In interpersonal relationships, not only conversation is important, but also correspondence, because 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 In the modern world, it is believed that writing letters is an outdated and irrelevant occupation.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 the skills to write them.
What is "style"
What is meant by style in linguistics? The style of speech, text, writing is a set of certain language means by which a person expresses his thoughts orally or in writing. There are five main functional styles of speech in Russian:
- colloquial;
- artistic;
- journalistic;
- scientific;
- formal business.
Some linguists distinguish two more additional styles: confessional and epistolary. The latter is worth describing in more detail.
Types 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 one situation or another, this style borrows the characteristics of the main styles of speech.
Depending on the addressee and the purpose of the message, correspondence is divided into several types, or styles of writing:
- Unofficial.
- 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 action.
Features of letters
The characteristics of each writing style are different, but there are certain features that unite them. In composing any message, it is very important to follow a certain structure. It is necessary to single out the addressee and the addressee, to determine their social role. State the essence of the message as accurately and concisely as possible with the help of language tools that are correctly selected for this situation.
Depending on the purpose, the author of letters can use various expressions and set phrases. Correspondence usually reveals the personality and personality of the addressee. To a greater extent, this is expressed in the informal style of writing, when the author has more opportunities to use the original languageturns or other means of conveying one's thoughts and feelings to the addressee. A letter is not only a written monologue, sometimes it contains elements of a dialogue, for example, when the author addresses the recipient. The epistolary style is also characterized by a combination of spoken and written speech.
Different writing styles represent different writing patterns and use different clichés. To achieve the best result and information content of the message, it is useful to know their composition and writing rules.
Email structure
The defining feature of the epistolary style is composition. People get 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:
- Beginning, respectful address to the addressee.
- The main part, revealing the essence of the message.
- The end, or conclusion, which summarizes everything written.
- Author's signature and date of writing.
- In some cases, a postscript (P. S) that contains additional information.
Private letter
The style of personal writing is the most interesting and varied. 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 addressees of personal letters are usually family members, relatives, friends. The nature of such correspondence is intimate and strictly confidential;the author is clearly traced throughout the story or confession. This may be a story about past events, reflections on various topics, observations or advice. 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 on a particular occasion, in some way they 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.
A private message has no strict spelling rules, other than the basic ones common to all epistolary writing styles. Here the freedom of the author's thought, ease and naturalness are encouraged.
Letters in scientific activity
Letters in the scientific field are compiled for the purpose of exchanging 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 must be understood unambiguously. The use of theses and terms helps to achieve this goal. Scientific information must also be supported by indisputable facts, which confirm its authenticity.
The goals for which 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 occurs in the form of a monologue. The author's beginning in such a letter is reduced to a minimum. It is important here 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 some extent, albeit implicitly.
Epistolary style in journalism
The main goal of journalistic works is to influence the reader with the help of a well-structured speech, to inspire him with some thought or idea. To achieve this goal, many journalists turn to the form of a letter that they publish in the media. Such messages can be of two types: with and without an addressee. A letter without a specific recipient is intended for a wide range of people. In them, topical issues or events are brought to the attention of the public. There are letters in journalism addressed to a specific person, such as heads of state or other media personalities. Their task is to get influential addressees to solve pressing problems, demand immediate action.
Unlike scientific writing, journalistic style of writing is more subjective and controversial. To cover and evaluate current events, the publicist skillfully manipulates various expressive means.
Spelling 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 solutions are proposed.the described problem. In compiling such a letter, persuasion skills are very important, as well as knowledge of human psychology. By putting them into practice, publicists direct the discussion in the direction they need, thereby leaving little to no choice for readers.
Official letter
In the letter classification system, the formal style of writing occupies a special place. It is used in business correspondence, is an inter-corporate communication channel. Formal writing has many types that perform different functions. It also has a clear structure and strict rules that should not be deviated from. A 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 specificity of the business style of writing lies in its dry, formal and monotonous language. It uses a huge amount of stationery, stamps, clichés and standard turns, as well as various kinds of abbreviations. Information is presented through simple common sentences. 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: to 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, one issue is raised in each official letter. If it is necessary to immediately resolve two or moreproblems, several types fit into one message.
The following types of business letters are distinguished:
- Cover - a letter with instructions for sending documents.
- Warranty - confirmation and consolidation of certain conditions.
- Thanksgiving - an expression of gratitude and desire for further cooperation.
- Invitations - an official invitation to participate in the event.
- Congratulatory.
- Informational.
- Promotional, or offers of cooperation.
- Requests.
- Notifications.
- Requests.
- Reply letter.
Composing a business letter
How to write a formal 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 type. Here you need to take into account all the information that the addressee already knows about, and, starting from this, carefully consider the content and arguments presented. The letter should be as informative and logical as possible, without unnecessary digressions and water.
There are two groups of business letters: one-dimensional and multi-dimensional, or simple and complex. One-dimensional messages are concise and address only one issue. They usually do not require a response. Multi-faceted letters raise several issues, and therefore are more complex in structure. Their composition should be considered in detail.
The text of a complex letter consists of several parts. ATthe first part indicates the motives that prompted the author to write the message, the necessary arguments are given. Here it is necessary to answer the question of the purpose for which this letter was created. In the second part, the author draws conclusions, makes suggestions, solutions to the problem raised and requests.
Structures of some types of formal letters
Request letter:
- The reason behind the request.
- The request itself.
- Desired result, expression of gratitude and willingness to cooperate if the request is granted.
Request letter:
- Reason for the importance of the request.
- The request itself.
- Result if the request is fulfilled.
Cover letter
- Material notice.
- Material information.
Reply letter denying request
- Duplication of an earlier request.
- Reason for rejection.
- Statement of the fact of refusal or rejection.
Sometimes the response letter provides alternative ways to resolve the issue raised.
Modern office work mostly uses one-dimensional official letters.
Letter design
Business correspondence is carried out on letterhead for official letters. They must comply with government standards and contain the following elements:
- Legal entity logo.
- Name of the legal entity (author of the letter).
- Contacts (address, numberphone, email, website).
- Date of the letter.
- Registration number of the letter.
- Reference to the date and number of the incoming message (if it is a reply letter, for example).
At the end of the letter, the sender indicates the following information:
- Position and surname with initials of the person signing the letter.
- Position and surname with the initials of the compiler (if he does not put his signature).
- List of applications (if available).
In addition to following the formal rules, paper plays an important role in the design (if the letter is sent by regular mail). It will differ depending on the type of business message. For example, plain white paper is fine for a regular formal letter. For letters of invitation, congratulations, thanks, it is best to choose thick or embossed paper. Sales letters look good on colored paper.
Cliches and set phrases
Formal writing style rules require the use of ready-made language formulas. The following constructions can be used in various situations:
When substantiating reasons and motives:
- Due to lack of financial assistance…
- Due to the difficult economic situation…
- In order to work together…
- According to your letter…
- According to protocol…
- In response to your request…
- In confirmation of our agreement…
- In order to increase accountability…
- For your request…
When writing a request letter:
- Please help…
- Please send to our address…
- Please participate…
- Please take action…
- Please note…
- Please be informed…
- Please liquidate the debt…
For entry in cover letters:
- Sending information…
- Returning reference materials…
- We are sending the contract signed from our side…
- Sending reference literature… etc.
Confirmation emails start like this:
- Confirming…
- Gratefully acknowledge…
When composing a response letter (not satisfying a request):
- Your offer has been 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 your request for joint work…
The final words of the text of the letter can be the following:
- We kindly ask you to send us the information.
- We kindly ask you not to delay your reply.
- Sorry for the delay in replying.
- We hope that our request will be granted.
When drafting invitation letters:
- Welcome to participate…
- Please send a representative…
When drafting a letter of guarantee:
- Payment Guaranteed…
- Guaranteed product quality…
- Guaranteed deadlines…
These blanks will help youdo it right.
