Text Type: Functions: Context of use:

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1 Text Type: Letter Functions: Letters are a kind of substitute for spoken conversations. It is spontaneous, private, and personal. It is non-literary and is not written for the eyes of the general public. Letters provide written and signed proof of a person s message to another. It can be filed, duplicated, reread, and offered as evidence of business transactions, promises made, and personal comments on a variety of matters. Unlike telephone calls, which quickly pass away and leave no traces; letters, on the other hand, remain behind as proof of at least one side of a relationship. There are many different types of letters, formal and informal letters, and with different writing purposes and addressees. Letters can be used to say thank you, to express sympathy, to congratulate, to invite someone to some occasions, to reply invitations, to ask questions, to order goods, to promote products, to complain, or to apply for jobs and many others. In the words of the great poet W. H. Auden, we see that there is a wonderful variety of subgenres in the genre of letter writing: Letter of thanks, letters from bank, Letters of joy from girl and boy, Receipted bills and invitations To inspect new stock or visit relations, And applications for situations And timid lovers declarations And gossip, gossip from all the nations Context of use: There are great varieties of uses, including business, political educational, family and personal. Friendly letters for family and friends are informal and uncomplicated, personal in tone, and usually generous with details and specifics. Business letters, on the other hand, is a means of communication among secretaries, executives, politicians, or salespeople. They are written in a formal tone, and are strictly informative, avoiding emotional and personal responses, concentrated on facts, short and to the point. 1

2 Ways of organizing information: The main body of a letter usually consists of three parts: the introduction, the main body, and the conclusion. (Sometimes a subject heading is included which helps readers identify the reasons of writing the letter and it is a bit more formal.) Letters of different purposes determine different structures of organizing information. The subject and reasons of writing the letter are explained in the introductory paragraph; the supporting reasons or elaboration of ideas are given in the following paragraph(s), and the ending is with the calling for actions/ indication of anticipation/expectation. Format and layout: Basic structure of a friendly/personal letter: Greeting / Salutation (comma) 24 C Manson Building 32 Johnson Street Kowloon, Hong Kong May 21, 2002 Sender s address Date Dear Sandra, Body It s been lonely since you moved to Australia. How are you? I have just finished my teaching practice recently and now I am preparing for lots of term papers and the coming exams. How is your life there? Do you enjoy the school life? Do you miss your family in Hong Kong? I want to visit you there in this coming summer holiday. If you have room, maybe I can spend part of the summer at your new place. I look forward to your next letter. Write soon. Missing you, Closing (Comma) Signature of sender Linguistic characteristics: Clear and concise, superfluous words should be avoided, aiming at transmitting the message from writer to recipient, to move recipient to action, and to imbue the recipient with friendly feelings towards the writer/ his company. Hence, letters should 2

3 be aiming at clarity, simplicity, brevity and friendliness. In addition, passive voice is avoided, as the active voice is so much more forceful and direct. Word choices: Salutation and closing: For the addressee known by the writer, Dear Mr. /Ms are used, and Yours sincerely is used as the closing. For the unknown names of the addressee, Dear sir/madam (but NOT Ms) is used and ended with the closing Yours faithfully. Complementary close examples: For business letters: Yours truly, yours very truly, yours sincerely, yours cordially, best regards, formerly yours, with anticipation, and so on. For letters to friends and loved ones: Love, with love, affectionately, warm regards, many thanks, as ever, best regards, forever yours, and so on. Format: Personal/ friendly letters have free variations in terms of the format. In matters of format of business letters, there are two basic types: traditional format, with indented address and closing, and block format, with everything aligned at the left margin. Traditional business letters allow the least room for creativity and variations. We must follow the conventions that the readers expect. An envelope: Sender s full name and address Pricilla Barnes ABC Company 321 Nathan Road Kowloon, DH 2391 Receiver s full name and address Mr. John Alison Mid-West Corporate Design 678 Mary Road Columbus, IN

4 Format of business letters: Name and address of the sender s company. ABC Company 321 Nathan Road Kowloon, DH 2391 Date May 21, 2002 Recipient s name and title Recipient s address Mr. John Alison, President Mid-West Corporate Design 678 Mary Road Columbus, IN Salutation Dear Mr. Alison: Body #1: state the purpose for writing, the connection with the recipient. #2: describe what s wanted. #3: request specific actions We are a mid-sized polymer manufacturer founded in We are now. 2 spaces In particular, we would like samples of your different types of paper and envelops.. 2 spaces Would you please send us.. Thank you very much for your help. Closing Yours truly, 6 spaces Typist s name Enclosures additional materials included Copies: listing other recipients Pricilla Barnes Assistant Vice President Enclosed: current letterheads and envelopes. CC: Karvin Chan Alfred Li 4

5 References: 1. M. E. Snodgrass. (1997). Writing Letters. American Guidance Service, Inc. U.S.A. 2. M. Bosticco. (1985). Instant Business Letters. Gower. 3. N. Burbidge, P. Gray, S. Levy, M. Rinvolucri. (1996) Letters. Oxford English. 5