In interpersonal relationships, not only conversation is important, but also correspondence, because the information presented in text form is easier to perceive, it can be saved and accessed many times. In the modern world, it is believed that writing letters is an outdated and irrelevant occupation. In fact, in everyday life, people very often turn to the epistolary genre. That is why it is very important to understand writing styles and have writing skills.
What is a "style"
What is meant by style in linguistics? The style of speech, text, writing is a combination of certain linguistic means by which a person expresses his thought in oral or written form. In the Russian language there are five main functional styles of speech:
- colloquial;
- art;
- publicistic;
- scientific;
- official business.
Some linguists distinguish two more additional styles: confessional and epistolary. The latter is worth describing in more detail.
Varieties of letters
Epistolary style is a set of language techniques that are used in writing letters. Its name comes from the Greek word epistola, which can be translated as “written message”. In a given situation, this style borrows the characteristics of basic speech styles.
Depending on the addressee and purpose of the message, correspondence is divided into several types, or writing styles:
- Informal.
- Official (business).
If the purpose of the letter is the exchange of any scientific information, then such correspondence contains the features of a scientific style. The epistolary style is also very often used in journalism, when the author in his letter can address both a specific person and the entire public, calling for active action.
Features of letters
The characteristic features of each writing style are different, however, there are certain features that unite them. In composing any message, it is very important to follow a certain structure. It is necessary to highlight the addressee and addressee, to determine their social role. With the help of correctly selected language tools for this situation, the essence of the message can be stated as accurately and concisely as possible.
Depending on the purpose, the author of the letters can use various expressions and stable phrases. Typically, correspondence reveals the identity and personality of the addressee. This is mostly expressed in the informal style of writing, when the author has more opportunities to use the original language or other means of conveying his thoughts and feelings to the addressee. A letter is not only a written monologue, sometimes there are elements of dialogue, for example, when the author addresses the recipient. The epistolary style is also characterized by a combination of colloquial and written speech.
Different writing styles represent different writing patterns and use different cliches. To achieve the optimum result and the information content of the message, it is useful to know their composition and writing rules.
Structure of letters
The defining feature of the epistolary style is composition. People are lost in the variety of types of correspondence, which raises the question of how to write a letter. The general structure of all letters can be reduced to the following elements:
- The beginning, respectful address to the addressee.
- The main part, revealing the essence of the message.
- The end, or conclusion, which summarizes everything written.
- Signature of the author and date of writing.
- In some cases, a postscript (PS) into which additional information is placed.
Personal letter
The style of personal writing is the most interesting and diverse. Such messages are a kind of diary page in which the author expresses his innermost thoughts and experiences. The degree of their disclosure depends on the proximity of the relationship between the sender and the recipient.
The addresses of personal letters are usually family members, relatives, friends. The nature of such correspondence is intimate and strictly confidential; the author’s personality is clearly visible throughout the story or confession. This can be a narration of past events, thoughts on various topics, observations or tips. The creativity here is incredibly great, because the sender has a huge arsenal of artistic and expressive means. They help to more clearly reflect the feelings and sensations of the author for one reason or another, in some way perform the function of facial expressions in live communication. So, personal letters are very emotional and expressive, because in them the author very often does not hesitate in strong expressions, sometimes even using profanity.
The private message does not have strict writing rules, except for those basic inherent in all epistolary writing styles. It encourages freedom of authorship, ease and naturalness.
Letters in scientific activity
Letters in the scientific field are compiled in order to exchange scientific information between scientists. This is a kind of scientific report addressed to a specific person. The scientific style of writing is characterized by accuracy and consistency of presentation. An ambiguous interpretation of this or that information is unacceptable here, the material should be understood unambiguously. The use of abstracts and terms helps to achieve this goal. Scientific information should also be supported by indisputable facts that confirm its authenticity.
The purposes for which a scientific writing is created require monotony and dryness of presentation. Of course, such a message is devoid of expressiveness, objectivity plays a decisive role in it. Most often, the presentation of the material in scientific writing takes place in the form of a monologue. The author’s beginning in such a letter is minimized. It is important to focus on the content of the letter, and not on the point of view of the person who wrote it. However, the personal opinion of the sender is still displayed to one degree or another, albeit implicitly.
Epistolary style in journalism
The main goal of journalistic works is to influence the reader with the help of well-structured speech, to inspire him with any thought or idea. To achieve this, many journalists turn to the letter form, which is published in the media. Such messages can be of two types: with the addressee and without. A letter without a specific recipient is intended for a wide range of people. In them relevant issues or events are brought to the public review. There are letters in journalism addressed to a specific person, for example, heads of state or other media personalities. Their task is to obtain from influential recipients a solution to pressing problems, the demand for immediate action.
Unlike scientific, journalistic writing is more subjective and controversial. To cover and evaluate the events, the publicist skillfully manipulates various expressive means.
Writing features
Journalists carefully select a socially important event and comprehensively analyze it from the point of view of the author of the letter or his customer. Further, a certain judgment is made and options for solving the described problem are proposed. In drawing up such a letter, persuasion skills as well as knowledge of human psychology are very important. Putting them into practice, publicists direct the discussion in the direction they need, thereby practically leaving readers no choice.
Official letter
In the system of classification of letters, the formal style of writing occupies a special place. It is used in business correspondence, is an inter-corporate communication channel. The official letter has many types that perform various functions. It also has a clear structure and strict standards that should not be deviated from. The business letter uses the means inherent in the official business style of speech. In most cases, such a message has a specific addressee, for example a legal entity or an individual.
The specifics of the business style of writing lies in its dry, official and monotonous language. In it, in a huge amount, stationery, stamps, cliches and standard turns are used, as well as various kinds of reductions. Information is served using simple common offers. The tone of official letters is neutral, the presentation of information is as logical and consistent as possible. All this contributes to the solution of the main task of business correspondence: accurately, concisely and objectively convey a specific message, depriving it of emotional coloring and subjectivity.
Types of official letters
Depending on the content, business letters are divided into many types. Usually in each official letter one question is raised. If it is necessary to immediately resolve two or more problems, several types are placed in the framework of one message.
The following types of business letters are distinguished:
- Accompanying - a letter with instructions on sending documents.
- Warranty - confirmation and consolidation of certain conditions.
- Thanksgiving - an expression of gratitude and desire for further cooperation.
- Invitations - an official offer to participate in an event.
- Congratulatory.
- Informational.
- Promotional, or offers of cooperation.
- Requests
- Notices.
- Requests.
- Response letter.
Writing a business letter
How to write an official letter correctly? It is important to know and correctly apply the laws of composition of such messages. First of all, you need to decide on the subject of the letter and its appearance. Here you need to take into account all the information that the addressee already knows about, and, starting from this, carefully think through the content and the arguments given. The letter should be as informative and logical as possible, without unnecessary digressions and water.
There are two groups of business letters: one-aspect and multi-aspect, or simple and complex. Single aspect messages are concise and consider only one issue. They usually do not require an answer. Multidimensional letters raise several problems, and therefore are more complex in structure. Their composition should be considered in detail.
The text of a complex letter consists of several parts. The first part indicates the motives that prompted the author to write the message, provides the necessary arguments. Here it is necessary to answer the question of why this letter was created. In the second part, the author draws conclusions, makes suggestions, solutions to the problem and requests.
Structures of some types of official letters
Request Letter:
- The reason behind the request.
- The request itself.
- The desired result, an expression of gratitude and willingness to cooperate if the request is satisfied.
An inquiry:
- Reasons for the importance of the request.
- The request itself.
- Result if requested.
Transmittal letter
- Material Notice.
- Information about the materials.
Rejection request rejection letter
- Duplication of the previously stated request.
- Reasons for refusal.
- A statement of the fact of refusal or rejection.
Sometimes the response letter provides alternative solutions to the issue raised.
In modern office work, one-aspect official letters are mainly used.
Letter design
Business correspondence is carried out on letterhead paper for official letters. They must comply with state standards and contain the following elements:
- The logo of the legal entity.
- Name of the legal entity (author of the letter).
- Contacts (address, phone number, email, website).
- Date of the letter.
- Registration number of the letter.
- A reference to the date and number of the incoming message (if this is a response letter, for example).
At the end of the letter, the sender shall indicate the following information:
- Position and surname with the initials of the person signing the letter.
- Position and surname with the initials of the originator (if he does not put his signature).
- List of applications (if any).
In addition to observing formal rules, paper plays an important role in the design (if the letter is sent by regular mail). It will vary depending on the type of business message. For example, plain white paper is suitable for regular official writing. For letters of invitation, congratulations, thanks, it is best to choose thick or embossed paper. Sales letters look good on colored paper.
Cliche and persistent phrases
The rules of the official style of writing require the use of ready-made language formulas. In various situations, you can use the following designs:
When substantiating the reasons and motives:
- Due to the lack of financial assistance ...
- Due to the difficult economic situation ...
- In order to conduct joint work ...
- According to your letter ...
- According to the protocol ...
- In response to your appeal ...
- In confirmation of our agreement ...
- In order to strengthen responsibility ...
- On your appeal ...
When compiling a letter of request:
- Please assist ...
- Please send to our address ...
- Please participate ...
- Please take action...
- Please take note ...
- Please inform ...
- Please liquidate the debt ...
For entry in cover letters:
- We are sending information ...
- We return reference materials ...
- We are sending a contract signed by us ...
- Sending reference literature ... etc.
Confirmation letters begin like this:
- Confirm ...
- With thanks we confirm ...
When compiling a response letter (pending request):
- Your offer is rejected for the following reasons ...
- The draft joint action plan sent to us has been studied. We consider it unacceptable for the following reasons ...
- We consider ...
The final words of the text of the letter may be the following:
- We kindly ask you to send information to our address.
- We urge you not to delay the reply.
- Sorry for the delay in responding.
- We hope that our request will be fulfilled.
When composing letters of invitation:
- We invite you to participate ...
- Please send a representative ...
When compiling a letter of guarantee:
- We guarantee payment ...
- We guarantee product quality ...
- We guarantee the deadlines ...
These blanks will help you do everything right.