SALMAN AHMAD HAFIZ M. NAUMAN MUHAMMAD SAMI NAUMAN ALTAF HAFIZ SARFRAZ ALI

perfect_nauman@yahoo.com BS COMPUTER 3RD ‘A’

GROUP MEMBERS:GROUP MEMBERS:

TOPICLetter Writing:

Definition of “Letter”

Letter“A written or printed

communication directed to a person or organization.”

Before writing a letter... • Examine the tone (language) of the letter,

announcement or other printed material to which you will respond. The tone of the motivating piece helps you determine the tone of your written response (formal or informal).

• Identify your audience and purpose in order to determine the type of letter you will write (formal or informal).

• Analyze your reader: Who is your reader? Will my reader be favorable or unfavorably disposed to

what I am going to say? What impression do I want my letter to make on

reader?

Letter Mechanics

1. Pronoun (Point of View)

• The use of personal pronouns is important in letters . . . I, he, she, it, we, they, you

• In a letter, do not refer to yourself in the third person by using “the writer”.

• It is perfectly natural and appropriate to refer to yourself as I and to the reader as you.

Letter Mechanics

2. Focus and Specificity• Be Focused; however, avoid choppy

sentences. • Write concise and purposeful letter • Do not write confused, overlong or pointless

letter• Do not be rude.• Do not try to impress with your writing. like: Please, very very very thank you

Two categories of letters

• Business Letters: A letter written in formal language, usually used when writing from one business organization to another, or for correspondence between such organizations and their customers, clients and other external parties.

• Personal Letters:A type of letter (or informal composition) that usually concerns personal matters, rather than professional concerns and is sent from one individual to another.

WHY ARE BUSINESS LETTERS WRITTEN ?

There are many reasons why we may need to write business letters :

>> to persuade >> to apologize >> to congratulate >> to reject a proposal or offer >> to introduce a policy >> to invite or welcome >> to inform >> to request >> to express thanks >> to remind

WHO WRITES BUSINESS LETTERS AND TO WHOM ?

“Letters are written from a person/group, known as the sender to a person/group, known in business as the recipient.”

Here are some examples of senders and recipients:• business «» business • business «» consumer • job applicant «» company • citizen «» government official • employer «» employee • staff member «» staff member

When do we need to write business letters ?

Assistance in sustaining business relationship.

To convey detail’s about the sender’s business.

To place an order to the supplier.

To promote sales.

To pass some important information within the organization and outside the organization.

To find out customer’s credit worthiness.

Writing effective letter• Consider the following points to write effective

Business letter:─ In the correct format─ Short and to the point─ Free of any grammatical or spelling mistakes─ Well presented

o Consider 7Cs of communication:—Clear —Concise—Correct—Courteous—Conversational—Convincing—complete

General Parts of every Business Letter

• Letterhead Company’s name Address Telephone

• Writer’s address (sender’s address)• Date • Inside Address (recipient’s address)• Subject (Optional)• Salutation (greeting) • Body (paragraphs)• Complimentary Close • Signature Line (with or without title)• Enclosure (optional)• Copy notation (optional)

The Letter Head / The sender’s Address

• Includes the company’s logo / symbol / name, address, ZIP, telephone number, fax number, email address and website of the company.

• Printed at the top center/left or the right side.

SENDER’S ADDRESS: It is usually given in the letter head, but if there is none, the Sender’s Name, Address and Contact details can be typed.

DateDate consists of the date, name of the month and the year. If the letter sheet includes a letterhead, type the date from 2 to 3 lines under the letterhead, else type it under the return address. 2-4 Spaces below letterheadNever send a letter without a date.The date is written in two styles. 1. The British Method (ordinal numbers) : 4th July,

20122. The American Method (cardinal numbers) : July 4,

2012

Never write like 7-2-12 or 7/2/12 because it shows that the writer is careless or in a great hurry.

The Inside Address• The inside address is the recipient’s

address. • Includes the name and address of the firm or the

individual to whom the letter is written.• Written on the left side, beside the margin, two spaces

below the date- line.• Use Courtesy titles before names of the receiver such

as Mr., Mrs., Miss, Dr, Prof, etc.• The address can also begin with a job title or a

department (if you don’t know the name). e.g. : The Sales Manager, The Accounts Department etc.

2-4 Spaces below Date

Subject• Subject is use so that the reader immediately knows

what your letter is about.• Use this format “Subject: CAPITAL WORDS” .• Subject usually comes between Inside Address and

Salutation. 2 Spaces below Inside address

Salutation• It is a compliment or greeting. • Written beside the left hand margin, two spaces below the Inside

address and two lines above the body of the letter.• It is followed by a comma (,) or a colon (:).• Salutation depends on the gender, type or the social status of the

person addressed.

Ex: Dear Sir,Dear Madam, Dear Mr. John, Respected Sir,

Dear Sales Manager,Dear Customer,Dear Ladies and Gentlemen,Dear Vice President,

Body• Begins two spaces below the salutation. • Contains the message or the information to be communicated.• Most important, lengthiest, prominent part- written in correct,

appealing and impressive style. • Divided normally into 3 parts:1) Introductory paragraph2) Middle paragraph3) Closing paragraph• Double space between paragraphs.• If letter exceeds one page, repeat the recipient's name, date,

reference/subject line and put page number.• Continue your letter three lines below the heading.

Complimentary Close

• It is written two spaces below the last line of the body.

• It is a polite way of saying “ Good bye”.

• It depends on the tone and degree of formality.

Formal: Respectfully yours, Sincerely, Yours faithfully

Informal: Cordially yours, Warm Regards , Best wishes

The Signature and designation

• Written double space below the complimentary close.

• First comes Signature (pen written). Sign your first and last

name.

• Second line - type written name.

• Third line - business title.

Copy notation• When other people are to receive a copy of the same

letter, their names are noted either by their ranks or by alphabetically.

• Written just below the reference initials or the enclosure whichever is last.

• Type “cc” before the names if sending a “carbon copy(to)” and “pc” for photocopy (to).

CC: Jim Blue, Jennifer Louis

Enclosures• This line tells the reader to look in the envelope for more.

• Write Enc./Encl./Enclosure below the signature block.

e.g. : EnclosureEnclosures: 3Enclosures : Check #231

Enclosures : Invoice #231

• If you don't enclose anything, skip it.

• 2 Spaces below Signature and designation

Date Company letter head Name , address already printed

Telephone & Fax

Date (Month Day, Year)

Mr./Mrs./Ms./Dr. Full name of recipient. Title/Position of Recipient Company’s name and address line

Subject: TITLE OF SUBJECT IN CAPITAL WORD

Dear Sir,

Body Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Closing (Sincerely...), Signature Signatory’s printed name Signatory’s position in the company

Letter head

Date

Inside address

Subject

Salutation

Body

Complimentary close

Signature and designation

Letters format

• Full block• Semi block• Modified

Modified Block Style  Full Block

Style

    Semi-block Style

                        

General Letter Layouts / Styles

Full Block Letter FormatSAMPLE

Signature Block: Align this with the Complimentary Close. Leave blank lines to sign your name. Don’t forget to sign your name exactly as you typed it.

Letter head

Everything flush to left margin with no indents.

Yours faithfully,

3. Semi-block Style Letter

FormatSAMPLE

Indent paragraphs 5 spaces. Everything else is flush at the left margin.

2. Modified Block Style

Letter FormatSAMPLE

Paragraphs are not indented;

however, these parts of the letter are centered:

•Sender’s return address

•Date letter written

•Complimentary closing

•Sender’s signature/title

Be Not Afraid Of Falling Be Afraid Of Not Trying

Go Ahead With

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