Assignment

Submitted By:
Naveed Akhtar
Submitted To:
Mam Hina Ali
Class:
BBA (B) Morning
Roll No.
19075
Govt. College University Faisalabad
Letter:
A written, typed, or printed communication, sent in an
enveloped by post or messenger.

Types of letter:
 Formal Letter: These letters follow a certain pattern and
formality. They are strictly kept professional in nature, and
directly address the issues concerned. Any type of business letter
or letter to authorities falls within this given category.
 Informal Letter: These are personal letters. They need not
follow any set pattern or adhere to any formalities. Informal
letters are generally written to friends, acquaintance, relatives
etc.
  Business Letter: This letter is written among business
correspondents; generally contain commercial information such
as quotations, orders, complaints, claim, letters for collections
etc. Such letters are always strictly formal and follow a structure
and pattern of formalities.
 Official Letter: This type of letter is written to inform offices,
branches, subordinates of official information. It usually relays
official information like rules, regulation, procedures, events, or
any other such information. Official letters are also formal in
nature and follow certain structure and decorum.
 Social Letter: A personal letter written on the occasion of a
special event is known as a social letter. Congratulatory letter,
condolence letter, invitation letter etc. are all social letters.
 Circular Letter: A letter that announces information to a
large number of people is a circular letter. The same letter is
circulated to a large group of people to correspond some
important information like a change of address, change in
management, the retirement of a partner etc.
 Employment Letter: Any letters with respect to
employment process, like joining letter, promotion letter,
application letter etc.

Letter Writing Tips

1. Identify the type of letter
This is obviously is the first step of the letter writing process.
You must be able to identify the type of letter you are be
writing. This will be dictated by the person the letter is
addressed to and the information that will be conveyed
through the letter. Suppose you were writing to the principal
of your college to ask for leave, (this would be formal letter).
 2. Make sure you open and close the letter correctly
Opening a letter in the correct manner is of utmost
importance. Formal letters open with a particular structure and
greeting that is formal in nature. In formal letter can be
addressed to the person’s name or any informal greeting as
the writer wishes.
3. Establish the main intent of the letter
Once you start writing, make sure to get the point as soon as
possible. Especially in formal letter, it is important to
immediately make clear the purpose of the letter.
4. Be careful of the language
A letter is always supposed to be polite and considerate. Even
if it is a complaint letter, the point must be made in a careful
and courteous manner. So it is necessary to use polite
expression and civil language in all types of letter.
5. Length of letter
And the other important factor to be considered is the length
of the letter you are writing. It should be kept in mind that
formal letters are generally to the point, precise and short.
Lengthy formal letters tends to not have the desired effects in
the reader. The length if an informal letter is determined by
the message in the letter and the relation to the recipient.
Formal Letter Format
i. Sender’s address
ii. Date
iii. Name / Designation of Addressee
iv. Address of the Addressee
v. Salutation
vi. Subject
 vii. Body – Introduction, Content, Conclusion
viii. Complimentary
ix. Signature / Name of Sender
x. Designation of the Sender

Informal Letter
An informal letter, also referred to as a
friendly letter, is a personal letter written to friends or
relatives. It is written in personal fashion. You can write it to
anyone with whom you have a non-professional relationship,
although this doesn’t exclude business partner or worker
whom you are friendly with either.
 The letters can be used for some reasons like conveying
message, news, giving advice, congratulate recipient, request
information, asking question, etc. It is personal letter, written
to whom you are familiar with, like friends, siblings, parents or
any other closed one.

Sample of Informal Letter

Address

Date
Salutation
Opening Note

Body

Closing Note

Signature
 Memo
A memo is actually short for Memorandum. It is one of most used
means of official communication in the business world. Its main
purpose is to serve as a reminder or to give some instructions.
Again these like circulars are a means of mass communication, i.e.
to communicate with a large number of people within the
organization.
Five main reasons to write the memo:
i. As a reminder
ii. Highlight an event or circumstance
iii. To recount an event
iv. Keep an official record of anything
v. To pass information or instruction

Advantages of memo
 They are a very cost effective way of mass communication. And
their transmission is also very cheap.
 Another advantage is its simplicity. They are very simple to
write and understand.
 Memos tend to be brief and to the point. They also reach a lot
of people. So they are very time-saving as well.
 They also serve very as evidence in case of a dispute.
Step of writing a memo:
 Heading: After the name and address of a company
(which is on the letterhead) we type the word “memo” or
“memorandum” at the top of page in the center.
 Recipient: Address the recipient in the correct format,
Example-‘To: All Employees of the sale division’.
 Write: Write the name of the person writing the memo,
Example- ‘From: Mr. ABC, Head of sale’
 Additional Recipient: These are the people who will
receive a courtesy copy of the memo. We don’t address the
memos to them, but we keep them in the loop.
 Date: The date of writing the memos is an important
detail that one must include.
 Subject Line: This will give the reader a brief idea about
the information in the memos. The line must be brief, precise
and to the point. Example – Subject: Meeting of all employees
of the sale Division.
 The body of a memo: This is where all the information
is contained. A formal salutation is not required in a memo.
Just relay the necessary information with clarity and precision.
The body must not be too long. The ending must be restated
the issue and end on a positive note.
 Proofread: Finally, proofread the memo before sending
it.