Why Everyone is in Learning Spree of State of the Art Techniques of Drafting Personal Letters to Develop- Interpersonal Relationships?

Abstract

A personal letter is a type of letter which usually relates to personal matters rather than expressing professional concerns. It is longer than a dashed-off note or invitation, and is often handwritten and sent by mail. A personal letter is generally sent from one individual to the other or an organization in order to address the concern or matter in an informal manner. Sometimes students are also asked to prepare a personal letter format. But, most of them are not even aware of the different types of personal letters; therefore, get stuck.

Now a days we communicate primarily through social media, messaging apps, and email in this modern era. This is why it might seem that writing a personal letter is a lost art, and It's all too easy to get caught up in a rush and overlook the nostalgic appeal of a handwritten personal letter. But, what we need to understand is that a personal letter is a valuable form of communication and allows us to connect with people in a more emotional and unique way. 

Keywords

Personal Letter, Correspondence, social media, Messaging Apps, Email, Writing Conventions, Opening Salutations, Formatting, Closing Salutations, Rhetoric. 

Learning Outcomes 

1 . What's exactly Personal Letter?

2 . What are the different types of personal Letters?

3 . What are Common Letter Writing Conventions? 

4 . What kinds of formatting one must know in making personal Letters Impressive?

5 . Why rehetoric matters in Personal Letters?

6. What's the parts of rhetorical situation:

7 . How to make personal Letters Presentable?

8. How to Answer a Personal Letter? 

9. Conclusions

10. FAQs 

References 

1 . What's exactly Personal Letter? An Introduction

Personal letters may still be preferable to email communication in a number of contexts. This includes, but is not limited to, letters of complaint, travel correspondence, and holiday letters. Letters can create different impressions on readers when compared to other forms of correspondence. Given that letters take a greater effort to write and to send, they often create the sense that more time and concern went into them. This can, depending on the context, highlight the degree of disappoinment (as in a letter of complaint), or the intimate sense of community between the reader(s) and the writer (as in holiday letters).

This resource discusses some of the basic conventions of personal letter writing. This will include brief discussions of opening salutations, complementary closings, and formatting. Some rhetorical considerations when writing personal letters will also be presented.

If you are looking for information on letters of recommendation, please click here. If you are looking for information on cover letters, please click here.

2 . What Are the Different Types of Personal Letters?

The following are the different types of personal letters that you can write -

Farewell -This type of personal letter is written when you are saying goodbye to someone. The reason could be anything; changing school, switching homes, going abroad, or anything. Through this letter, you need to express your best wishes to the one who is starting a new phase of his/her life.

Get Well -Get well personal letters are written for someone who got sick or hospitalized. You can wish someone a fast recovery from illness or injury. Through this letter, you can express your sincere concern and give them best wishes. You can also refer to the personal letter writing examples to get a better idea about the same.

Love - Nowadays, love letters still work even when social media and e-mails are there. Generally, teenagers think that writing love letters and sending them to their loved ones are the best way to express feelings. This letter isn’t only about couples; you can even write a love letter to the one you love or care about. The personal letter writing format for this typeis the same as that of other letters.

Pen Pal -This type of personal letter is quite different from other types of letters. By writing a pen pal, you can communicate with someone by sending letters regularly. Nowadays, when the digital era is blooming, pen pal letters still work. You can choose any personal letter template available online to write your pen pal.

Condolence -Through this type of letter, you show some sincere sympathy to your closest ones. You can wish them power and strength through this letter and make them feel better. By using some gentle words, you can help the person in losing his/her burden. To write a better condolence letter, you should follow a simple personal letter structure that conveys your feelings in a better way.

Congratulations -As the name suggests, this personal letter is written to someone who has received a great achievement or an award. The personal letter writing format for this type of letter is very easy, so creating it won’t be an issue for you.

Thank You -A thank you letter is written to show great appreciation to someone. Suppose, if they have invited you to their party, gave you a gift, did a favor, or anything that has made you feel overwhelmed and appreciated, then you write this letter to pay them gratitude. The personal letter formatting for this type is quite informal and is generally sent to a friend or family.

So, these are some of the different types of personal letters that people generally write. Well, the list doesn’t end here as we have mentioned only the most common ones. Now, let's discuss the elements that you need to include in the format of a personal letter

3 . What are Common Letter Writing Conventions? 

The context in which the personal letter is written plays an important role in what to include and in how to structure your letter. Given the breadth of letter writing contexts, this resource is not comprehensive in nature. Rather, it will discuss a few of the conventions that are common across different contexts.

Opening Salutations

There are a number of opening salutations available to letter writers; these vary greatly based on audience and purpose. For example, Dear can be used in almost any situation, and it does not connote any real degree of intimacy between the reader and the writer. Other opening salutations that could be used are Good Day or Hi/Hello both which are considered to be relatively neutral in terms of their level of intimacy, but they tend be less formal than using dear. Something like Season's Greetings can be a festive way to start a personal letter during the holiday season. The first letter of any opening salutation that you decide to choose should be capitalized.

Subsequent to Opening Salutations 

Following the chosen opening salutation, you should provide the name of the person you are corresponding with. It is best to use either last names or full names. Titles like Mr. Mrs. Ms. and Dr. should all be capitalized. If you are writing to an individual who holds the rank of professor in a university, or the rank of father in the Catholic church, do not abbreviate these titles.

Dear Mr. Sanjit,

Hi, Jinid,

Dear Father Rakesh Toppo

Complimentary Closing

Complimentary closings appear at the end of a personal letter before the signature. In general, the number of complimentary closings available to a letter writer is more varied than the number of opening salutations. A closing like Regards can be seen as maintaining a greater distance between the reader and the writer. Something like Sincerely Yours or Cordially may somewhat shorten the perceived distance between the reader and the letter writer, but are both still relatively neutral. 

Depending on the reason for writing, closings like Get Well Soon (if the recipient is not feeling well) or Happy Holidays (during the holiday season) may be more appropriated and may create a sense of closeness between the reader and the writer.

4 . What kinds of Formatting one must know in making personal Letters Impressive?

Many personal letters have four basic parts, and the information contained in these parts varies greatly depending on context. These parts can include the heading, the opening, the body, and the closing.

As per the survey conducted by the Instant Assignment Help experts, more than 50% of the students search, “How to format a personal letter?” The major reason is, they are not aware of the basic structure of personal letter formatting. So, to help them, the experts have mentioned everything about the basic structure.

Your Name & Address

This section is written on the top right corner of the page. Here, you need to write your full name, along with the address. This will enable the other person to reply to whom you are writing a letter.

For Example - Full name, Street Address, City, State, Zip Code, Country

Date

The date should always be displayed on the right-hand side of the paper beneath your address. Remember to write the date in full format.

For Example - 21 July 2020

Sender’s Name & Address

The sender’s name and address are always written on the left-hand side of the paper beneath the date. And yes, always make sure to include the full name of the sender.

For Example - Full Name, Street Address, City, State, Zip Code, Country

Salutation

Whenever you prepare a personal letter structure, you can write the most widely used term of endearment, i.e., “Dear” followed by the first name of the recipient.

For Example - Dear Mr. Monit,

In case you have good relations with the person to whom you are writing a letter, you can simply write the first name along with the salutation.

For Example - Dear Pramod

Subject Line (Optional)

A subject line plays an essential role, especially when you are preparing a proper personal letter format for business purposes.

Introductory Paragraph

Here, you can write the opening paragraph by including the main content of the letter. This section generally includes the premise of the personal letter. It is written to draw the recipient’s attention towards the matter.

For Example - I am writing this letter to congratulate you for…

Body Paragraph

There is no fixed length for writing a body paragraph of the personal letter. So, just write whatever you want to convey, but try to keep everything clear and concise.

Concluding Paragraph

Here, you can summarize the entire content of the letter and conclude your statement. The personal letter writing format always has a call-to-action so that the recipient can prompt a reply.

Signing-Off Note

Finally, here you can write a sign-off note by thanking the recipient for giving their precious time and attention.

For Example - Thanks, regards, sincerely, cordially, with gratitude, kind regards, with appreciation, yours truly, etc.

Name of the Sender

Now end the personal letter by either writing your name or doing signature. You can also conclude with something more friendly like “All the best.”

For Example - 

All the Best, Anjali.

Variations in Heading 

The heading of the letter may have the most variation based on the purpose of the letter. For example, a letter of complaint's heading might include a return address and a date line, while a personal correspondence may only include the date.

The opening of the letter includes the opening salutation and information identifying to whom the letter is addressed, whereas the body of the letter contains all of the information to be communicated.

Finally, the closing of a letter contains the complimentary closing and the letter writer's signature. Your signature may also include institutional affiliations, job titles, and/or a post script (P.S.).

5 . Why rhetoric matters in Personal Letters? Tips make Personal Letters Presentable. 

Rhetoric is everywhere — on TV, on our phones, in conversations. Learning how to use rhetoric can help you better understand messages while effectively communicating in any situation.

Rhetoric gives you a framework to think critically about your writing and reading choices. 

Knowing how to use the tools of rhetoric can improve your communication and can help more people to agree with your perspective.

There are many rhetorical concerns when it comes to writing in general, many of which apply to letter writing. There are also a few that are specific to letter writing. 

For example, how to open and close the letter are specific to letters and merit special attention. One thing to keep in mind, however, is that every letter has a specific audience, and that audience should be kept in mind while writing the letter.

In the opening and closing of personal letters, special attention should be paid to what is being written in each section. 

For example, ending a letter of complaint with something like "Best Wishes" or "Cheers" may negatively impact your overall message because these two closings create the impression of some intimacy with the reader. 

Likewise, opening a letter to a close friend from college with something like "Dear Ms. Mary Smithe" may create a sense of distance and alienate the reader.

One thing to keep in mind is that every letter has a specific audience, and that audience should be kept in mind while writing the letter.

Very simply, language shapes our world and puts names to objects and behaviors so we can talk about them, and rhetoric is the study of how language shapes behaviors and beliefs.

6. What's the parts of rhetorical situation?

Below are the parts of a rhetorical situation:

Audience: The intended readers or listeners of a message.

Purpose: What the writer or speaker wants the message to accomplish, such as influencing an audience’s actions, thoughts or feelings on a subject.

Genre: What category does your message belong to? Examples include an academic essay, a commencement speech, a cover letter or a social media post. Each category calls for adjustments to style, content and the conventions of the genre.

Exigency: This answers the question: why is what you’re saying important to say now? Does it address a current issue? What situation sprung you to begin crafting your message?

Context: This includes factors that affect the creation of the text, such as timing, news or current events.

7 . How to make personal Letters Presentable?

Use these four tips to write meaningful, personal letters that recipients will treasure.

1. Choose your medium carefully.

Any piece of paper and pen will do, but if you want to make your personal letter stand out, consider your stationery choice.

Quality stationery makes writing a true pleasure and creates a distinct impression on those lucky enough to receive your letters.

The type of stationery you choose should complement the purpose of your correspondence, with paper and envelopes becoming more formal as the importance of the letter increases. If you are committing to sending more letters, consider buying personalized stationery or custom return address labels.

2. Write with a purpose.

Whether you want to send a letter to show you’re thinking of someone, encourage a friend, say thank-you or express your love, think about what you’d like to say before you put pen to paper.

If you’re not sure, expressing gratitude is a great place to start.

And don’t forget: A personal letter can be as short or as long as you’d like it to be.

3. Don’t worry about being perfect.

Be yourself. Your penmanship, spelling and grammar don’t need to be perfect for your message to be meaningful.

The note itself is the gesture. I’d take a handwritten note with mistakes over a perfectly spelled email any day.”

If you are concerned about penmanship, consider typing your letter before signing it with a pen.

4.Don’t forget to buy stamps – soon.

Mailing letters requires postage – and rates are on the rise. So consider buying stamps soon. 

8. How to Answer a Personal Letter? 

Receiving a personal letter can be an exciting and heartwarming experience. Whether from a friend, family member, or pen pal, responding to a personal letter allows you to maintain and strengthen your connections with others. However, writing a response can make you feel overwhelmed at first. So, we are here to provide you with helpful tips and suggestions on how to respond to a personal letter thoughtfully and engagingly.  

1. Start with a Warm Greeting: Begin your response by expressing your appreciation for the letter you received. Use a warm and friendly tone to convey your excitement and gratitude. For instance, you can start with phrases like “Dear [Name],” “Hi [Name]!” or “It was so lovely to receive your letter!” 

2. Reference the Sender’s Letter: Acknowledge the contents of the sender’s letter to show that you read it carefully and value their thoughts. Respond to specific points, questions, or concerns they raised. This demonstrates your attentiveness and genuine interest in the conversation. You can say, “Thank you for sharing your thoughts about [topic] in your letter. I found it fascinating that you mentioned [specific detail]…” 

3. Share Your Own Experiences: After acknowledging the sender’s letter, it’s your turn to share your experiences and thoughts. Provide updates on your life, share stories, or discuss common interests. This will not only keep the conversation flowing but also allow the sender to learn more about your life and experiences. Remember to be genuine and sincere in your responses. 

4. Ask Thoughtful Questions: To keep the conversation interactive, ask the sender questions about their letter or recent activities. This shows your interest in their life and encourages them to share more. For example, you can ask about their hobbies, upcoming plans, or how they’re doing in a particular situation. By asking thoughtful questions, you’ll keep the conversation engaging and foster a more profound connection. 

5. Express Empathy and Support: If the sender shared any challenges or struggles in their letter, express empathy and offer support. Let them know you’re there for them and willing to lend a listening ear. Even if the letter is filled with positive news, it’s always nice to offer encouragement and show genuine care for the sender’s well-being. 

6. Conclude with Warm Closing: Wrap up your letter with a closing that reflects your personality and the relationship you share with the sender. Choose a closing phrase that matches your level of closeness, such as “Warmest regards,” “Sending hugs,” or “With love.” End your letter positively, anticipating their next letter or future interactions. 

9. Conclusions

So, this all about the personal letter structure that you need to follow. After that, you can easily come up with a better personal letter format. If still, you get stuck somewhere and need help with personal letter writing, then you can refer to some personal letter format examples present online. 

Or, 

You can reach Instant Career Education for Success, where we have a team of professionals that can craft a better personal letter writing format for you.

10. FAQs

Should You Write the Letter by Hand or Type It?

The choice between typing and handwriting the letter is yours to make and may be based on various different things. First of all. How’s your handwriting? If it is illegible or just ugly as chicken scratch, consider typing the letter.

If you want to type it but give it an informal feel, spring for an informal font. If you are sending a passionate love note and your handwriting is legible, sometimes it’s the better choice.

If you are handwriting the letter, decide whether or not you want to use both sides of the page. If your pen makes an impression on the stationary, then you may want to use just one side, apologize to the rainforest and move on.

If your letter goes on for more than two or three pages, you may want to consider numbering them in case the pages get shuffled. It’s the same idea as writing your information on the letterhead itself as well as the envelope.

How to Write a Romantic Love Letter to Your Girlfriend or Wife?

Use the tips on how to write the perfect love letter for your wife or girlfriend. She will love receiving such a romantic gift from your heart.

References

Basic Business Communication: Skills For Empowering The Internet Generation,

Basic Business Communication: Skills For Empowering The Internet Generations 

Business Communication: Making Connections In A Digital World

Business Correspondence & Report Writing

Business Correspondence & Report Writing

Effective Business Communication

Basic Business Communication Skills for Empowering the Internet Generation

The Essence of Effective Communications

Effective Communication

Excellence in Business Communication.

Business Communications: From Process to Product

Sabin, William A. The Gregg Reference Manual. New York: McGraw-Hill, 2011.Print