Letter: Purpose

Overall Aim and Structure

A letter is a written message from one party to another, containing information or news.
Its main goal is to communicate a specific intent, whether it be persuasion, information, or expressing personal sentiment.
A traditional letter contains an opening salutation, body of text, and ending with the sender’s signature.
Nowadays, the purpose of a letter can be conveyed through both formal and informal mediums such as emails.

Opening Salutation

The tone of the letter is set in the opening salutation. Formal letters usually begin with “Dear [Recipient’s Name/title]”, while informal letters can begin with a casual salutation.
The more formal the letter’s purpose, the more formal the salutation. This respectfulness shown in the salutation helps deliver the letter’s tone from the beginning.

Body of the Letter

The body carries the main content of the letter and is generally organised into paragraphs, each presenting a new point or idea.
In a formal letter, especially, one should get to the point quickly and clearly. The purpose of the letter should be clearly stated in the first paragraph.

Use of Tone

The tone used in the letter helps to set the mood and reflects the intent of the letter.
Formal letters generally have a polite and respectful tone, while informal letters may use a casual and more personal tone.
The tone should always be consistent with the letter’s purpose and its recipient.

Closing and Signature

The conclusion or closing of a letter is just as important as any other part. It needs to effectively wrap-up the discussion and restate the letter’s overall purpose.
This is often followed by a closing salutation such as ‘Yours sincerely’ in formal letters or ‘Best wishes’ in informal ones and ends with the sender’s written or printed name.

General Points

A well-written letter should make a clear point, have a specific purpose, and provide relevant details.
The purpose of the letter should be apparent from the start and maintained throughout.
Proper punctuation is key – the wrong punctuation can change the intent of the message.
Always proofread for spelling and grammatical errors to ensure that your message gets across as intended.
Always remember to consider the audience and the formality required for the purpose of your letter.