letters | Letter Case | Paragraph

GROUP NO 3
‡TEHREEM ALI ‡SALMAN ARSHAD ‡ARZOO FATIMA ‡SAIF-UR-REHMAN ‡ASAD ALI ‡MOHSIN ISLAM ‡USAMA BAJWA R#50 R#30 R#57 R#43 R#09 R#35 R#31

LETTER WRITING
TYPES, PARTS, ORGANIZATIONAL PLAN

ASAD ALI ROLL NO 09

LETTER
A letter is a written or printed message addressed to a person or persons, usually sent by post or messenger.

It is an addressed document of legal, formal or informal kind for various purposes.

. Tone and style is relaxed. Form Letters. Formal Letters. Semi-Formal Letters. Tone and style is formal and meant for relatives. Invitation Letters. Friendly letters do not require an inside address and the writer·s printed name. Preprinted.TYPES OF LETTER 1. 2. Closing is also informal. 3. Tone is formal such as Business Letters. Informal Letters. etc. 4. friends. It is written to relatives.

by a person or organization for specific business purpose .BUSINESS LETTERS A business letter is a written communication addressed to a person or organization.

. Sales letter. Request letter. 4. Application letter. Complaint letter. 5. Order letter. 3.TYPES OF BUSINESS LETTERS 1. 2.

4. 6. Conveying bad news. Ordering goods or services.PURPOSES OF BUSINESS LETTERS 1. . Sales Covering Letters). Confirming information or arrangement. messages). 5. (Bad news. 2. (Acknowledgment Letter). (Information. Acknowledging the order. (Good News). (Order Letters). (Confirmation Letter). 3. Expressing thanks or congratulations. Requesting and providing information.

Recommending someone for a job or post. Persuading the receiver to do something. 9. (Complaint Letter). 10. (Recommendation Letter). Answering a complaint. 11. (Purchase Covering).PURPOSES OF BUSINESS LETTERS (Continued) 7. Introduction and explaining products or services. (Collection Letter). 8. Complaining about the products or services. . (Adjustment Letters).

ARZOO FATIMA .

Signature. Main Body. . Date. Sender¶s Name and Designation.STANDARAD ELEMENTS OF A LETTER         Letter Head/ Heading. Complementary Close. (Inside Address) Salutation. Receiver¶s Name and Address.

Letterhead or Sender's Address 1.Many companies have an established letterhead on all company correspondence with the company logo. If your company does not have a letterhead. . include the sender's address just below the date.

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Year . Placement of the Date Should Be Just Below the Letterhead or Above the Sender's Address If No Letterhead Is Used. dd/mm/yyyy Spell the Date Mm/dd/yyyy OR dd/mm/yy Date Month.Date Include the Date You Write or Mail the Letter. Year Mm/dd/yy Month Date.

If You Do Not Know the Person's Title. Typing Ms. Is Appropriate. Address. . and the Title of the Person You Are Writing to Along With the Address. Or Mr.Inside Address ‡ Include the Name.

And Last Name Are Always Professional Sounding Openings. Unless You Are a Close Associate of the Recipient. Or Ms. It Is Not Appropriate to Address Them by Their First Name. This Flags Your Letter As Unprofessional. Typing.Salutations This Is the Opening Greeting of Your Letter and First and Best Chance to Make a Good Impression on Your Reader. "Dear" and Then Mr. .

CA 95014 below letterhead line 12 or 2 lines Dateline Inside Address September 13. Wilson Visual Concepts Enterprises 1256 Lumsden Avenue Irvine.Parts of a Business Letter Letterhead Peerless Graphics 893 Dillingham Boulevard Stony Plain. M. CA 92222 1 blank line Salutation Dear Mr. 200x 2 to 10 lines Mr. Wilson: . T.

MOHSIN ISLAM .

.Main Body ‡ Where the intent of the letter is described in detail. ‡ Can be long or short in nature depending on the issue. ‡ Can be too long.

For Example. ‡ Respectfully Yours (Very Formal) ‡ Sincerely (Typical. Informal) .Complimentary Close: What You Type Here Depends on the Tone and Degree of Formality. Less Formal) ‡ Very Truly Yours (Polite. Neutral) ‡ Cordially Yours (Friendly.

Smith Director. T. Field Engineer . Title Is Optional Depending on Relevancy and Degree of Formality. Sign Your Name Exactly As You Type It Below Your Signature. Manager ‡ P. Jones .Signature Block: Leave Four Blank Lines After the Complimentary Close (11) to Sign Your Name. Technical Support ‡ R.Sr. Examples Are ‡ John Doe.

Then Two of His or Hers in All Lowercase Characters. He or She Would Typically Include Three of Your Initials in All Uppercase Characters. If You Typed Your Own Letter. Just Skip It Since Your Name Is Already in the Signature Block (12). ‡ JAD/cm ‡ JAD:cm ‡ clm . Common Styles Are Below.Identification Initials: If Someone Typed the Letter for You.

The date is usually placed two inches from the top edge of the paper or two lines below the last line of the letterhead. about which you asked. All typed lines begin at the left margin. whichever position is lower. . the dateline and closing lines are started at the center instead of at the left margin.Parts of a Business Letter (continued) 1 blank line Subject Line Body SUBJECT: BLOCK LETTER STYLE 1 blank line This letter illustrates block letter style. In modified block style.

Most readers will recognize a statement in this position as the subject without an identifying label. it appears two lines below the salutation. The word SUBJECT is optional. Close 3 blank lines . 1 blank line Complimentary Sincerely.Parts of a Business Letter (continued) If a subject line is included. The complimentary close appears two lines below the end of the last paragraph.

Wong Graphics Designer 1 blank line MHW:pil .Parts of a Business Letter (continued) Signature Block Reference Initials Mark H.

USAMA BAJWA .

Mailing notation or reference number Subject Line. 4. 3. Enclosure. 5. Attention Line.OPTIONAL PARTS OF A LETTER 1. 2. Carbon Copies. Postscripts . 6.

Attention Line ‡Used Only If You Know the Name of the Person in the Organization Who Is Handling the Matter About Which You Are Writing ‡Letter Is Directed to the Attention of Individual. Gupta ‡Attention/attn.K. by Name. . P. So That the Letter Is Sent to the Person ‡Can Be Placed at the Margin or center ‡If the Inside Address Has the Name of the Individual You Do Not Need the Attention Line ‡Kind Attention : Mr.

It Is Placed at the Left *The Subject Line Is Placed After the Salutation Dear Sir. Sub: Delay in Delivery of Raw Material .Subject Line Subject Line *Adds to the Clarity of the Letter *Brief and Quick Indication of the Letter·s Content *It Is Placed Above or Below the Salutation at the center *In Full Block Form.

plural for more. skip it. . ‡ Enclosure. Common styles are below. Type the singular for only one enclosure.Enclosure Notation This line tells the reader to look in the envelope for more. ‡ Enclosures (3). ‡ Enclosures: 3. If you don't enclose anything.

Include Them.C. : Mr.C. Skip It. List the Names of People to Whom You Distribute Copies. Sharma 2.D.Carbon Copy Cc Stands for Courtesy Copies (Formerly Carbon Copies). Mr.S. . *Is Mentioned As C.K. If You Don't Copy Your Letter to Anyone. If Addresses Would Be Useful to the Recipient of the Letter. Sharma Or C. in Alphabetical Order. To the M. R. : 1.K. R. P.

Postscript *A small piece of writing that must not exceed three lines *Added after signature and enclosures *It is signed again without the complimentary close *Information is not part of the main message *Extra/unrelated point. Retype the letter if so is the case . written in hand at the time of signing the letter *Should never be used for adding something which was forgotten while preparing the letter.

SAIF UR REHMAN .

Semi-Block Format. Block Format. 2. 3.FORMATS OF BUSINESS LETTERS 1. Full Block Format. .

.FULL BLOCK FORM Most modern style No indentation at all The address has no punctuation at the end of line No comma : salutation. complimentary close Double line space between the parts and between paragraphs Reason for non-preference : looks left-heavy.

................ Yours Truly Marketing Manager ..................Sample ± Full Block Form April 2. «««««««««««««««.............. 2008 ABC Holset Limited 28. Navratan Complex Indore 452 006 Sirs I would like to«««««.....

Subject and Enclosure Are on Left Side of the Margin. Reference Is on Left Side in Line With the Date. Inside address. . Date and Complimentary Close Are on the Right Side.Block Form Unindented Paragraphs.

..........Sample ± Full Block Form April 2.. 2008 ABC Holset Limited 28................... «««««««««««««««.......... Truly yours Marketing manager .... Navratan Complex Indore 452 006 Sirs I would like to«««««..........

complimentary close : comma . complimentary close : right side Salutation.SEMI BLOCK FORM also called semi-indented form Inside address : block form paragraph : indented date.

2008 ABC Holset Limited 28.. I would like to«««««.. Yours Truly................ «««««««««««««««.Sample ± Semi-Block Form April 2...... Marketing Manager ..... Navratan Complex Indore 452 006 Sirs......

TEHREEM ALI .

Organizational Patterns Direct: Good News / Neutral Main Ideas Secondary Details Positive Ending Indirect: Bad News Neutral Opening Positive Explanation The Refusal Positive Ending .

Examples Letters that grant credit/requests Congratulatory messages Letters that acknowledge receipt of goods 3 .Direct approach ¶ Used when you anticipate readers response to be positive or neutral.

Directs plan Best for: ‡Good news ‡Non-emotional issues ‡Audiences that prefer a straightforward approach .

Direct approach: Opening ‡Begin immediately with the main idea ‡ State purpose in the first paragraph ‡Avoid slow starts 4 .

RECIEVER INTERESTS AND BENFITS. PROVIDE USE THE STRESS EMPHASIS TECHNIQUE. .POSITIVE OR NEUTRAL INFORMATION. COHERENCE. BE GIVE THE OPTIMISTIC.

5 . The revised source code with the proper in Program documentation will be shipped to you within three weeks.Direct approach: Opening Examples of opening: I will be honored to emcee the annual Chamber of Commerce banquet on 25 May at Westin Stamford.

details or supporting facts Ensure: ‡Accuracy ‡Completeness ‡Relevance ‡Logical presentation 6 .Direct approach: Middle Provide more information.

SALMAN ARSHAD .

Sales appeal ‡ THE SALES APPEAL IS THE PORTION OF MESSAGE IN WHICH THE WRITER ATTEMPTS TO PERSUADE THE READ TO TAKE A SPECIFIC ACTION. ‡ Personalize the message ‡ Suggest alternatives if appropriate ‡ Aim for quick action .

‡ ´Mr. .25µ.Example of Sales Appeal. If you are satisfied at the end of the threemonth trial period may subscribe to perceptional in business for three year at half price_$79. and give us a opportunity to show you that the magazine will reach you in timely manner.Philips please accept a three month free subscription to professionals in business.

Direct approach: Closing ‡Express appreciation ‡Be concise ‡End with positive. friendly statement to build goodwill 7 .

ir ct i r Most i c orta t i a Mi l orti tails or fa ts l / Fri ositiv stat t lose ES2002 si ss ic ti : tt r riti : r isi .

zaars59.Com.A Weak E-mail Subject: Date: From: To: Negative Opening missing order. Incomplete Information Weak Close No Name or Contact Information .COM.Org@yahoo.17:04:19-0600 ZAARS59@YAHOO. TUE. Please send my order as soon as possible. Where are the cookies i ORDERD last Week? Your ads say you deliver in 5-7 days And its been 12.15 FEB 200.

ORG@YAHOO. THANKS FOR YOUR HELP IN TRACING THIS ORDER. KHALID CHANDIO.A GOOD E-MAIL SUBJECT: CONFIRMATION NO.THE PACKAGE HAS NOT YET ARRIVED. RAHIM YAR KHAN. TO: ZAARS59@YAHOO. DATE: TUE. Details are Presented here in Positive Manner Complete Contact Information Close is Courteous .COM. DIFFENCE 007. PAST ORDERS HAVE ALWAYS ARRVIED ON TIME.ON MARCH 29. Subject Line Contains Relevant Data Direct Opening WHEN MAY I EXPECT 4 DOZEN MINT CRISP COOKIES I ORDERED ON MARCH 25? THE CONFIRMATION ISSUE WITHIN MINUTES ON MY ONLINE ORDER INDICATES THE COOKIES WHERE TO BE DELIVERED BY APRILL 3.PZ07T28.BUT MY CRITED CARD WAS CHARGED FOR RS 5000.07 APRIL 200.17:04:19-0600 FROM: ZAARS59.COM. 1234.

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