GROUP MEMBERS:

 SALMAN AHMAD
 HAFIZ M. NAUMAN
 MUHAMMAD SAMI
 NAUMAN ALTAF
 HAFIZ SARFRAZ ALI

perfect_nauman@yahoo.com
BS COMPUTER 3RD „A‟
TLOePtItCer
Writing:
 Definition of “Letter”

Letter
“A written or printed communication
directed to a person or
organization.”
 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:

 Who is your reader?
 Will 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?
 Letter Mechanics
1. 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.
 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
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.
 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
 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
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.

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
o Consider 7Cs of communication:
—Clear
—Concise
—Correct
—Courteous
—Conversational
—Convincing
—complete
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)
 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 thecompany.
• Printed at the top center/left or the right side.
SENDER’SADDRESS: It is usually
given in the letter head, but if there
is none, the Sender’s
Name, Address and Contact details
can be typed.
 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.
1. The British Method (ordinal numbers) : 4th July,2012
2. 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 greathurry.
 The Inside Address
• The inside address is the recipient’s address.
• Includes the name and address of the firm or the
individual towhom 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 ora
department (if you don’t know the name).
g.: The Sales Manager, The Accounts Department
etc.
 2-4 Spaces below Date
 Subject
• Subject is use so that the reader immediately knows
what your letter isabout.
• Use this format “Subject: CAPITALWORDS”.
• Subject usually comes between Inside Address and
Salutation.
 2 Spaces below Inside address
 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 Sales Manager,

Dear Madam, Dear Customer,
Dear Ladies and Gentlemen,
Dear Mr. John,
Dear Vice President,
Respected Sir,
 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:
1) Introductory paragraph
2) Middle paragraph
3) Closing paragraph
• Double space between paragraphs.
• If letter exceeds one page, repeat therecipient's
name, date, reference/subject line and put page number.
• Continue your letter three lines below the heading.
 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 , Bestwishes

The Signature and designation
• Written double space below the complimentary close.

• First comes Signature (pen written). Sign your firstand last

name.

• Second line - type written name.

• Third line - business title.

 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, JenniferLouis

 Enclosures
• This line tells the reader to look in the envelope for more.

• Write Enc./Encl./Enclosure below the signatureblock.

e.g. : Enclosure
Enclosures: 3
Enclosures : Check #231
Enclosures : Invoice #231
• If you don't enclose anything, skipit.

• 2 Spaces below Signature and designation

 Date Company letter head
Name , address already printed
Letter head
Telephone & Fax

Date
Date (Month Day, Year)

Mr./Mrs./Ms./Dr. Full name of recipient.

Title/Position of Recipient Inside address
Company‟s name and address line

Subject: TITLE OF SUBJECT IN CAPITAL WORD Subject

Dear Sir,
Salutation
Body Paragraph . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
..............................................................
........................................
Body Paragraph 2 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Body
..............................................................
.........................................
Body Paragraph 3 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
.............................................................. Complimentary close
.........................................

Closing (Sincerely...),
Signature Signature and
Signatory‟s printed name
Signatory‟s position in the company
designation
 Letters format
• Full block
• Semi block
• Modified
 General Letter Layouts / Styles

Full Block
Modified Block Style
Style
Semi-block Style
Letter head Full Block
Letter Format
SAMPLE

Everything flush
to left margin
with no indents.

Signature Block: Align this with

Yoursfaithfully, the Complimentary Close. Leave
blank lines to sign your name. Don‟t
forget to sign your name exactly
as you typed it.
3. Semi-block
Style Letter
Format
SAMPLE

Indent paragraphs 5
spaces. Everything else
is flush at the left
margin.
 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
Be Not Afraid Of Falling Be Afraid Of Not Trying