Formal Letter Writing

Source:
Jethwaney, Jaishri. Corporate Communication- Principles
And Practice. Sage Publications, 2018.
 Formal Letter Writing
▪ Requires effective command over language
▪ Needs coherent thoughts
▪ Good Vocabulary
▪ The style has to be a balance between conversational and
professional.
▪ Organizations have a set pattern for letters and hence each
organization has its own established pattern of
communication.
▪ Letters are longer and more formal in comparison to memo or
emails .
▪ A letter is generally addressed to a person or to a group.
▪ Has to be well written, precise and clear.
▪ A good letter is an effort less reading.
 Seven C’s of Letter Writing
• Clarity
• Concise
• Correct
• Courteous
• Cordial
• Conviction
• Complete
• Correct
 Principles of Business
Communication
 Place the reader first- Polite Tone, Necessary Details, easy to
understand, organized information, etc.
 Keep to the point- Make a list of points you want to cover; list key
words, examples, arguments, facts, review each topic for relevance
to your aim and audience.
 Set the right tone- Observe a helpful and friendly tone by
maintaining conversational approach
 Write effective Opening- Make the first paragraph stand out; be
direct and use your words positively ; use the last paragraph for
summarize the key points or repeat the key message; use positive
point.
 Set the main Business, purpose, or subject matter right away- The
very first of a business letter should talk about its main objective.
 Keep the Paragraphs Short
 Place Important message Strategically
 Develop a you attitude-Primary concern should be receiver only.
 Significance
▪ An organization will have to corresponds in writing
with multiple stake holders like customers, suppliers,
Tax departments, bankers, Labour offices, Vendors,
within the organizations, Various Government Offices,
Ministries for effective professional relationship.
▪ It helps maintain personal relationships.
▪ They serve as permanent record, repository of
information for future reference.
▪ It reaches out to a large and geographically diverse
audience.
 Purpose
• To Inform
• To Congratulate
• To Enquire
• To Order
• To Request
• To collect dues
• To Complain
• To Make Adjustment
• To sale a product, service or scheme
• To apply for jobs
 Standard Elements
 Sender’s Address-
TATA Sons
Homi Modi Street
Kala Ghoda
Fort
Mumbai(Maharashtra)
400023
Date Line-
21st Oct. 2015; Oct. 21, 2015; 21 Oct. 2015
Addressee's Address-
Godrej Industries Limited
Pirojshanagar, Eastern Express Highway
Vikhroli
Mumbai - 400079
Salutation-
Dear Sir/ Mam, Dear Committee members, Dear Students, Dear
Colleagues, Dear Mr. Gupta(Most Formal).
SUBJECT: 5-6 WORDS TELEGRAPHIC LANGUAGE
Message- Three Paragraphs
This is main content and occupies most space. First para is 25-35 words.
The second para has 50-60 words with the main argument of the
letter. The concluding para has 25- 35 words which meaningfully
concludes the letter.
Complimentary Close-
Thanking You

Yours Truly
Signature
Name
Designation
 Reference Line- Further to your letter , Ref.no. ABCD/ 03/07 dated
03/10
 By serial no.
 By department and serial number
 Enclosure notation-
 Enclosuer: Resume; Draft of Proposal
 Encl: Draft Proposal
 Enclosure 1. Report (10 pages)
 2. Photographs (2)
 3. List of Participants
Copy Notation
Cc: Amardeep Sharma, P.A. to The Director
Pc: Guard File
Post Script: afterthoughts to the letter; last item on any letter;
P.S.-