Writing a letter might seem old-fashioned in today’s digital world, but it’s still one of the most powerful forms of communication whether you’re applying for a job, complaining about a product, sending an invitation, or simply expressing feelings.
But here’s the thing not all letters are written the same way.
Different situations need different tones, formats, and purposes. And that’s where understanding the different styles of letters comes in handy.
In this article, I’ll walk you through:
- What are the main types of letters
- Key features of each style
- When and how to use them
All explained in a simple and realistic way.
Why Letter Writing Still Matters Today
Before we get into styles, let’s answer the obvious question:
Do people even write letters anymore?
The answer is yes just in different forms.
- Emails are basically modern letters.
- Cover letters are still required with job applications.
- Complaint letters help you get refunds or services.
- Formal letters are used in education, government, and legal fields.
- Even WhatsApp messages, when written thoughtfully, follow the basics of letter writing.
So even if you’re not sending letters by post, the skill of letter writing still matters.
Broad Classification: Formal vs Informal Letters
Let’s start with the basics.
There are two major styles of letters:
1. Formal Letters
These are written in a professional tone and used in official settings.
Examples:
- Job application letter
- Business inquiry
- Resignation letter
- Complaint to a company
- Letter to school or college authorities
2. Informal Letters
These are personal letters written to friends, family, or someone you know well.
Examples:
- Letter to a cousin
- Thank you letter to a friend
- Birthday or holiday wishes
- Casual updates
Now, let’s dive deeper into specific styles of letters with examples.
9 Different Styles of Letters
1. The Application Letter
Purpose: To apply for something usually a job, internship, or position.
Used In: Job applications, scholarships, internships.
Tone: Formal, respectful, confident.
Structure:
- Introduction: Mention why you’re writing
- Body: Talk about your qualifications and why you’re suitable
- Conclusion: Thank the reader and mention availability
Example Use:
“Dear Hiring Manager,
I am writing to express my interest in the position of SEO Content Writer at [Company Name]…”
Tips:
- Keep it short and focused
- Avoid exaggerating
- Tailor it for the specific role
2. The Complaint Letter
Purpose: To express dissatisfaction or report an issue with a product or service.
Used In: Customer service, government complaints, housing societies.
Tone: Formal, polite, assertive.
Structure:
- Describe the issue clearly
- Mention any steps already taken
- Ask for a solution or refund
- Attach proof if needed
Example Use:
“I am writing to report a malfunction in the washing machine I purchased on June 10th from your online store…”
Tips:
- Stick to facts
- Stay polite, even if frustrated
- Include relevant details like product ID, invoice number, etc.
3. The Invitation Letter
Purpose: To invite someone to a personal or professional event.
Used In: Weddings, meetings, conferences, birthday parties.
Tone: Can be formal or informal depending on the event.
Structure:
- Mention event details (date, time, venue)
- Purpose of the event
- RSVP or contact details
Example Use (Formal):
“We are pleased to invite you to the Annual Business Meet scheduled for August 10th at The Oberoi, New Delhi…”
Example Use (Informal):
“Hey Riya,
It’s my birthday next week and I’m throwing a small party at home! Hope you can come…”
Tips:
- Be clear and specific with event details
- Keep the tone consistent with the event type
4. The Leave Letter
Purpose: To request time off from work, school, or college.
Used In: Schools, workplaces, universities.
Tone: Formal, respectful.
Structure:
- Reason for leave
- Duration
- Any supporting documents
- Expression of responsibility
Example Use:
“I am writing to request leave for three days from July 25th to July 27th as I have a family emergency…”
Tips:
- Don’t be vague state the reason
- Mention who will handle your duties (if relevant)
- Always thank them for consideration
5. The Thank You Letter
Purpose: To express gratitude for help, gifts, services, or kindness.
Used In: Both personal and professional settings.
Tone: Can be formal or informal.
Structure:
- Mention what you’re thankful for
- Express how it helped you
- Offer goodwill or future cooperation
Example Use (Formal):
“Thank you for considering my application and giving me the opportunity to interview for the position…”
Example Use (Informal):
“Thanks a ton for helping me out with my project! Couldn’t have done it without you.”
Tips:
- Be specific about what you’re thankful for
- Keep it short and sincere
6. The Resignation Letter
Purpose: To formally resign from a job or position.
Used In: Professional environments.
Tone: Formal, respectful, and neutral.
Structure:
- State your intent to resign
- Mention notice period
- Thank the employer
- Offer help during transition
Example Use:
“Please accept this letter as formal notice of my resignation from the role of Digital Marketing Executive, effective two weeks from today…”
Tips:
- Don’t include negative comments
- Keep it professional
- Leave a positive impression
7. The Informal Letter (Personal Letter)
Purpose: To communicate with someone you have a personal relationship with.
Used In: Daily communication with friends and family.
Tone: Casual, friendly, emotional.
Structure:
- Greeting
- Personal updates
- Ask about their life
- Ending with warmth
Example Use:
“Hi Dada,
How are things back home? Delhi’s been super hot lately, but work’s going well…”
Tips:
- Write from the heart
- Use a tone that matches your relationship
- No need to follow strict format
8. The Recommendation or Reference Letter
Purpose: To vouch for someone’s skills, character, or achievements.
Used In: Job applications, admissions, visas.
Tone: Formal, supportive, sincere.
Structure:
- Relationship with the person
- Strengths and achievements
- Why you recommend them
Example Use:
“I have worked closely with Ankit for two years and can confidently say he’s one of the most reliable team players…”
Tips:
- Don’t exaggerate be honest
- Mention specific examples
- End with a strong closing statement
9. The Circular or Notice Letter
Purpose: To inform a group about something important.
Used In: Offices, schools, societies, businesses.
Tone: Formal and direct.
Structure:
- Heading (Notice/Circular)
- Date
- Body (Purpose of the message)
- Signature or authority name
Example Use:
“Notice:
All employees are required to attend the compliance training session on Friday, July 28th at 11:00 AM in Conference Room 2.”
Tips:
- Use clear, factual language
- Don’t include unnecessary information
Conclusion
Letter writing may seem like a lost art, but once you understand the different styles of letters, you’ll realise it’s a core skill in both personal and professional life.
Whether it’s writing a leave application, sending a thank you note, or lodging a complaint each situation has its own tone, structure, and approach.
The good news? You don’t need to be a perfect writer to write a good letter.
Just keep it clear, honest, and respectful and follow the right format for the right situation.
