Letter Writing.pptx. it is about many types of letter writing.

It is all about letter writing.

1. Letter writing

2. With the advent of emails and modern technology, the concept of writing Letters has taken a back seats but the style persists and people use it while writing emails. Drafting Letters demands meticulous attention. One should be careful about what is being written. Following are some objectives of letters writing  A Letter bridges communication gap between two or more parties.  A Letter can create awareness, inform or provoke a thought in the receiver or the mass.  A well-written letter is a good way to express one’s feelings.  A heartfelt letter acts as a personal memoir and may be preserved by the receiver. An Introduction to Letter Writing

3. What is a letter? Letter is a written or printed message that we send to a specific person or organization.

4. 4 Two Types of letters Informal Letters F ormal Letters Formal and informal letters differ significantly in their purpose, tone, and structure. Formal letters are used for professional or official communication, while informal letters are used for personal communication with friends and family. Formal letters adhere to a specific structure and use formal language, while informal letters have a more relaxed structure and use casual language. 

5. 5 Two Types of letters Informal Letters F ormal Letters Informal Letter A personal letter is written to someone you know or want to know better, it is usually written in casual, friendly or straightforward language, depending on the purpose and audience of the letter.

6. 6 Informal Letter cont … These are also known as personal letters, usually written to family, friends, relatives, neighbors or to acquaintances. These letters may or may not have a concrete reason of writing. They may be written just to share an experience, enquire about someone’s how about, updating someone with a general incident etc. In these letters we cover personal letters (letters to family, letters to relatives, love letters and letters to elderly people) and social letters (letters to friends, social invitations, congratulatory/apology letters, letters of condolence/sympathy, thank you letters).

7. 7 Formal Letter These letters are written to discuss business, apply for services, make requests, file/register complaints etc. The foundation of these letters and categorization depends upon what is being discussed in the letters. The Letters are short and to the point. The formulation of formal letters, letters of application, official letters and letters to the Editor.

8. 8 Difference between F/ Inf Letters Formal letter Purpose:  Used for official, business, or academic purposes, such as job applications, complaints, or business inquiries. Tone:  Formal, polite, and respectful.  Language:  Uses formal language, complete sentences, and avoids slang, contractions, and abbreviations. Structure:  Follows a specific format with sender's and recipient's addresses, a formal greeting, body paragraphs, and a formal closing. E xamples:  Cover letters, business proposals, complaint letters.

9. 9 Difference between F/ Inf Letters cont … Inf ormal letter Purpose:  Used for personal communication with friends, family, or acquaintances. Tone :   Friendly, casual, and conversational. Language:   Uses informal language, including slang, contractions, and abbreviations. Structure:   No strict format, can vary in length and style. E xamples:  Letters to friends, thank you notes, birthday cards .

10. P ersonal letter format has five parts Heading /Date Salutation, Body- ------------------------------------------------------------------------ ----------------------------------------------------------------------------------------------- ----------------------------------------------------------------------------------------------------------------------------------------. Complimentary closing , Signature

11. 11 1. The Heading The heading may include your complete address, but it certainly must have the date. It is placed in the upper right hand corner of the letter . Senders; address is the mailing address of the sender. It is an essential part of both, formal and informal letters. It is also known as the return address as it acts as a back up address incase the letter gets damaged or unaccepted. It is omitted only if the letter, is being written/typed on a letterhead or stationery already imprinted with the same.

12. 12 1. The Heading cont … Senders ; address follows a typical format of writing as given below that consists of the designation of the sender (optional) followed by the name of the organization, building numbers, street/area, state/town, pin code and name of the country. Formal letter The Manager ABC Pvt. Ltd 23, Wazirpur Karachi-110005 Pakistan Ref no 229/3A/20XX Informal letter 23, Wazirpur Karachi-110005 Pakistan

13. Receivers’ Address Receivers ’ address is the corresponding address of the person to whom the letter is being sent. It is placed after the date in formal letters. Since personal letters are sent to acquaintances or known people, receivers’ address is only mentioned on the envelope carrying the letter. If the letter is being addressed to someone whose title/post/name of the official and name of the organization is known, then the sender must start with the receivers’ designation and name of the organization followed by the building numbers, street/area, state/town, pin code (optional) and country (if corresponding internationally) as formatted tittle. Ex. The Manager Ecotech Pvt Ltd 19/B2 lalpura Karachi – 110077 Pakisatn

14. Subject A Subject determines the purpose of writing in the brief. It helps the recipient to deal successfully with the aim of yours letter. It is preceded with the word subject and is placed directly after the receivers’ address. It is part of formal business letters which are written either in reference to an earlier in reference to an earlier correspondence or to someone with whom the sender is usually in contact. You must have written a subject at least once while applying for leave concession, filing a complaint, executive a deal etc. It should clear, Concise not than 10 words .

15. 15 2. The Salutation The salutation is the greeting you send to the reader. It is up to you how you address your friend. Often, the salutation begins "Dear....," although other greetings, such as "Hello,...," or "Hi,..." are acceptable. The salutation is written two lines below the heading, at the left margin. A comma usually follows the salutation.

16. Salutation cont … The salutation is a customary greeting to the recipient of the letter. It varies depending upon the intimacy/ relationship between the sender and the receiver . It usually begins with the word ‘Dear’ followed by the title ( Ms / Mrs / Mr / Dr ) if know and the first name of the person. Incase the gender and name of the recipient is not known you must address the person as Dear Sir/Dear Madam, Since the salutation is professional in formal letters. The salutation used in personal or informal letters is friendly. You may greet the receiver as ‘Dear/Dearest’ followed by their first name/nick name. it is advisable to greet your elders with respect such as Dear Grandma/Dear Grandfather etc and not use their names .

17. Salutation for Informal and Formal letters For Informal Letters (a) For Blood Relations (older) Respected (b) For Blood Relations (Youngers) My dear, dear (c) For Intimate Friends and Relatives Dear, My dear For Formal Letters (a) Editors, Post Masters, police Officers (b) Government Officials etc Sir/Madam (c) present or Prospective Employer (d) shopkeeper, Businessmen, Manager Sir/Madam (e) Principals and head of institutions Respected Sir/Madam (f) Strangers and Acquaintances Dear Sir/Madam

18. 18 3. The Body of the Letter In the body of a personal letter you do your "talking.“ Indent the first line of each new paragraph about five spaces. The body is the most important elements of the letter. It is said to be the destination of journey as it lays the reason behind your writing. It includes the message the sender wants to convey. While the body of a personal letter can be long and detailed containing as many feelings, experiences, advices, news etc on a personal front built in formal letter it is best to use short, clear, logical paragraphs to state your subject .

19. Cont … There can be three sub-parts of the body of a formal letter for letter drafting as follow, an introductory paragraph stating the main point, middle paragraph justifying the importance/need of writing with supporting points and a concluding paragraph restating the purpose and requesting for some action. The paragraphs of the body must be indented depending upon the style chosen. Be sure to skip a line between the salutation and introductory paragraph and also between the concluding paragraph and closure. Margins must be left on all four sides of the letter. It creates attractive appearance of the letter .

20. Concluding Line It comes at the end of the body of the letter, always begin as a new paragraph. It is determined by the writer’s relation with the addressee.

21. Concluding Line It comes at the end of the body of the letter, always begin as a new paragraph. It is determined by the writer’s relation with the addressee. (a) For friends with best wishes (b) for parents and elders ‘with love and respect’, ‘with respect and affectionate regards (c) For younger relatives with love’, ‘Best wishes’, ‘with best wishes’ (d) For official letters ‘thanking you’, ‘with best regards

22. 22 4. The Complimentary Closing The closing is like saying good-bye. Punctuate it at the end with a comma. Common closings are, “Yours truly,” “Love,” and “Your friend,”. Line up the first word of your closing with the first word in your heading.

23. 23 5. The Signature The signature is the part of the letter where you sign your name. Sign your name beneath the closing;

24. 24 Format Zone # 4, Baharistan abc , July 25, 20-- Hi Pat, ______________________________________________________ __________________________________________________________ ___________________. __________________BODY______________________________ __________.   COMPLIMENTARY CLOSING Your friend,

25. Example Peshawar 10 Sep 2019 Dear Ahmad, It seems such a long time since we last met with each others. I’m writing to tell you that I plan to take my holiday Italy and it would be lovely to see you again and spending some time together. I’ll be in the north of the country between the 12 th and the 15 th November, so let me know which day is the most convenient for you. I can’t wait to see you again! Lots of love, Mahmood

26. 26

27. Formal (Apology) ABC University ABC Square Islamabad March 26, 2018 Dear Mr. Mahmood: I want to apologize for not answering your very kind letter sooner, but I have been away on a trip and just returned today. The photographs you sent are beautiful. My family and I appreciate them very much. They are the best kind of remembrance, and we are very grateful. Again, please accept my apologies for the delay, and please give my best regards to your family. Sincerely, Ahmad

28. Informal (Apology) March 26, 2018 Dear Ahmad, I am writing to tell that I have lost your book “The Roots”. I left in the lounge, and someone must have picked it up. I am really very sorry, and will try to replace it as soon as I can. Regards, Mahmood

29. Formal (Condolence) Charahi Qambar Name of city March 27, 2018 Dear Mr. Ahmad, I was really saddened to hear the news. Please accept deepest sympathy in your time of sorrow. Your friend, Mahmood

30. Informal (Condolence ) March 27, 2018 Dear ABC, We’re sorry to hear about your grandfather. We all share your sadness. He was a wonderful man and we will all miss him very much. Please call us if we can help in any way. In sympathy, XYZ

31. Congratulation Letter March 27, 2018 Dear Shabir , Congratulations on your new job. We were all really happy to hear the good news and wish you the best of luck. I wish you every success in your new career. Sincerely, Bashir

32. Muhammad Noor House # 4, Street# 743, Baharistan , Kabul. 29 Sep 2017 Hussain Ali Street-5, house#7, Parwan-2, Kabul. Dear Ali, What a pleasant surprise to know that the coming Monday happens to be your birthday. It will be a great pleasure for me to attend your birthday party. Please accept my best wishes on this happy occasion. I wish this birthday to be followed by many more such happy occasion in your life. It is so nice of you inviting me on your birthday party. But I am sorry I won’t be able to join it as I will be out of the town on that day. Very shortly you will receive a small gift from my side as a token of my love and affections. Once again accept my felicitations on this happy day. Wishing you all the best in life. With love Muhammad Noor

33. 33 BUSINESS LETTERS Business Letter is a formal letter which is sent from one person or organization to another about a business matter or situation.

34. STANDARD Parts of Business Letter Heading/letterhead and date Inside address Subject line Salutation/Greeting Body of the letter Complimentary close Signature area 8/24/2025

35. Parts of Business Letter (Full Bock Format) Mike Joseph, Project Manager, United Nation (UN), Heading, ( the address of the sender) Shar -e-now, Kabul, Afghanistan February 24, 2016 Date John Milton, Director of Planning, Inside address ( the address of the receiver) 2547 Johnson Avenue, California, USA

36. Parts of Business Letter Subject: ABC Contract Subject line Dear John Milton, Salutation _____________________________________________________________ _____________________________________________________________ _______________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ____________________________________________________________ ________________________ Body Body

37. Parts of Business Letter _____________________________________________________________ _____________________________________________________________ _______________________ Sincerely Yours, (Complimentary closing) (Signature area) Mike Joseph Project Manager (Name and position in the organization) Enc : (2) (Enclosure line) C: Ms. Louise Black (Copy line)

38. 38 BUSINESS LETTER FORMATS The format for a business letter also differs from that of a personal letter. You will learn two acceptable formats for business letters: full block, block and modified.

39. Letter Formats Block Format /Full block Format In the block format, place all the letter’s parts against the left margin. Do not indent the first word of each paragraph. Modified Format The modified format is the same as the full block format with two exceptions: the date line and the closing are placed on the right side of the page.

40. Modified block Block format

41. Letter Layout 3. Semi block style (Modified block with paragraph indented) 8/24/2025

42. Shahid Book Store, Baraki Square Kabul May 20 , 2018 . Ahmad Book Bank , Parwan-2 , street-5, Kabul , Afghanistan. Subject: DAMAGED BOOKS Dear Sir, Thanks for supplying the books for BBA syllabi. But let me inform you for your kind information that most of the books were found completely damaged and returned by students. So we would be happy if you send additional books instead of the damaged ones. Therefore, it is requested to supply new editions. Y ours sincerely, Shahid & Brothers C.C Storekeeper Assist: Manager 8/24/2025

43. 43 A Business Letter about Meeting ABC Company Zone # 4, street #2 Chaparhar Zara Adda Jalalabad November 7, 2018 Mr. Ahmad Supervisor of Product Development XYZ Company Mastofiyat Chowk Jalalabad Dear Mr. Ahmad:

44. 44 It was a pleasure meeting you at the conference last week. As we discussed, I sincerely believe that the products produced by ABC Company can greatly streamline your production process. If you are still willing, I would like to bring some of the key members of my team along with me to meet with you at XYZ Company. We would like to give you an overview of our services and discuss with you the best plan to suit your needs.

45. Meeting in person would allow us to fully evaluate your wants and needs. Our team is available to meet any time this week or next. Please let me know at your earliest convenience when you would be available. Cordially, Bilal Jan Vice President of Company, Inc. [email protected] ,

46. 46 A Business Letter About Dissolving Partnership ABC Company Zone # 4, street #2 Chaparhar Zara Adda Jalalabad November 7, 2017 Mr. Kashif khan Marketing Representative XYZ Company Mastofiyat Chowk Jalalabad Dear Kashif ,

47. 47 Working with XYZ Company for the past four years has been a wonderful experience. We have decided to move our company in a different direction, and that decision requires that we make a number of changes to our infrastructure. W e have decided to keep all of our current marketing efforts in-house, so regrettably we can no longer make use of your marketing consultation services.

48. Thank you for the excellent work you have done for us. I hope to remain on good terms with you, and if we require services similar to what you have provided for us in the past, we would certainly like to consider you again. Warm regards, Bilal Jan Vice President of Company, Inc. [email protected]

49. Your Name Street Address City ZIP Code Phone No-optional Email address-optional October 18,2018 Name of recipient Title Company Name Street address City ZIP code Ref: Order Number

50. Dear (Name of recipient) Thank you for your recent purchase of (product purchased). We appreciate having the opportunity to do business with you. Our customers are our top priority, and we strive for 100% satisfaction. If you have any questions or concerns about this order, please do not hesitate to contact us. Again, thank you for your purchase. We look forward to serving you again in the future. Sincerely, Your name

51. Letter of Apology Dear Steven: My comments about your playing last Thursday had only the best intention. Any suggestions I make are only to make you a better player . You’re already so good, I didn’t think my suggestion would upset you. I am sorry my words upset you. From now on, I’ll think more carefully about how I say things before I say them. My job is to teach and motivate you, and obviously I am really sorry for it, it will not happen in the future. Sincerely,

52. Invitation Address March 28, 2018 Dear Mr. & Mrs. Hashimi , My family and I would like to invite you to spend the Nowroz holidays at your house on the ocean. Our house is near the beach and you will be free to swim and walk along the shore to your heart’s content. We will meet you at the airport and to will pick you up, of course. We are looking forward to seeing you and do hope that you can come. Cordially, M

53. Thank-You Address April 10, 2018 Dear Mr. & Mrs. XYZ, Thank you again for the wonderful weekend. We had such a good time visiting you and your family, and we enjoyed meeting all your relatives. We will never forget the warm hospitality. I hope that someday you are able to visit our family. I would like to return your kindness and hospitality, and to show around my hometown. Please give my respects to all your family. S incerely,

54. Complaint a bout Poor Service or a Faulty Product Dear Mr. Ahmad, I have not yet received the refund of $300 you promised to send me two weeks ago for the faulty lawn mower. I trust this delay is just an oversight, but I need the refund immediately so I can purchase another machine. To refresh your memory of the details of my case, I have enclosed copies of my sales receipt and the warranty card. I look forward to receiving the check soon. I need the money by next Monday . Sincerely,

55. Achievement Congratulations Letter Subject: Congratulations! Dear Name, I just heard about your promotion to Regional Sales Manager at ABC Company. Please accept my sincere congratulations on your achievement you deserved this. You have worked hard to earn this position, and I’m sure you will do an outstanding job in motivating your team to new, heightened levels of sales performance. Best wishes for your continued success. Regards, Name

56. Application (Job) Address April 20, 2018 ABC Organization Address Dear Mr. Farhad , I would like to apply for the position of assistant computer programmer announced by your respected organization on acbar.org on April 20, 2018. I feel that I am qualified for this position as I meet all the requirements. I have three years relevant experience of working on the same position with reputed organizations. Please find attached CV which comprehensively describes my experience during career . I look forward to hearing from you and thank you in advance for reading my letter and resume. Sincerely yours ,

57. Application (Sick Leave) To The HoD , Rana University, Kabul Subject: Application for Sick Leave Dear Sir, With due respect I would like to state that I have been suffering from high fever and sore throat since last night. So I am unable to attend the class from May 23, 2018 to May 25, 2018. Kindly grant me leave for three days. I shall be very much obliged for this act of kindness. Thanking you, Yours obediently, Name Dated: 23 May 2018

58. Cover Letter To: Rana University Subject: Application for the post of HR Assistant Dear Sir/Madam, I am pleased to express my wholehearted interest in applying for the position of _HR Assistant recently announced by your esteemed organization. I feel myself a suitable candidate for this position keeping in view its requirements. Please find attached CV which comprehensively describes my experience during career. Previously , I have worked in various organizations as HR Assistant where I was greatly appreciated. I have very good communication, technical, organizational and management skills. Being a student of business administration if you consider my suitability, I would appreciate you giving me an opportunity to meet you in person at your earliest convenience . I look forward to hearing from you and thank you ahead of time for reading my letter and resume. Sincerely ,