Sir Farooq Jamal

B.B.A(TM)
Group Members:

Rehan Rai 09-NTU-1215

Asif Ishaq 09-NTU-1207
M.Atif Idrees 09-NTU-1208
Ali Haider 09-NTU-1187
Zain-ul-Abideen 09-NTU-1233
 Definition of “Letter”

Letter
“A written or printed communication directed
to a person or organization.”
 Two categories of letters

• Business Letters (formal writing; more formal

writing that may share elements of essay
writing)

• Personal Letters (often informal; may be

addressed to a friend or familiar acquaintance
about a personal subject; may regard a personal
problem, issue or even a personal business
matter pertaining to ones personal finances or
personal legal matters)
Business Letters
 Business Letters

Business letters are documents created to:

o persuade or inform readers (Ex: a letter from a candidate
requesting your vote)

o analyze a concept or situation (Ex: a letter from the human

resources manager explaining the new payroll deposit system
to company employees)

o propose a solution (a letter offering a plan to reduce or

prevent school violence)

o correct some perceived error or miscommunication. (Ex: a

letter to a creditor about a billing error you have noticed)
 Common Types of Business Letters
 Acceptance Letter (yes/ legal)

 Acknowledgement Letter (Receipt)

 Adjustment Letter (a legal document / addresses a complaint or claim)

 Application Letter (request job consideration/ interview)

 Complaint Letter (a legal document)

 Cover Letter (accompanies resume or order)

 Inquiry Letter (posing a question)

 Order Letter (request letter)

 Refusal Letter (reject an offer)

 Response Letter (answers inquiry)

 Sales Letter (marketing)

 General Parts of every Business Letter
 Heading (sender’s return address and date)

 Inside Address (recipient’s address)

 Salutation (greeting)

 Body (paragraphs)

 Complimentary Close

 Signature Line (with or without title)

 Enclosure (optional)

 cc notation (copies sent to others)

 Sender/typist initials (optional)

Personal Letters
 Types of Personal Letters

 Apologies
 Appreciation and Thank You: For favors,
kindness or generosity
 Congratulations
 Personal Complaints
 Invitations
 Offering Condolences (sympathy or get
well)
Parts of a Letter

Heading
Heading
Date
Date and
and inside
inside address
address
Salutation
Salutation

Body
Body of
of letter
letter

Closing
Closing and
and signature
signature
Any
Any notations
notations
 How to write a letter

• Writing a letter can be

easy if you follow a
few simple rules.
• Take your time and
think carefully about
WHO you are writing
to.
 Starting off…..
• Correct addresses: YOUR address (right)
Their address (left - but only
if it is an official letter, not personal)
• Date
• Dear Sir or Madam ( or their actual name…
Jim, Anne,Mr.Jones, Miss.Peters, etc..)
• Indent the first word under ‘Madam’
 1st paragraph….

• Why are you writing to them...”I am writing

to you to because…..”
• Explain who YOU are….
• Be polite! “I hope you don’t mind me
writing to you but I had tell you about..”
• Be strong (If it is a letter of complaint)
eg.” I must inform you that I am not happy
with….”
 2nd paragraph…..
This is the MAIN section of your letter
• You can have more
than one paragraph
• If it is a persuasive
letter, then take 1 or 2
points of persuasion
for each paragraph
• Don’t make one
enormous paragraph-
it looks boring!
• Use connectives
(firstly, secondly, next,
…)
• State each point, then back
it up eg. I believe Italy
will win the World Cup
because they have extreme
talent and have greater
fitness.
 2nd paragraph….cont.
• Offer your own • Use facts to back up
opinion on things. eg. your arguments eg. In
I firmly believe that a recent school survey,
custard is the finest 94% of boys would
food because it is like Kylie as their
smooth yet refined girlfriend.
• Use any planning
sheet you have to tick
off each point you are
making.
 Last paragraph…..
• This is a concluding
paragraph eg. To sum
up, I would say that…
• Give an overall view
of the letter. eg. What I
am trying to say to you
is that I would dearly
love you to come and
stay with us.
 Signing off…..
• If you know them
personally - Yours
sincerely
• If you don’t know
them - Yours faithfully
• RE-READ YOUR
WHOLE LETTER!!!!
SAMPLE OF BUSINESS
AND
PERSONAL LETTER
Read this Sample Business Letter (Letter of Application) below.
    6123 Farrington
Sender’s Road
Return address
Troy, Alabama 27514
Inside addressJanuary 11, 2007
(receiver)
Taylor, Inc.
Mr./Ms. S. Student, Human Resources Director This letter is written in Modified Block Style. Indent the
sender’s address, letter date, complimentary close, &
694 Rockfoot Lane
signature. Everything else is flush to the left margin. Single
Durham, North Carolina 27708
Space throughout, except double Space between new
paragraphs. Center letter on the page.
Dear Mr./Ms. Student:

I just read an article in the News and Observer about Taylor's new computer center just north of Durham. I
would like to apply for a position as an entry-level programmer at the center.

I understand that Taylor produces both in-house and customer documentation. My technical-writing skills, as
described in the enclosed resume, are well suited to your company. I am a recent graduate of Troy University in
Troy, Alabama, with an Associate's Degree in Computer Science. In addition to having taken a broad range of
courses, I served as a computer consultant at the college's computer center where I helped train computer users
on new systems.

I will be happy to meet with you at your convenience and discuss how my education and experience match your
needs. You can reach me at my home address, at (919) 233-1552, or at crock@devry.alumni.edu.

Sincerely,
Complimentary Closing
’s Sign ature
Raymond Graduate Sender
 Personal Letters . . .
whether typed or handwritten, may include personal touches that
reflect your style or personality.

Date Special stationery

Salutation
(Greeting)
                                                                                      December 4,
2007
Dear Maxwell,
I just wanted to take a moment to write to you to express my
thanks for the extra tutoring help you gave me this fall as I
struggled in my Math 1112 course.  People like you make our
world a better place simply because you take the extra time to
help others overcome fears and learn important skills. I think
I can safely say, you are going to make a great math teacher
one day!
You stand head and shoulders above others in the field of
Complimentary
Signature math and I so appreciate the information, time and patience
Closing
you provided to me. So, once again, thank you so much