Letter Writing Rules

By | October 31, 2017

What are the letters sent for?

Even though letters are not a modern way of communication in our times, they are still used very often. The letters are of different types and are used for different purposes. The main two types of letters are general ones and business ones. General letters are sent to family members, friends, or people you know for talking about daily issues. Business letters, on the other hand are used for communication on business purposes and they also have lots of types.

We mainly will talk about business letters today.

Letter Writing Rules

Letter Writing Rules

Classification of the letters

In the activities of organizations, business letters are used in different situations, which determines the thematic and specific variety of business letters. Business letters can be classified on various grounds: by field of application, by role in information exchange, by the status of the author and correspondent, by the level of text typing, by the scope and purpose of correspondence in business activities, by the number of addressees and other characteristics.

Business letters are classified according to the following characteristics:

-On the territory of circulation: letters inside the country (internal correspondence); International correspondence.

-By the type of communication used to deliver the message to the correspondent: sent by postal service; Forwarded by fax or e-mail.

– On the scope: administrative correspondence; Commercial correspondence; Judicial correspondence; Personal correspondence, etc.

Letter Writing Rules

Letter Writing Rules

According to the status of the author (correspondent): letters of organizations (legal entities); Letters of individuals (citizens).

-By the number of addressees: business letters sent to one address; Business letters sent to several addresses.

– On the role in the information exchange: initiative letters; Letter-answers.

On the level of typification of the text: letters, compiled on the basis of unified forms; Unregulated letters.

On hierarchy of authorities, organizations: letters of higher organizations; Letters of subordinate organizations; Letters from outside organizations.

Subjects: letters on financial issues; Letters on logistic support; Letters on legal issues, etc.

Letter Writing Rules

Letter Writing Rules

Types of letters

Let us look at varieties of letters in more details.

Letters of information character – letters, the main purpose of which is to inform the addressee. Depending on the conditions and purposes of information, several types of letters are allocated in this group.


Information letter is a letter in which the addressee is informed of official information. The information letters can explain certain provisions of legislative and other normative legal acts and give recommendations on their application. Information letters can be sent to a wide range of recipients.

Letter Writing Rules

Letter Writing Rules

Letter-message – a letter to which the author informs the addressee of any events, facts of mutual interest; The letter-message can be initiative or it can be a response to a letter-request or a letter-request.

A reminder letter is a letter, the purpose of which is to induce the addressee to fulfill the obligations undertaken or accepted agreements. For example:

Letter-notification – a letter informing about public events (meetings, seminars, exhibitions, conferences, etc.); As a rule, is sent to a wide range of organizations with a view to their involvement in the events held. Notification letters can not only inform about the event, time and place, but also invite to participate, inform about the conditions of participation in the event and provide other supporting information.

Advertising letter – a letter offering goods (services), stimulating interest in the product and the desire to purchase it.

Letters containing a request or proposal are letters whose purpose is to induce the addressee to perform certain actions of interest to the author of the letter..

Letter Writing Rules

Letter Writing Rules


Rules for writing business letters

There are different business letters sent by different reasons and of different types, such us, cover letters, resumes, follow ups, CVs and etc.

There are different answers to the question of how to write and how to mail a letter, since it depends on type of the letters, but let’s look at the most general form of writing them.

General form of a letter sent for applying to a job is given in step by step form below:

-Official appeal.

-An explanation of the reason why you write a letter.

Letter Writing Rules

Letter Writing Rules

-Specify the source of information about the vacancy.

– Explain why you were interested in the proposed work.

-Give a brief description of your education and work experience.

You can describe your individual qualities, which most closely correspond to the requirements for the applicant for the proposed position.

Next, you should indicate that you are attaching your resume and expressing your readiness, if necessary, to provide additional information.

In the end, you must specify the name and date of writing the official letter. Put a personal signature.

That’s all we have to say about letter writing rules!

We hope you have liked the article and know how to write and how to mail a letter, now!