Letter writing, Business, Personal letter Writing format

Letter writing.
Business letter writing techniques and format presentation

1. SALMAN AHMAD HAFIZ M. NAUMAN MUHAMMAD SAMI NAUMAN ALTAF HAFIZ SARFRAZ ALI [email protected] BS COMPUTER 3 RD ‘A’ GROUP MEMBERS:

2. TOPIC Letter Writing:

3. Definition of “Letter” Letter “A written or printed communication directed to a person or organization.”

4. 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: W ho is your reader? W ill 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?

5. Letter Mechanics 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 .

6. 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

7. 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.

8. 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

9. 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

10. 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.

11. 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 Consider 7Cs of communication: Clear Concise Correct Courteous Conversational Convincing complete

12. 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)

13. 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.

14. Date Date 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 letterhead Never send a letter without a date. The date is written in two styles. The British Method (ordinal numbers) : 4 th July, 2012 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.

15. 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

16. 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

17. 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,

18. 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: Introductory paragraph Middle paragraph 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.

19. 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

20. 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.

21. 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

22. Enclosures This line tells the reader to look in the envelope for more. Write Enc./Encl./ Enclosure below the signature block. e.g. : Enclosure Enclosures: 3 Enclosures : Check # 231 Enclosures : Invoice #231 If you don't enclose anything, skip it . 2 Spaces below Signature and designation

23. 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

24. Letters format Full block Semi block Modified

25. Modified Block Style   Full Block Style     Semi-block Style                           General Letter Layouts / Styles

26. Full Block Letter Format SAMPLE Signature Block: Align this with the Complimentary Close. Leave blank lines to sign your name. Don’t forget to s ign your name exactly as you typed it. Letter head Everything flush to left margin with no indents. Yours faithfully,

27. 3. Semi-block Style Letter Format SAMPLE Indent paragraphs 5 spaces. Everything else is flush at the left margin.

28. 2. Modified Block Style Letter Format SAMPLE 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

29. Be Not Afraid Of Falling Be Afraid Of Not Trying Go Ahead With Question