Letter Writing

Session 1: Format of Letters

Gholami Pasand
 General Layout of Letters
Modified block style Full block style
Semi-block style
 Layout of Personal Letters

1. Heading : writer’s address

2. Salutation: greeting

3. Body : composition of letter

4. Closing: more formal/ informal

5. Signature: no punctuation after your name

 Heading

Salutation

Body

Closing
 British vs. American Style
 Heading : British American
251 Azadi St, 251 Azadi St.
Meshad, Meshad
Iran. Iran
July 20th, 2023 July 20, 2023

 Salutation: Brt. : Mr Mrs Ms

Ame. : Mr. Mrs. Ms.
 Closing: Brt. is more formal e.g. Yours faithfully,
The Body of a Personal Letter

 Introduction: a letter received

an event
definite purpose

 Purpose: (in the body) directly stated

implicit/implied

 Conclusion : round off

polite wish
 Levels of Diction

 Informal

 Formal

 Formal and Technical

Informal Diction
Formal Diction

Avoid
• Slang
• Sentence
fragments
• Contractions
 Be concise
 Use correct
spelling &
punctuation
 Formal &
Technical Diction

 Special vocabulary
& tone
 Rigidly correct
spelling,
punctuation
 More complex
sentence
structure
 Parts of Business Letters

1. Letter head
Letter head usually consists of:
 Name of the company
 Address of the company
 Phone number
 Fax number
 Email and website address
 Logo of the company
 Parts of Business Letters

2. Reference line / number

 The reference line usually includes the initial name of the
person who signs/dictates and types the letter.
 Reference line is typed on the top left corner two spaces
under the letter head
 Example:
 Ref : JL/JL/0001
 JL is the initial of the person who signs the letter, John
Liesel
 JL is the initial of the person who types the letter, Linda
Smith
 0001 shows the letter filing number
 Parts of Business Letters

3. Inside Address
• The address of the receiver consists of :
• Name, title in the company and name of company
• Location ( street, building )
• City and post Code
• The name of the country
4. The Date of the Letter
 British style : 12th January,2023
 American Style : January 12,2023
 Parts of Business Letters

 5. Salutation if the letter is intended for a certain person of a

company, such as : personnel manager, marketing manager
 British style : Dear sir, Dear madam,
 American style : Dear Sir: Dear Madam:
 If the letter is intended for more than one person :
 British style : Dear sir, Dear madam,
 American style : Gentlemen :
 If the letter is intended for a person whose name is known :
 British style : Dear Mr Richard, Dear Ms Mansen
 American style : Dear Mr. Richard : Dear Ms. Mansen:
 Parts of Business Letters

6. Body of the letter

The body of the letter consists of :
 The opening
 The massage of the letter
 Closing paragraph
Body of the Letter
 Parts of Business Letters

7. Complimentary close
 If the letter is intended for a certain person of a company :
British style : Yours faithfully,
American : Very Truly Yours, Yours Very Truly,

 If the letter is intended for the person whose name is known

British style : Yours sincerely, With best wishes,
American : Sincerely Yours, Cordially Yours,
 Parts of Business Letters

8. Signature
Signature consist of : signature, complete name and title of the
person, if the name of the company is mentioned, then it should
be typed right under the complimentary close.

9. Miscellaneous
Enclosure
 Writing Emails

The style of an email depends on the relationship

between the writer and reader.
 When you send an email to someone you don’t
know, a style similar to a formal letter is appropriate.
 Email to colleagues and friends can be very informal
and close to spoken English.
 Writing Emails

Remember:
Always complete the subject / reference line
Keep the massage reasonably short
Leave a line before new paragraphs
Check the content for spelling and vocabulary mistakes
Check that the receiver email address is correct
Attach any document you want to send. It is good idea to
attach them before you start typing
Avoid underlining words, it looks like a hyperlink to a
website
Avoid CAPITAL letters, it looks aggressive
Thank You