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• Letter• Definition of Letter• Types of Letter• Business Letters• Personal Letters
[email protected] 0789815418
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Contents in this chapter
What is a letter?
Letter is a written or printed message that you Send to a specific person or organization.
Two Types of letters
Business Letters
Personal Letters
Definitions:Business Letters
Business Letter is a formal letter which is Sent from one person or organization to another about a business matter or situation
Personal LettersPersonal Letter is an informal letter which is Sent to friends or relatives about a personal matter.
The Importance of Letters
1. Letters represent your company’s public image and your ability in business
2. Letters are more permanent than e-mail because the written and printed
3. Letters have an official legal record of an agreement
Writing Effective Letters• Analyze Your Audience:
- Who is my audience?- Will my audience agree to what I am going to
say?- What kinds of information will my audience
expect?
- Have a clear sense of your purpose
Proofreading Your Letter• Proofread means you should edit your
letter before sending it to someone.• Take time to proofread your letter for
– Errors of fact– Miscalculations– mistakes– Accuracy of prices, dates, and serial numbers
Business LettersCharacteristics of a Good Letter (9)
Good and English;Consideration of Readers Idea;Definite Purpose;Natural Style;Correct Expressions;Attractive Appearance;Include only important information;Use formal Language;Treat the Reader with Respect.
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Types of Business Letters• Application Letter• Appreciation Letter• Resignation Letter• Letter of Inquiry• Complaint Letter• Good News Letter• Bad News Letter• Leave letter
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Types of Business Letters
• Recommendation Letter• Experience letter• Purchase Letter• Collection Letter
Parts of a Business letter:Eight Main Parts
1.Letterhead (Name and address of organization) / Your Address2.Date3.Receiver's address4.Subject 5.Salutation6.Body7.Complementary Close.8.Signature / Name / Title
Teacher: Zarwali Khan
The Heading• The heading of the letter should contain
the return address but not your namebut not your name, which includes the street address on one line, followed by the city, state, and zip code on the next line. The last line is the date.
• It is not necessary to type the return address if you are using Letterhead.
The Heading• Sometimes it may be necessary to
include a line after the address and before the date for a phone number, fax number, e-mail address, or something similar.
The Heading• Particularly if the address uses three or more lines, it is good to skip a line before the date. When using the block style, always skip a line before the date.
Example:Acme Explosives, Inc.100-B Dry Gulch AlleyLonesome Coyote AZ 85789(602) 555-5555
H#5, St#4, Barestaan,Kabul, afghanistan
May 13, 2007
The Heading
460 Beach DriveDestin, FL 32540March 20, 2007
DATE• Date sequence preferred in American
business is month, day, year
-May 6, 2007--May 6, 2007- with the month spelled out.
• If you use the figures
5/6/2007, the meaning in Europe, Latin America, and Asia
would be day, month, year-5 June, 2007.
It’s your turn to write a heading!
______________________
______________________
______________________
Receiver’s Address• The inside address includes the name
and address of the individual, or organization to whom you are writing.
Inside Address• Order of the items is:
1.Courtesy Title2.Name3. House #, Street #, District # 2, City.
• All parts are typed single-spaced.
Inside Address1. Courtesy Title and Name
• If the address has no professional title, such as doctor, or professor, the traditional courtesy titles are Mr., Mrs., Ms. or Miss.
Inside Addressa. Mr. Abdullah Farhad, President
b. Mr. Abdullah FarhadPresident, XYZ Corporation
c. Mr. Saeed, HOD of DBA, RANA INSTITUTE, Kabul,
Afghanistan
It’s your turn to write a inside address!
______________________
______________________
______________________
Subject Line• The subject line helps tell your reader at a
glance what your letter is about. • The subject line may include or omit the
word subject: subject: • It should be a double line above or below the above or below the
salutationsalutation.
Subject Line
• e.g. Subject: Recommendation Letter
Recommendation Letter
It’s your turn to write a Subject Line!
______________________
______________________
______________________
Copy Notation• Copy notation should be shown a double space
below all other information. • “cc” stands for courtesy copiescourtesy copies (formerly “carbon
copy” or “carbon copies.” )
• If you are sending copies to two or more people, list their names alphabetically.
It’s your turn to write a Copy Notation!
______________________
______________________
______________________
The Salutation• The salutation usually means “hello”. Usually all the words
that are part of the greeting, are capitalized. A commacomma in friendly letter or a coloncolon in business letter follows the greeting.
• Comma is also common now in Business Letters
• Example: Dear Sir,Dear Dr. M. Hashim Karimi:Dear Aziz,
The Greeting • Dear Mr. or [Ms.,Mrs.or Miss] Abdullah Farhad• Dear Abdullah [or Sameer]• Dear Ladies and Gentlemen, • Dear Sirs, • Dear Supervisors, … • Dear Sir, • Dear Manager, • Dear Customer, • Dear Subscriber, … • Dear Dr. Hashim Karimi, • Dear Prof. Ahmadzai, …
It’s your turn to write a Greeting!
______________________
______________________
______________________
Body• Generally, the body of all letters should
be typed single-spacedsingle-spaced, with double double spacing between paragraphsspacing between paragraphs, before before and after the salutationand after the salutation, and before before the complimentary closethe complimentary close.
Body
• When the body of a letter is two or more pages, each page beyond each page beyond the firstthe first is headed by the addressee’s name, date, addressee’s name, date, reference line and page numberreference line and page number.
Body• Use letterhead only for the first page. Just
use a blank sheet of paper for continuation pages.
It’s your turn to write a Body!
______________________
______________________
______________________
Complimentary CloseSincerely, [most popular]Sincerely yours,Yours sincerely,Very truly yours,Yours very truly,Faithfully yours,Faithfully,Cordially,Cordially yours,Thanks,Thanks,Regards,Regards,Best Wishes,Best Wishes,NoticeNotice The complimentary close begins with a capital
letter and ends with a comma.
Complimentary Close
• When the letter is informal, additional complimentary closes are often used, such as Warm regards,Best regards,Best wishes,
It’s your turn to write a Complimentary Close!
______________________
______________________
______________________
Signature Area• Leave at least three blank linesat least three blank lines between
the complimentary closingcomplimentary closing and the typed the typed signature of the sendersignature of the sender making room for the signature, which should always be written in ink.
• Use blue or black ink.
Signature Area
It’s your turn to write a Signature Area!
______________________
______________________
______________________
Attention Line• Type the name of the person to whom you
are sending the letter. • If the person’s name in the inside address,
skip this.
• e.g.
Attn: Mr. Abdullah Farhad
It’s your turn to write a Attention Line!
______________________
______________________
______________________
Post Script• If there is a postscript, it should start a
double space beneath all other information and can be preceded by the initials “P.S.,” “PS,” or “PS:”
Sample Letters
Sample Letters
______________ Your Company address (Letterhead)_______________________________________.
______________ Date
______________ Receiver’s Address._________________________.
Subject: ______________________________________________________________________, SalutationBody _____________________________________________________________________________________________________________________________________________________________________________________________________________.______________________________________________________________________________________________________________________________________________________________________________________________________________________._________________________________________________________________________________________________.
______________ Complementary close
______________ Signature______________ Name______________ Title
Parts of a Business Letter
Letterhead Dunya Institute, (Your Address) 893 Dillingham Boulevard
Kabul
Dateline November 21, 2009 Receiver Mr. T. M. Wilson
Visual Concepts Enterprises Kabul
Subject SUBJECT: Cancellation of Appointment.
Teacher: Zarwali Khan
Parts of a Business Letter(continued)
Salutation Dear Mr. Wilson: / Dear Sir:
Body I am writing to inform you …………………………………… ……………………………………………………………………………………… …………………………………………………………………………………………… ……………………………………………………………………………………………………….
Complimentary Sincerely,Close _____________________________Signature Ali Karimi Senior Manager
Styles of a Business Letter1. Full Block Business LetterAnatomy of a full block business letter, with a simple, customizable letterhead.
______________ )_______________________________________.
______________
______________ _________________________.
Subject:______________________________________________________________________, _____________________________________________________________________________________________________________________________________________________________________________________________________________.______________________________________________________________________________________________________________________________________________________________________________________________________________________._________________________________________________________________________________________________.
______________
______________ Signature______________ Name______________ Designation
Styles of a Business Letter2. Semi-Block Business LetterAnatomy of a modified block business letter, with a simple, customizable letterhead.
Styles of a Business Letter3. Indented-Block Business LetterAnatomy of intended-block business letter, with a simple, customizable letterhead
H#3Kabul, Afghanistan15th. 12. 2009
Subject: Application for the post of Project Manager
Dr.Mohammad Hashim RahimiProject Manager, Global Fund,Ministry of Public Health, Kabul
Dear Dr.Rahimi:
With reference to your vacancy announcement for the position of a project manager dated 20th /12/2009. I will appreciate if you consider me as one of the candidates for the mentioned position. Regarding my qualifications and academic background, enclosed please find my C.V. and educational documents, keeping in mind the requirements of the said post. I hope I will be given kind consideration.
Sincerely yours,
Phrases Used In Business Letters
Phrases Used In Business Letters
Situation: Letter ending
Phrases:
1.I/we look forward to hearing from you soon2.We hope to hear from you shortly3.A prompt reply to the issues raised in this letter would be greatly appreciated
Exercise
Write an Complaint Letter to the Head of DBA of RANA INSTITUTE in
order to complain about the Classroom`.
Exercise
Write a Complaint Letter to the manager of Afghan Logistics company
in order to Complain about 500 HP Laptops which you purchased from
them.
