Types of Letters Complete with Definitions, Functions, and Characteristics

Kapanlagi.com - The types of letters need to be known considering that letters are a means of communication to convey messages or information in writing from one party to another. Letters are seen as efficient, effective, economical, and practical written communication tools. The types of information conveyed include reports, notifications, requests, and statements. Therefore, for those of you who are members of an organization and have a job description as a secretary, understanding the types of letters is important.

This time, we will discuss the types of letters that you may not know. In general, letters are divided into 5 types, namely; official letters, personal letters, official letters, business letters, and job application letters. Each has different meanings and characteristics. Therefore, here is an explanation of the types of letters that are commonly found and spread among the community that need to be known. What are they?

1. Official Letter

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As the name suggests, official letters are used for formal or official purposes. The writer can come from specific parties, whether individuals, institutions, organizations, or specific agencies. The purpose of official letters is to communicate formally. To better understand official letters, here are their functions and characteristics.

Functions of official letters:

- Official letters have a main function, which is as a means of information or notification regarding specific matters conveyed by one party to another.

- The function of official letters can also be as written evidence in the form of documents that must be accountable.

- Official letters function as work guidelines in carrying out a certain activity that contains work steps for specific purposes.

- Another function of official letters is as a reminder tool for the recipients, whether individuals, organizations, or institutions.

- Official letters also function as historical and chronological evidence if needed at any time.

Characteristics of official letters:

- Using standard language according to the rules of Indonesian language and the Perfected Spelling (EYD).

- Made with concise, compact, and effective language, and easily understood in its context.

- Official letters do not use implicit language, but explicit language.

- Equipped with a letterhead stating the party issuing the official letter.

- Official letters always include the letter number, subject, date, destination address, and attachments if available.

- A special stamp or seal is affixed for certain conditions.

2. Personal Letter

Furthermore, the type of letter that you need to know is a personal letter. A personal letter is a letter that contains personal matters addressed to family, friends, or acquaintances. Therefore, a personal letter is also often referred to as an individual letter. A personal letter can include family issues or individual problems within an institution. The functions and characteristics of a personal letter are as follows:

Functions of a personal letter:

-As a form of self-expression.

-As a means of conveying ideas or thoughts for the writer.

-Representing the letter writer to communicate with others.

-Developing a person's grammatical skills.

Characteristics of a personal letter:

-There is no letterhead in a personal letter.

-It does not have a letter number.

-The opening and closing greetings are informal and casual.

-Using language that is appropriate for the purpose of the personal letter. It can be formal or informal.

-Writing format is more flexible.

3. Official Letter

(credit: freepik)

An official letter is a type of letter that contains government official or administrative matters. This letter is only made by government agencies and sent to all parties who have a relationship with the agency. To make it clearer, here are the functions and characteristics of an official letter.

Functions of an official letter:

-As a work guideline, such as instruction letters, permission letters, or decision-making letters.

-The type of official letter serves as a reminder as it can be used as an archive for the agency.

-As evidence, especially for agreements.

-As evidence of the development of an agency or institution.

Characteristics of an official letter:

-It contains the letterhead of the institution, company, or relevant agency.

-It includes an opening and closing greeting.

-It has a letter number.

-It includes an attachment section and subject as instructions to the recipient of the letter.

-It has the stamp and signature of an agency.

4. Trade Letter

The next type of letter is a trade letter. This letter contains matters related to business or trade. This type of letter is created by an organization that conducts business activities such as industry, cooperatives, and state-owned companies, and is addressed to all parties. Examples of trade letters include order letters, payment letters, collection letters, offer letters, and sales promotion letters. The following are the functions and characteristics of a trade letter.

Functions of a trade letter:

-As evidence of an agreement.

-As a reminder to be archived.

-As a guide for carrying out tasks.

-As a promotional tool.

-As a decision-making material.

Characteristics of a trade letter:

-Business or trade letter.

-Formally written and uses standard language.

-Uses polite and persuasive words.

-Clearly and easily understandable in conveying intentions and objectives.

-Uses a form format for efficiency, time-saving, and cost-saving.

5. Job Application Letter

(credit: freepik)

The next type of letter is a job application letter. This letter is sent by someone who wants to work in a specific company or institution. This job application letter is usually formal or official. The functions and characteristics of a job application letter are as follows:

Functions of a job application letter:

-As a written or official sign of a job application.

-As a means of communication.

-As a consideration for the company's needs.

Characteristics of a job application letter:

-Includes a place and date.

-Includes attachments and subject.

-Letter address.

-Opening greeting.

-Opening paragraph.

-Content.

-Closing.

-Signature and full name.

Those are the various types of letters along with their definitions, functions, and characteristics. Hopefully, it will be useful.

(kpl/dtm)