Formal and informal letter

importance of letter writing, format of different types of letters, decline in letter writing

1. Formal & informal letters Presented by: Shayan Irshad Khan Md Samar Khan Ahmad Raza Bakhsh Sadiq Saleem

2. Why letter writing? Letter writing is a very effective way of communication. It represent your company’s public image and competence. More personal than a report, yet more formal than memos and e-mail. Official legal record of an agreement. Needed to write a letter when applying for a job or for business dealing.

3. What are the types of letter? A formal letter is written in formal or ceremonious language. Such letters are written for official purposes to dignitaries, colleagues, seniors etc. Formal letters include business letter, official letter, appointment letter, experience letter, leave letter, circulars etc. Informal letters are written to close acquaintances of the writer like family, friends, relatives, etc . Casual language is used while writing informal letters. It may even have an emotional undertone . They do not follow any specific pattern or format rather they have a general pattern. INFORMAL LETTERS FORMAL LETTERS

4. Formal letters

5. How to write an effective formal letter? Consider following points while writing a formal letter: In correct format Short and to the point Free of grammatical and spelling mistakes. Polite, even if it is a complaint letter. Consider 7 C’s: Clear Concise Correct Courteous Concrete Coherent Complete

6. Components of formal letter Essential components: Writer’s address Date Reader address Salutation Letter body Complimentary close Signature and full name Optional components: Subject Enclosure notation

7. Essential components of formal letter

8. Writer’s address Personal address: Street address City State Zip code Company address: Company’s name Street address City State Zip code

9. Date Full C alendar Date : September 24, 2020 24 September 2020

10. Reader address Address of the reader: Full name Complete designation Company’s name Street address City State Zip code

11. salutation If you know the reader’s name, salutation will be: Dear Ms/Mr Reader’s name Otherwise: Use designation e.g.: Dear Managing Director Use department’s name e.g.: Accounting department

12. Letter body Letter body includes 3 paragraphs: Introductory paragraph Discussion paragraph Concluding paragraph

13. Complimentary close Place a comma after complimentary close Preferred complimentary close is Sincerely

14. Signed name Sign your name at the end of letter Write your full name

15. Optional components of formal letter

16. Subject line Specify topic or purpose of the letter Lies between reader address and salutation

17. Enclosure notation Enclose information as: Enc.; Enclosure.: e.g.: Enclosure: Resume

18. Informal letters

19. General components of an informal letter Heading Salutation or greeting Body Complimentary close Signature and name

20. Heading It includes Your address Date

21. Salutation or greeting Salutation or greetings: Dear person’s name followed by comma

22. Body It includes the information you are writing in the letter

23. Complimentary close It includes more emotional complimentary close rather than using formal words like sincerely E.g.: your friend, yours, very truly

24. Signature and name Writer’s signature Writer’s full name

25. H ow letter drafting has decreased? Since the invention of the telephone and the Internet people have turned to more practical ways of communication. The Telegraph  reports that in the UK, addressed letters are expected to decline from 13.8bn sent annually in 2013, to 8.3bn in 2023.  In the US, from 2007 to 2013 there’s been a 21% decrease in letter volume . US Postal Service Year – Letters mailed 2007 – 212bn 2008 – 203bn 2009 – 177bn 2010 – 171bn 2013 – 158bn 2011 – 168bn 2012 – 162bn

26. How letter drafting has decreased? Below graph shows total number of monthly visitors t o the most common social media platforms Due to the ease of communication, social media has tempted lots of users and this has caused rapid decrease in letter drafting within 2 decades.