TYPOGRAPHY OF LETTER WRITING

Despite the prevalence of emails and text messages, the official objectives and processes are still strongly tied to letter to letter writing. This is specifically for the fact that the act and craft of letter writing is technical and scientific enough to prove the level of one’s intelligence. Letter writing still stand out as an effective means to testing the mental and academic development of individuals.

Everyone has to write letters at some point. Letters of complaint, job applications, thank you letters, letters requesting changes or making suggestions among many others. Therefore letter writing is simply defined as a written message that can be handwritten or printed on paper.

The Relationship between typography and Letter writing is not only in the respect of typesetting. The Professional skills of Computer Typographers which are in; Diploma, Post-Graduate or other awards requires some basic knowledge about official matters among which is letter writing. To this effectively, common to other fields and a form of extension typographers group letter writing in the following classes;

1. Formal Letter: These letters follow a certain pattern and formality. They are strictly kept professional in nature, addressed to the office instead of the person in the office and directly address the issues concerned. Any type of business letter or letter to authorities falls within this given category.
2. Informal Letter: These are personal letters. They need not follow any set pattern or adhere to any formalities. They contain personal information or are a written conversation. Informal letters are generally written to friends, acquaintances, relatives etc.
3. Business Letter: This letter is written among business correspondents, generally contains commercial information such as quotations, orders, complaints, claims, letters for collections etc. Such letters are always strictly formal and follow a structure and pattern of formalities.
4. Official Letter: This type of letter is written to inform offices, branches, subordinates of official information. It usually relates official information like rules, regulations, procedures, events, or any other such information. Official letters are also formal in nature and follow certain structure and decorum. Unlike formal letters exist within the circle of an official frame and does not include reception from non-official sources.
5. Social Letter: A personal letter written on the occasion of a special event is known as a social letter. Congratulatory letter, condolence letter, invitation letter etc are all social letters.
6. Circular Letter: A letter that announces information to a large number of people is a circular letter. The same letter is circulated to a large group of people to correspond some important information like a change of address, change in management, the retirement of a partner, change in agreement, change in date etc.
7. Complaint Letters: A letter that discloses one’s displeasure, disapproval, personal or group grievances, personal resolution or conviction about matters of concern is important to every individual and group. Sometimes, for temperament limitations, it is more advisable to communicate your displeasures through careful writing as overreaction due to emotional tip-ups or fear of personality will be tactically avoided.
8. Employment Letters: Any letters with respect to the employment process, like joining letter, promotion letter, application letter etc.
9. Open Letters: A special kind of letter written to Newspapers or magazines for publication but addressed to a public figure or matter, public office holder among others to register personal group concern about their affairs and coordination. This is especially advisable due to the cost of making personal contact with the recipient, the recipients’ unwillingness to receive any letter from the sender among other issues. Open letters are usually former and official in approach, very precise, clear setout of arguments, request, and recommendations and are published by newspapers and magazines.

LETTER WRITING TIPS

1. Language Orthography: Since letters are addressed to identify sources, it is much easier and professional to always write them in the recipients’ languages. Every typist should acquire the discipline of searching for the language orthography of every recipient as a form of professional skill.
2. Opening and Closure: Opening a letter in the correct manner is of utmost importance. Formal letters open with a particular structure and greeting that is formal in nature. Informal letters can be addressed to the person’s name or any informal greeting as the writer wishes. Even when closing the letter, it must be kept in mind what type of letter is being written. Formal letters end respectfully and impersonally, whereas informal letters may end with a more personal touch.
3. Establishing the Intent: Once you start writing, make sure to get to the point as soon as possible. Especially in formal letters, it is important to immediately make clear the purpose of the letter.
4. Choice of Words: A letter is always supposed to be polite and considerate. Even if it is a complaint letter, the point must be made in a careful and courteous manner. So it is necessary to use polite expressions and civil language in all types of letters.
5. Length:  other important factor to be considered is the length of the letter you are writing. It should be kept in mind that formal letters are generally to the point, precise and short. Lengthy formal letters tend to not have the desired effect on the reader. The length of an informal letter is determined by the message in the letter and the relation to the recipient.