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TOPICLetter Writing:
PRESENTED BY :
USMAN IDREES
WAQAR HASSAN
HAIDER MEHBOOB
ABUZAR IQBAL
CONTENTS
• INTRODUCATION
• FORMAT
• CLASSIFICATION
• SOCIAL LETTER
• FRIENDLY LETTER
• BUSINESS LETTER
• LETTER OF APPLICATION
• LETTER NEWSPAPER
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Definition of “Letter”
Letter
“A written or printed communication directed to a person or organization.”
Introductory Components of a Letter
• Personal Address– Street address– City– State– Zip Code
• Company Address– Company’s name– Street address– City– State– Zip Code
• Full Calendar Date– May 31,2009– 31May 2009
• 2-4 spaces
• Address of the reader– Reader’s Name– Reader’s Title– Company Name– Company Street
Address– Company City– Company State– Company Zip Code
• 2-4 spaces
• IF you know the reader’s name, salutation will be– First / Last Name– Followed by Colon– For example
• Dear Mr. Smith:• Dear Ms. Jones:• Dear Miss / Mrs. Jones:• Dear Chris Evans:
• OTHERWISE– Use title
• Dear Vice President:
– Use department’s name• Accounting Department:
• 2 spaces
• Includes– Introductory Paragraph– Discussion Paragraph– Concluding Paragraph
• 2 spaces below salutation• 2 spaces b/w paragraphs
• Place a comma after complimentary close
• Preferred close is Sincerely,
• 2 spaces below body
• Sign your name legibly
• Type your name• Mention your title
(Optional)
• 4 spaces below complimentary close
Letter Formats
Full-block format– All text typed on left
margin– Spaces between
paragraphs
Letter Formats
• Simplified format– Same as full block
format except• No Salutations• Subject Line introduced• No Complimentary
Close
CLASSIFICATION OF LETTER
Classficat ion
Formal Informal
FORMAL LETTERS
Formal Letter
• A formal letter is a letter written to a business, a college, or any professional that are not considered friends or family.
Name Address Phone number Email
Example of layout: Dear (Name), (Body of letter) Sincerely, (Name) (Sign in pen under typed name)
SAMPLES
INFORMAL LETTERS
Informal letter
• An informal letter is a letter you would write to a friend of family member. It doesn't necessarily need a format, but there is a standard.
Example of layout: Dear (Name), Body of letter Sincerely, (Name)
Format
Explanation
Address
· The writer’s address is written at the top right-hand corner
· For example:
25, Jalan Tebing 8/8,
Seksyen 8,
40000 Shah Alam,
Selangor Darul Ehsan.
Date
· Written below the address.
For example: 6 June 2011 For example: 6 June 2011
The format of writing an informal letter
SOCIAL LETTERS
Social letters
Between friends and relatives, to promote
communication and enhance friendship.
The structure of a social letter
• Headings: the writer’s address and the date• Inside Address: the receiver’s name and
address• Salutation: complimentary greeting as Dear John• Body of the Letter: introduction, purpose
(matter) and conclusion• Complimentary close: Sincerely yours, etc.• Signature: Your full name, Christian name or
a nickname• Postscripts (P.S.): supplemented information
①Headings
② Salutation,
③ Body of Letter ------------------------
---------------------------------------------------------------------------------------------------------------------------------------
④ Complementary Close
⑤ Signature
heading
311 East College StreetStanley, N.C. 28164August 15, 2004
greetingDear Phil,
How has your summer been? Not too hot I hope. Did you get to visit your grandparents? Did you go on your trip to Toronto as you had hoped? They say Toronto is a beautiful city.
This is my second season at Camp Bellaire. I just passed my swimming test. Now I can swim out to the raft and also use the boats. To pass I had to jump into the water with my clothes on (as if I had just fallen out of a boat). Then I had to take them off down to my trunks, even my shoes and socks, and finally swim back to shore. It was tough, but I did it!
I’m looking forward to seeing you soon. There is lots of news to catch up on!
body
Your friend,
Mike
closing
signature
INVITATION LETTERS
What is an Invitation Letter?
• An invitation is a request to attend an event. It could be an invitation to a barbecue, a night at the theater, a birthday or anniversary party, a housewarming, or a wedding.
• It could be a formal event or a casual one, even a religious event.
Sample of Formal Invitation Letter
Twila Lockard Davis and Gladys Lockardinvite you to an
Open Housecelebrating the fiftieth wedding anniversary of our
parents,Thomas and Susannah Lockard
Saturday, May 25th, 2002from 3:00 to 5:00 p.m.
at the home ofDr. and Mrs. David Hasbro
4776 Wailing Wind Dr.Indiana, Pennsylvania
Please no presents, just your presence!
A Sample Informal Invitation Letter
Dear Dr. and Mrs. Davidson,
We will be celebrating Paula and Steve’s thirtieth year of ministry with a dinner at the Floribunda Commons Restaurant, Saturday, November 29th, at 8:00 p.m. Please let us know byMonday the 24th if you can join us on this happy occasion.
With love,Armineh Izadi
BUSINESS LETTERS
What is a Business Letter?
• A business letter is 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.
Writing a Business LetterWriting a Business Letter
• A formal business letter usually consists of six parts:
Heading, Inside address, Salutation, Body, Close, Signature Sometimes, notations are included, but they are
optional.
LETTER OF APPLICATION
Format26 Brookbank Road,
Chalkside,Surrey SN 5 3BQ
The Managing Director, (sender’s address)
Sinton Experts LTD,3 Castle Chmabers, Chalkside,Surrey.(recipient’s address)
December, 10th 2012(date)
Dear Sir, (salutation)
OFFICIAL LETTERS
Official Letters also called Formal Letters
45 Orange Close
West Burnham
West Yorkshire
23rd March 2000
The Manager
Barclay Building Society
Long Street
West Hartlepool
Dear Sir
Thank you for your letter dated 15th March.
I am afraid I cannot agree with your letter. I have studied my bank statement and still cannot find the charges you say are outstanding.
This is the third letter I have sent and if no action is taken within the next five days I will contact my solicitor.
I hope this matter can be settled as soon as possible.
Yours faithfully
(Ann Angry)
ADDRESSES
AND DATE
Space for signature but write or type your name clearly underneath
LETTERS OF NEWSPAPER
A written report and analysis of the news, often providing forecasts, typically directed at a special audience, as business people, and mailed to subscribers: a stock-market newsletter.
Perera No. 2, 1st Lane,
ABC
Aug 21, 2013
To,
The Editor,
The Indian Express,
ABC-62.
Dear Sir,
With due respect, I wish to draw kind attention of the concerned authority and general public through your esteemed daily, towards increasing incidents of road accidents. Road accidents are a frequent feature of newspapers. Road accidents are on a rise especially in big cities.
Persons sitting on steering do not have control over it. They do not have any regard for the traffic rules. Over-speeding, jumping red lights, overtaking from wrong side are common place. In most of the cases they escape unpunished due to their social status and corrupt bureaucracy. Every year, large numbers of people die in road accidents. It is one of the biggest reasons of unnatural deaths in India. In the past fifty years, more persons succumbed to death due to road accidents than in wars with our enemy countries. So the time has come to develop a movement against reckless driving.
I hope, civic authorities and civilized people will pay heed to my prayer.
Yours faithfully,
XYZ