Letter Types: Formal Letters Versus Informal Letters

Letter writing is one of the important aspects of business communication through writing. Many people classify letter into two types in terms of it's a purpose, subject, structure, layout and the recipient.

The letters are of two types

a. Formal/Professional/Business Letters

The formal letters are also called as professional and business letter. They have the distinct purposes and specific subject matter along with structure, layout and recipient. Let's discuss them with examples

a. Purpose

The purpose of business or formal letter is always specific. It is written for the professional purposes. For example. A Letter written for job application or a letter written for the demand of some products and services can be a good example of formal/business letter.

b. Subject Matter

The subject matter of business letter is always business related. It may be a letter of sales and purchase, job related etc. The subject matter is formal in nature. For example there is not something that addresses personal feelings, opinions and emotions in business letter.

c. Structure

It means the grammar and structural pattern of the message of business or formal letter is specific. It should be structured into a pattern. The sentence are full and complete. There is no space for broken and half sentences in formal letter. Sentence fragments should be avoided in formal and professional letters.

d. Layout

The layout of formal letter is specified. The basic components of letter should be clearly mentioned. The inner address, date proper salutation and introductory paragraph, body paragraph as well as close with complementary end and signature.

e. The recipient

The recipients of the formal letters are either the businessmen or the costumers. They are written by an organization to any individual or another organization.

f. Grammatical features

The objective type of language is encouraged in formal letters. The personal pronouns are avoided. The exclamatory sentences are discouraged in formal letters. The complete and full fledged sentences are used.

2. Informal/Personal/ letters to relatives and friends

The informal letters are also called personal or letter to the relatives and friends. As the name suggests, they are informal in nature. The informal letters in terms of various aspects are understood clearly as follows:

a. Purpose

The purpose of personal or informal letter is not specific. It is written for the professional purposes. For example. Letters to a friend and letters to the family members and relatives can be a good example of informal/personal letter.

b. Subject Matter

The subject matter of informal letter is always personal. It may be a letter friends, personal and family related subjects. The subject matter is informal in nature. For example there is always something that addresses personal feelings, opinions and emotions in informal letter.

c. Structure

It means the grammar and structural pattern of the message informal and personal letters. There is no specific format or pattern of informal letter. The sentences are mixed and broken. Sentence fragments simply causals in informal letters.

d. Layout

The layout of informal letter is not specified. There is flexibility in letter's layout. It depends to the writer. The layout of informal letter not specific. For example there are not all the basic components of formal letters in informal and personal letters.

e. The recipient

The recipients are either family members/relatives or the friends.

f. Grammar/Structure

The broken sentences are common in informal letters. The maximum use of personal pronouns and exclamatory type of sentences are the features of informal letters.

Conclusion

The distinction between formal and informal letter can be summarized as in the following table

Criteria	Formal Letter	Informal Letter
Meaning	They are official and professional letters.	They are personal and family affair related letters.
Purpose	Official/Business/Professional Purpose	Personal/Family and relative related purpose
Receiver	The receivers are either clients or staff or any organizations	The receivers are family member, relatives or friends.
The Grammar/Sentence Structure	The grammar and sentence structure are fully based on standard of English. Complete sentences and objective type of language is used	The grammar and sentences are broken in nature. It looks like more conversational as well as casual use of everyday language and subjective way of writing is more favored in informal writing.
Personal Pronouns	Very few/limited use of personal pronouns.	Maximum use of personal pronouns
Pattern of Letter Writing	There is specific pattern of letter writing	There is no specific pattern and style, it is rather more flexible in nature
Formality	As the name suggests, formal letter tends to be more formal in case of subject matter, sentence pattern, and style.	It is as per the name, automatically prefer more informality in every things and aspects such as subject matter, pattern and style as well as grammar.

 References

Timilsena (2020) Business Writing Practice to the Classroom Purposes.

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