is actually replying to messages you’ve received. Here are some tips

to effectively replying to e-mail messages at work.

■ Provide a context for your reply. Your reader may not instantly remember what has already been

said. So include enough of the original message to give your reader a context for your reply.

■ Distinguish your reply from the original message. For example, you can put the existing text in

carats, like these “< . . . >”. Another effective way to visually distinguish your reply from the original message is to set it in a different color of type.

■ Don’t overquote past messages. Over time, quoting past e-mail messages in replies can create a

very long document and a great burden for your reader to sort through. Quote only the parts of

an original message that you need for the context of your reply. When the conversation changes in

topic, start a new thread rather than continuing to reply using an existing message.

■ Pay attention to where your reply will go. Sometimes, replying to a message that has been sent to a

list of people will actually send the message to ALL the people on the list. If you intend to reply to

the entire distribution list, that’s fine. But it can be quite embarrassing and irritating to the

receivers if you really needed to respond to only one person on the list.

■ Write when you are calm. Because e-mail messages can be sent very quickly, it’s possible to get

caught up in the heat of the moment and write an emotional—and perhaps inflammatory—reply

to an e-mail. Always read your message before pushing send. If you are upset about an e-mail message you have received, it’s okay to write a quick response right away—but don’t send it yet. Save it

to your draft folder, then move on to another task. Go back to your reply later when you are feeling more calm, and decide if you want to send the message. Just writing the message may diffuse

your emotions and you might change your mind about your response.

WHEN TO SEND AN E-MAIL MESSAGE

E-mail messages are very similar to memos. So how do you know when to e-mail and when to circulate a

paper memo? Here are some questions to help you make this decision.

■ Does your message involve legal, official, or other information that you need to document in a

paper file? If so, you might want to use a paper memo. However, more and more companies are

trying to become “paperless”—that is, to use less paper, so an e-mail message might still be okay

for some information. Stick with a paper memo for legal matters, though.

■ Do you need a response to your message right away, but can’t reach the person by phone? An email message is a good option in this case—especially if you know that the person checks his or

her e-mail regularly.

■ Is the recipient a person who is hard to reach by phone and who checks his or her e-mail regularly? An e-mail message is probably a good option, then. Another option is voicemail.

SAMPLE ESSAY FOR APPLICATION TO COLLEGE

Describe one of your most important accomplishments.

One of my most important accomplishments was my work in Russia. With the help of my

husband, I was able to gain a basic knowledge of Russian culture, “survival” Russian, and a job

lead before leaving for Russia. After arriving in Russia, I got a job as the first native speaker to teach

English conversation at the Sokolniki campus of Moscow Linguistics University in Moscow, Russia. I worked for rubles—not dollars. I was responsible for teaching thirteen hours of evening classes

to second-, third-, fourth-, and fifth-year students of English. I was also responsible for conducting a weekly seminar on American culture for the other teachers in the English Department. During the days, I worked on a textbook for Russian students of English, produced much-needed audio

materials for the English Department, and took Russian courses at the University.

I consider my work in Russia a major accomplishment because I had to learn not only a new

language, but also a new and substantially different, way of life—one of hardship and uncertainty

in transitional Russia. I had no copy machines, textbooks, or heating available for my classes. I

was left to my own imagination and ability to barter in producing activities and materials for my

students. In my home life, I learned, among other tricks, to live without a refrigerator by hanging

plastic bags with perishables out my window. Moreover, I quickly learned the way to get things

done in Russia—how to find food, how to travel, how to get the paperwork that I needed to stay

out of trouble with the authorities—and I made a contribution to the community to which I

belonged.