Formal Letter Writing (Application Writing).pptx

Formal letter writing is a structured and professional mode of communication commonly used in various fields, including engineering, to convey information, make requests, or address specific issues. It follows a predefined format and tone, adhering to established conventions and etiquette. The purpose of formal letters is to maintain clarity, professionalism, and a sense of formality in written communication.

**Key Elements of Formal Letter Writing:**

1. **Sender's Address:** Positioned at the top right corner of the letter, it includes the sender's name, address, and contact information.

2. **Date:** Placed below the sender's address, indicating the date when the letter is written.

3. **Recipient's Address:** Positioned on the left side below the date, containing the recipient's name, title, company/organization, and address.

4. **Salutation (Greeting):** A formal greeting addressing the recipient, such as "Dear Mr. Smith," or "To Whom It May Concern."

5. **Introduction/Opening:** The initial paragraph that introduces the purpose of the letter and establishes a formal tone.

6. **Body:** The main content of the letter, where the sender presents information, makes requests, or discusses specific matters in a clear and organized manner. The body can be divided into paragraphs for better readability.

7. **Closing:** A formal closing statement that summarizes the purpose of the letter and leads to the conclusion. Common closings include "Sincerely," "Yours faithfully," or "Best regards."

8. **Signature:** A space for the sender to sign the letter, usually placed between the closing and the typed name.

**Types of Formal Letters:**

1. **Job Application Letters:** Used when applying for a job, internship, or any employment opportunity.

2. **Cover Letters:** Accompany resumes or job applications, providing additional information about the applicant's qualifications and interest in a particular position.

3. **Business Letters:** Addressed to individuals or organizations for various business-related purposes, such as inquiries, complaints, or proposals.

4. **Complaint Letters:** Express dissatisfaction or make a complaint regarding a product, service, or situation.

5. **Inquiry Letters:** Seek information or clarification on a particular matter.

6. **Recommendation Letters:** Provide a positive endorsement or reference for an individual, typically used in employment or academic contexts.

1. Formal Letter Writing (Application Writing) Sagarika Chakravorty Assistant Professor Professional Communication Department Kanpur Institute of Technology

2. What is a formal letter (application)? Formal Letters, also called Business Letters, Professional Letters or Applications are letters that are written in a strict, formal and ceremonious language and follows a certain stipulated format. Such letters are written for official purposes to authorities, dignitaries, colleagues, seniors, etc and not to personal contacts, friends or  family.

3. We live in a world of technology backed communication. E-mails, texts, etc are most of our preferred modes of communication. However, letters still have a major use and importance in our society. Especially formal letters (applications) written to authorities or professional contacts, because they generally stay on record.

4. Purpose for writing: Formal letters (applications) can be written for a number of purposes such as, to express your concerns in the professional setup to provide official information across your workspace (sick leave and others) to order goods, to apply for employment to the Editor of a newspaper or any government department addressing the problems faced by various groups of people in different areas, etc.

5. Types of Formal Letter (Application) Letters Sub Categories Business Letters Letter of Enquiry Order Letter Complaint Letter Reply to a Letter of Complaint Promotion Letter Sales Letter Recovery Letter Official Letters Cover Letters Letters of recommendation Interview follow up letters Offer Letters Letters of commendation Letters of resignation Thank you letters Apology Letters Office Memorandum Welcome Letters Request Letter Announcement Letters Termination Letters

6. Steps to write a Letter (Application) Receiver’s Address:   Make sure that the receiver’s address is clear and precise. It is written at the top on the left-hand corner of the page.  It comprises of the receiver’s name/designation and the complete address. Example: The Team Manager Tata Consultancy Services Indra Tower, Darya Ganj Delhi – 110002

7. 2. Date:  While writing date, always remember the day is written in figures, month in words and year in full figures.  Example 19 th September, 2022 3. Subject: One of the most important parts of a Formal Letter is the subject. One must ensure that the subject expresses the main theme or crux of the letter clearly. It must be brief as possible, maximum three or four words. Example Leave Required Application for Sick Leave

8. 4. Salutation: The salutation used in formal letters is a greeting to whom the letter is addressed. The form of greeting or salutation depends on the relation and degree of intimacy between the writer and the addressee in personal letters. But in official letters, we may use salutation keeping in mind the gender, if specified in the question . Example Respected Sir/Ma’am, Dear Mr ./Ms./Mrs . {Recipient’s Name},

9. 5 . Body of the Letter: The body of the letter is a complex part which contains all the information the writer (you) wants to convey. For this, start with introducing the purpose of writing. Then build up the topic . The body includes three main parts. It should be : Introductory Paragraph/Sentence:   It should be aimed at introducing yourself and stating the purpose of your letter. Example With due respect and courtesy, I Ram Sharma, HR executive of your company, writing to let you know that I developed an acute case of food poisoning last night. I hoped it would go away by this morning, but it looks like I am still unwell.

10. ii) Informative Paragraph:   It should furnish all the required details of the problems, cause, effect, possible solution etc . Example Please grant me leave for {X days} days so that I can take proper rest. I will join the office after {X days}, once my health comes back to normal.

11. iii) Concluding Paragraph/Sentence:   Where you lay out your hope, comment, request, suggestion etc . Example: I will be available to answer emails and phone calls if you need urgent help, however, {Colleague's name} will handle my workload today to ensure all deadlines are met. Thank you for understanding.

12. 6. Complimentary Close:  This is a courteous way of ending a letter. For this, we write- Yours sincerely/Yours faithfully/Yours truly . The first letter of the second word (here ‘s’, ‘f’, ‘t’) is never written in capital letter. 7. Sender/Signature:  Just below the complimentary close, sender’s name is written as a mark of signing off. If application, the sender’s designation may be added in brackets. Example Ram Sharma (HR Executive)

13. Points to be Kept in Mind Answer the following questions while drafting the letter : Who are you writing to? What is the reason for writing the letter? What do you expect as the result of writing this letter ? Everything starts with left hand corner after the margin. Get right to the purpose of the letter in polite and formal language. It should focus on the desired topic. Be clear, concise and to the points. Stick to the word limit of 100-150 words. Use simple language so that the letter is easy to understand. Do not use long-winded sentences. Review your finished letter for clarity from the reader’s viewpoint, who should understand the action to be taken in response to the letter.