NUCES LETTER

Definition of a letter
• “A written or printed communication directed
to a person or organization.”
• Letters may be sent as:
• 1. E-mail or electronic transmissions (including
facsimile meaning: an exact copy)
• 2. Hand-delivered transmissions
• 3. Regular mail transmissions

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Letter Writing

Letter writing is an essential skill.

Examples:
Letters of complaint, job applications, thank
you letters, letters requesting changes or
making suggestions — the list goes on and on.

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CATEGORIES OF A LETTER

Categories of a Letter
Business Letters
• format writing; more formal writing that
may share elements of essay writing
• Example includes Business
Letters/Formal Letters written by the
traders, firms, companies etc. for
business purposes . Like:Leave Letter,
Ordering Letter etc.
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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)
• Examples include:Personal Letters / Social
Letters / Informal Relatives & Friends . Eg :
Invitations etc.
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Categories of a Letter
Official Letters:

• Letter of application, Letter to Government Officials, Letter

to Newspapers
• Job Applications, Recommendation Letter, Reference Letter,
Termination letter etc

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TYPES OF A LETTER
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Types of Letter Chart Title

1. Formal Letters
2. Informal Letters
3. Cover Letters
4. Business Letters
5. Official Letters
6. Social Letters
7. Circular Letters
8. Employment Letters
9. Job Application Letters
10. Follow-Up Letters

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Types of Letters
Formal Letters
• These letters follow a certain structure
and maintain a certain degree of
formality.
• They are very professional in character
and deal directly with the issues at
hand.
• This category encompasses all forms of
commercial correspondence including
letters to relevant authorities
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Informal Letters
• Individuals write informal letters to
one another.
• They are not obliged to conform to
any predefined pattern or formality.
• They may include personal
information or be a textual exchange
of information between two people.
Informal letters are often sent to
friends, acquaintances, family, and
other unrelated individuals
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Types of Letters
Cover Letters
• Any report or other document
submitted to your supervisor should be
accompanied by a cover letter.
• The letter should summaries the
report's purpose and major findings.
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Business Letters
• A business letter is a kind of
communication made between
business partners that usually
contains commercial information such
as estimates, orders, complaints,
claims, and letters for collection.
• These letters are often very formal in
tone and language, according to a
strict set of procedure.
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Types of Letters
Official Letters
• Such letters are often used to
communicate official information such
as rules, regulations, procedures, and
events, as well as any other comparable
information.
• Official letters are equally formal in
nature, adhering to a certain structure
and protocol.
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Social Letters
• A social letter is a personal letter
written to a group of individuals on
the occasion of a specific event.
• Letters expressing congratulations,
condolences, invitations, and a variety
of other kinds of communication are
considered social letters.
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Types of Letters
Circular Letters Employment Letters
• A circular letter is a letter that delivers • Any letters pertaining to the
information to a large number of employment process, such as a
recipients simultaneously. welcome letter, a promotion letter, or
• To convey important information such an application letter.
as a change of address, a change in
management, a partner's retirement, or
other similar events, the same letter is
sent to a large number of people.

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Types of Letters
Job Application Letters
• Job application letters are official in
tone.
• This letter is often your first impression,
so create a good one by adhering to a
professional format, utilizing suitable
language, and proofreading your work.
• Application letters may vary in length
and content based on the kind of job
you are seeking.
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Follow-Up Letters
• Follow-up letters are important.
• A follow-up letter to everyone who has
requested anything from you,
regardless of how little your request
was.
• If you've had a job interview, a follow-
up letter expressing your gratitude for
the interviewer's time is critical for
demonstrating your professionalism
and attention to detail.
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PARTS OF A LETTER
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Parts of a Letter
There are seven parts of a letter outline, the standard letter writing format for
communication in the business and workplace. The seven parts of a business letter
include:

• Heading. (Most professional business correspondence is printed on a letterhead

template)
• Date.
• Address.
• Salutation.
• Body.
• Complimentary Close.
• Signature. 15
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Header
The letter heading, typically found in the upper left-hand corner of the page,
introduces you to the recipient and includes important contextual information
such as your name, return address, phone number, email and date. Only include
the information your audience needs.
For example:

Alicia Washington June 21, 2021

Offices of Burbank & Brooks Ms. Riley Jones
105 Burbank St. River Tech
a.washington@email.com 90991 River Tech Dr. Ste 1

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Date
• Simply put, the date is the day the letter
is sent.
• The most commonly used date format
is: June 21, 2011.
• Do not abbreviate the month and
always include all four digits of the year.
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Address
• This is the address of the recipient.
• If applicable, the first line in the
address block should include the
recipient's name and title, and the
second line should state the recipient's
company or business.
• The third and fourth lines are
designated for the actual address. 
• For example:
• Mr. John Doe, Director of Sales The Sales Firm 123
Main Street Townsville, AR 45678
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Salutation
Different circumstances determine which salutation or greeting is most
appropriate.
The greeting should be formal and polite.
It is best to start with a professional salutation like "Dear," and the person's
prefix if you know it.
For example:

Do not write "Dear Taylor Spenser" if you know Avoid using gendered prefixes if possible—use the
they're a doctor. Write "Dear Dr. Spenser.“ person's name instead. For example, "Dear Taylor
Spenser," instead of "Dear Mr. Spenser."
Avoid using gendered prefixes if possible—use the
person's name instead. For example, "Dear Taylor
Spenser," instead of "Dear Mr. Spenser."

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Body
The body is where you write the details of your business letter. The rest of the body
includes the details of your letter.

• The body is the longest part of a letter and is usually divided into three subcategories: 
• Introduction. Start with a short introduction explaining why you are writing them. The
introduction should be one or two sentences and should have the most important
details.
• Main content. The main content conveys all necessary detailed information and has no
set length requirements. 
• Summary of the letter. The last paragraph summarizes the information provided,
restates the letter intent and offers either instructions or an inquiry regarding follow-up
correspondence.
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Complimentary Close
• The complimentary close is a word or
short phrase that basically means
"goodbye." "Sincerely" is the most
common closing remark.
• Others include "cordially“, "best
wishes,“, and "best regards."
• The complimentary close can vary in
degrees of formality and is dependent
upon the relationship between the
sender and recipient.
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Signature
• In letters that are sent via email, the
signature is simply the sender's name
and title typed immediately below the
complimentary close.
• When a letter is mailed, faxed or
hand-delivered, however, there should
be a large enough space below the
closing and above the typed name and
title for the sender to provide her
written signature.
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STRATIGIES FOR A GOOD
LETTER
Why is it necessary to understand how to create an effective FR
letter? 
Chart Title
• Make an excellent first impression on
prospective employers 
• Permit you to resign on amicable terms 
• Help a network connection obtain
employment 
• Confirm a contract 
• Convince others 
• Provide critical data 
• Enhance client communication 

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Strategies of a Letter
The following are some useful letter-writing techniques and strategies to assist you in
drafting your next letter: 

• Keep It Brief And Direct 

Business letters (personal or corporate) should be concise, factually accurate, and targeted. Avoid
exceeding one page at all costs; ; otherwise, you risk losing your reader.
• Make It Simple, Direct, And Logical 
Before you begin writing, create a concise bullet-point summary of the points you wish to discuss in the
letter. Organize those arguments into a logical sequence that will serve as a guide for writing the letter.
• Concentrate On The Recipient's Requirements 
Concentrate on the information requirements of your audience, the intended address, as you write the
letter.

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Strategies of a Letter FR
The following are some useful letter-writing techniques and strategies to assist you in
drafting your next letter: 

• Utilize Clear, Appropriate Language  

Your letter should be written in plain, uncomplicated language for the sake of clarity and precision.
• Employ Concise Sentences And Paragraphs 
Keep your phrases succinct and your text divided into brief paragraphs. A paragraph should ideally contain
no more than two or three sentences.
• It Should Be Reviewed And Revised 
Make a rough composition and then go back and thoroughly review and revise it. Put yourself in the
addressee's shoes.
• Verify Spelling And Grammar 
A letter is a direct reflection of the sender and, by extension, of the organization for which the sender
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EXAMPLES OF A BAD LETTER
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Sample Cover Letter #1
To whom it may concern:
 
I read your ad for the assistant position and would like to apply. As my resume shows you, I have a lot of
great experience that you can use. And, IMHO, this job is exactly what I want!!!
 
Please review my resume and call me soon to schedule an interview. I am so eager to meet you. Hope to CU
soon!!!
 
Sincerely,
 
Debbie JobHunter

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Sample Cover Letter #1 Review
• This one has a bunch of things to teach us. Some very basic review points:
• Don't use "To whom it may concern". Do your research and find a name. Try hard. If you can't, use
something like "Dear Hiring Manager".
• Please … no texting lingo. Use real words written in plain English.
• Cool it on exclamation points!!!  🙂
• Help them see why you fit the job and what you can do for them.
• Give your phone number so they have it right there in front of them on the letter itself. Shows you are
considering their needs — and may make them more likely to pick up that phone.
 
• In general: If you're the only person applying and are about 18 years old, and the job requires no real
experience, and the person reading it is curious to see who this ball of enthusiasm is, this may get you the
interview anyway. But you can be enthusiastic (good to use a natural voice), and still present yourself
more professionally. 

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Sample Cover Letter #2 FR
Dear Mr. Jones,

Hope you are having a good day. I want to help make it better by telling you all the reasons I am exactly right for your
opening for a sales manager:
 
I have always dreamed about working for your company.
The commuting distance is great.
The salary is exactly what I've been looking for.
This is exactly the next step I want in my career.
 
Please call me at 555-555-5555 so we can explore this further. I look forward to hearing from you soon.
 
Sincerely,
 
Debbie JobHunter
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Sample Cover Letter #2 Review
• The biggest mistake poor Debbie makes here is that she is talking about all the reasons the job is right for
her. You want to use your cover letter to make the strongest case for why you are right for THEM.
 
• Not that you can't mention how this fits your needs also, but you want to show the employer that your
focus is on them and not on only you. They see that as an indication of what you'll be like if you get the
job.
 
• And, in the end, a great employee looks out for the company — while also looking out for themselves, of
course.

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EXAMPLES OF A GOOD LETTER
Sample Cover Letter #1 FR
Formal example: academic recommendation letter

Carson May
39 Schnabel Street
Las Vegas, NV 89129
391-339-3042
 
April 10, 2019
 
Dr. Madison Scott
Professor of English Studies
Grice University
1009 Lewis Lane
Charlotte, NC 28202
 
Dear Dr. Scott:
 
I am pleased to write a letter of recommendation to admit Sandy Everett to your English Studies program. I had the honor of teaching Ms. Everett in two of my literature classes at
Pownall High School, and she is one of the most gifted and hard-working students I've taught.
 
Ms. Everett has the ability to balance multiple assignments and complete each one on time with exceptional attention to detail. She is also a brilliant writer who understands how to
use words to make convincing arguments and craft beautiful stories. She has even been the editor of the school yearbook for the past two years and has transformed it into a
stunning work that showcases our school, students and projects in the best light.
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Sample Cover Letter #1 FR

Ms. Everett is a model student and would be an exceptional addition to your program. Please contact me at 391-339-3042 if you need
additional information. 
 
Regards,
Carson May
Literature teacher, Pownall High School

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Sample Cover Letter #2 FR
February 11, 2020
 
Hi Carly,
 
I hope you're doing well! I just heard from Sandra Pierce NYU that you accepted the assistant swim coach position there.
Congratulations! I know how challenging it can be to land your dream job right out of college, and I'm so honored to
have provided you a letter of recommendation for that role. I know you will make an exceptional swim coach and make a
real impact on the young athletes at NYU.
 
Congrats again. No one is more deserving of this role than you are, and I look forward to hearing about your new venture
in person.
 
Sincerely,
 
Matt

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Cover Letter
It is a page one written document commonly submitted
with a job application which is used for outlining the
applicant’s credentials and interest in open jobs.
• Purpose
Its basic purpose is to introduce you and briefly summarize
your professional background
• Length
The average length of the cover letter is around 250 to 400
words / one page

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WRITE A GOOD COVER LETTER
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Cover Letter Writing
Chart Title
Keep in mind, though, that a cover letter is a supplement to
your resume, not a replacement. All you have to do is
follow a tried-and-tested format:

1. Header - Input contact information

2. Greeting the hiring manager
3. Opening paragraph - Grab the reader’s attention with
2-3 of your top achievements
4. Second paragraph - Explain why you’re the perfect
candidate for the job
5. Third paragraph - Explain why you’re a good match for
the company
6. Formal closing

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Good Cover Letter
• Good template
For writing the good cover letter, you need to decide a good template. As it’s always all about the first
good impression.

• Star with header

Here, you want to include all essential information in header like
1. Full Name
2. Phone Number
3. Email
4. Date
5. Name of the hiring manager / their professional title
6. Name of the company you’re applying to
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Good Cover Letter
• Greeting the hiring manager
Here are several other greetings you could use:
1. Dear [Department] Hiring Manager
2. Dear Hiring Manager
3. To whom it may concern
4. Dear [Department] Team

• Write the introduction

The #1 problem we see with most cover letter opening paragraphs is that they’re usually extremely
generic. Most of them look something like this.
Bad Example:
Hey, my name is Jonathan and I’d like to work as a Sales Manager at XYZ Inc. I’ve worked as a sales
manager at Made Up Company Inc. for 5+ years, so I believe that I’d be a good fit for the position.

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Good Cover Letter
Correct Example:

Dear Josh,
My name’s Michael and I’d like to help XYZ Inc. hit and exceed their sales goals as a Sales Manager. I’ve worked with
Company X, a fin-tech company, for 3+ years. As a Sales Representative, I generated an average of $30,000+ in sales
per month (beating the KPIs by around 40%). I believe that my previous industry experience, as well as excellence in
sales, makes me the right candidate for the job.
You should always give good intro by giving your high achievements in intro paragraph

• Explain you’re the perfect person for the job

This is where you show off your professional skills and convince the HR manager that you’re a better fit for
the job than all the other applicants.
Know what the requirements for this job are and what you are writing is related to the jobs requirements.

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Good Cover Letter
• Wrap up with a call to action
Wrap up any points you couldn't in the previous paragraphs. Do you have anything left to say? Any other
information that could help the hiring manager make their decision? Mention it here.
Thank the hiring manager for their time. It never hurts to be courteous, as long as you don’t come off as
too needy.
Finish the cover letter with a call to action. The very last sentence in your cover letter should be a call to
action. You should ask the hiring manager to take some sort of action.

• Use the right formal closing

Best Regards,
Kind Regards,
Sincerely,
Thank you,
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EXAMPLE OF A GOOD COVER
LETTER
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 Thank You.
NUCES Sharjeel Gill
Abdur Rehman Zahid
Ifra Akhlaq
Shaheer Hassan
Samir Amjad