GROUP NO 3

•TEHREEM ALI R#50

•SALMAN ARSHAD R#30
•ARZOO FATIMA R#57
•SAIF-UR-REHMAN R#43
•ASAD ALI R#09
•MOHSIN ISLAM R#35
•USAMA BAJWA 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.
 TYPES OF LETTER
1. Formal Letters. Tone is formal such as Business
Letters.
2. Semi-Formal Letters. Tone and style is formal
and meant for relatives. Invitation Letters.
3. Informal Letters. Tone and style is relaxed. It is
written to relatives, friends, etc. Friendly
letters do not require an inside address and the
writer’s printed name. Closing is also informal.
4. Form Letters. Preprinted. Administration form,
Application Form, etc.
BUSINESS LETTERS

A business letter is a written communication

addressed to a person or organization, by a person
or organization for specific business purpose
TYPES OF BUSINESS
LETTERS
1. Application letter.
2. Complaint letter.
3. Request letter.
4. Order letter.
5. Sales letter.
PURPOSES OF BUSINESS
LETTERS
1. Requesting and providing information. (Information,
Sales Covering Letters).
2. Ordering goods or services. (Order Letters).
3. Acknowledging the order. (Acknowledgment Letter).
4. Confirming information or arrangement. (Confirmation
Letter).
5. Expressing thanks or congratulations. (Good News).
6. Conveying bad news. (Bad news, messages).
PURPOSES OF BUSINESS
LETTERS (Continued)
7. Complaining about the products or services.
(Complaint Letter).
8. Answering a complaint. (Adjustment Letters).
9. Introduction and explaining products or services.
(Purchase Covering).
10. Recommending someone for a job or post.
(Recommendation Letter).
11. Persuading the receiver to do something.
(Collection Letter).
ARZOO FATIMA
STANDARAD ELEMENTS OF A
LETTER

 Letter Head/ Heading.

 Date.
 Receiver’s Name and Address. (Inside Address)
 Salutation.
 Main Body.
 Complementary Close.
 Signature.
 Sender’s Name and Designation.
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.
 Date
Include the Date You Write or Mail the Letter.
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, Year
Mm/dd/yy Month Date, Year
 Inside Address

• Include the Name, Address, and the

Title of the Person You Are Writing
to Along With the Address. If You
Do Not Know the Person's Title,
Typing Ms. Or Mr. Is Appropriate.
 Salutations
This Is the Opening Greeting of Your Letter
and First and Best Chance to Make a Good
Impression on Your Reader. Unless You Are
a Close Associate of the Recipient, It Is Not
Appropriate to Address Them by Their First
Name. This Flags Your Letter As
Unprofessional. Typing, "Dear" and Then
Mr. Or Ms. And Last Name Are Always
Professional Sounding Openings.
Parts of a Business Letter

Letterhead Peerless Graphics

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

 Complimentary Close:
 What You Type Here Depends on the
Tone and Degree of Formality. For
Example,
• Respectfully Yours (Very Formal)
• Sincerely (Typical, Less Formal)
• Very Truly Yours (Polite, Neutral)
• Cordially Yours (Friendly,
Informal)
 Signature Block:
 Leave Four Blank Lines After
the Complimentary Close (11) to
Sign Your Name. Sign Your Name
Exactly As You Type It Below Your
Signature. Title Is Optional Depending
on Relevancy and Degree of Formality.
Examples Are
• John Doe, Manager
• P. Smith
Director, Technical Support
• R. T. Jones - Sr. Field Engineer
 Identification Initials:
 If Someone Typed the Letter for You, He or
She Would Typically Include Three of Your
Initials in All Uppercase Characters, Then
Two of His or Hers in All Lowercase
Characters. If You Typed Your Own
Letter, Just Skip It Since Your Name Is
Already in the Signature Block (12).
Common Styles Are Below.
• JAD/cm
• JAD:cm
• clm
 Parts of a Business Letter
(continued)

1 blank line
Subject Line SUBJECT: BLOCK LETTER STYLE
1 blank line

Body This letter illustrates block letter style, about

which you asked. All typed lines begin at the left
margin. The date is usually placed two inches
from the top edge of the paper or two lines below
the last line of the letterhead, whichever position
is lower.
In modified block style, the dateline and closing
lines are started at the center instead of at the
left margin.
 Parts of a Business Letter
(continued)

If a subject line is included, it appears two lines

below the salutation. The word SUBJECT is
optional. Most readers will recognize a statement
in this position as the subject without an
identifying label. The complimentary close
appears two lines below the end of the last
paragraph.
1 blank line

Complimentary Sincerely,
Close 3 blank lines
 Parts of a Business Letter
(continued)

Signature Mark H. Wong

Block Graphics Designer
1 blank line
Reference MHW:pil
Initials
USAMA BAJWA
OPTIONAL PARTS OF A LETTER
1. Attention Line.
2. Mailing notation or reference number
3. Subject Line.
4. Enclosure.
5. Carbon Copies.
6. Postscripts
 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, by Name, 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. P.K. Gupta
•Attention/attn.
 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, It Is Placed at the Left
*The Subject Line Is Placed After the Salutation

Dear Sir,
 
Sub: Delay in Delivery of Raw Material
 Enclosure Notation
 This line tells the reader to look in
the envelope for more. Type the
singular for only one enclosure,
plural for more. If you don't
enclose anything, skip it.
Common styles are below.
• Enclosure.
• Enclosures: 3.
• Enclosures (3).
 Carbon Copy

Cc Stands for Courtesy Copies (Formerly Carbon Copies). List

the Names of People to Whom You Distribute Copies, in
Alphabetical Order. If Addresses Would Be Useful to the
Recipient of the Letter, Include Them. If You Don't Copy Your
Letter to Anyone, Skip It.
*Is Mentioned As
C.C. : Mr. R.K. Sharma
  Or
  C.C. : 1. Mr. R.K. Sharma
2. P.S. To the M.D.
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, written in hand at the
time of signing the letter
*Should never be used for adding something which
was forgotten while preparing the letter.
Retype the letter if so is the case
SAIF UR REHMAN
FORMATS OF BUSINESS
LETTERS
1. Full Block Format.
2. Semi-Block Format.
3. 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.
Sample – Full Block Form
April 2, 2008

ABC Holset Limited

28, Navratan Complex
Indore 452 006

Sirs
I would like to……………..................................................
………………………………………..

Yours Truly

Marketing Manager
 Block Form
Unindented Paragraphs.
Date and Complimentary Close
Are on the Right Side.
Reference Is on Left Side in Line
With the Date.
Inside address, Subject and
Enclosure Are on Left Side of the
Margin.
Sample – Full Block Form
April 2, 2008

ABC Holset Limited

28, Navratan Complex
Indore 452 006

Sirs
I would like to……………..................................................
………………………………………..

Truly yours
SEMI BLOCK FORM

also called semi-indented form

Inside address : block form
paragraph : indented
date, complimentary close : right side
Salutation, complimentary close : comma
 Sample – Semi-Block Form

April 2, 2008
ABC Holset Limited
28, Navratan Complex
Indore 452 006

Sirs,
I would like to……………...............................
………………………………………..
Yours Truly,

Marketing Manager
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
 Direct approach

Used when you anticipate readers’

response to be positive or neutral.

Examples
Letters that grant credit/requests
Congratulatory messages
Letters that acknowledge receipt of goods

3
 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
GIVETHE POSITIVE OR NEUTRAL
INFORMATION.
BE OPTIMISTIC.
PROVIDE COHERENCE.
USE THE EMPHASIS TECHNIQUE.
STRESS RECIEVER INTERESTS AND
BENFITS.
 Direct approach: Opening
Examples of opening:

I will be honored to emcee the annual

Chamber of Commerce banquet on
25 May at Westin Stamford. The
revised source code with the proper
in Program documentation will be
shipped to you within three weeks.

-
5
 Direct approach: Middle

Provide more information, details or

supporting facts
Ensure:
•Accuracy
•Completeness
•Relevance
•Logical presentation

6
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
 Example of Sales Appeal.
• “Mr,Philips please accept a three month free
subscription to professionals in business, and
give us a opportunity to show you that the
magazine will reach you in timely manner.
If you are satisfied at the end of the three-
month trial period may subscribe to
perceptional in business for three year at
half price_$79.25”.
 Direct approach: Closing

•Express appreciation
•Be concise
•End with positive, friendly
statement to build goodwill

7
 Direct approach

Opening Most important idea

Supporting details
Middle
or facts

Friendly/
Close positive
statement

ES2002 Business Communication: Letter Writing: Organising 8

 A Weak E-mail
Subject: missing order.
Date: TUE,15 FEB 200- 17:04:19-0600
From: ZAARS59@YAHOO.COM.
To: zaars59.Org@yahoo.Com.
Negative
Where
Opening are the cookies i ORDERD last
Week? Your ads say you deliver in 5-7 days
And its been 12.

Please send my order as soon as possible.

Incomplete
No Name or Information
Contact
Weak Close
Information
 A GOOD E-MAIL Subject Line
Contains
SUBJECT: CONFIRMATION NO.PZ07T28. Relevant
DATE: TUE,07 APRIL 200- 17:04:19-0600 Data
FROM: ZAARS59.ORG@YAHOO.COM.
TO: ZAARS59@YAHOO.COM.
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.THE PACKAGE HAS NOT YET
ARRIVED,BUT MY CRITED
CARD WAS CHARGED FOR RS 5000.ON MARCH 29.
Details are
Presented here in
PAST ORDERS HAVE ALWAYS ARRVIED ON TIME. THANKS FOR YOUR Positive Manner
HELP IN TRACING THIS
ORDER.

KHALID CHANDIO.
1234, DIFFENCE 007. Complete
RAHIM YAR KHAN.
Close is
Contact Courteous
Information