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Letter Formats

Letter Formats. Styles. Full Block Semi Block Centrally Indented . Formality. Formal Letters Informal Letters Semi-formal. Language of L etters . Letter writing is talking on paper.

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Letter Formats

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  1. Letter Formats

  2. Styles • Full Block • Semi Block • Centrally Indented

  3. Formality • Formal Letters • Informal Letters • Semi-formal

  4. Language of Letters • Letter writing is talking on paper. *Letters should be easy and natural and convey to the persons to whom we send them just what we should say if we were with them • Business letters should be written in • simple and straightforward language • neither be too commercialised, replete with business jargon or too ordinary devoid of sophistication and urbanity • a balance between two extremes • what is to convey, what effects he wants • what is the level of his reader’s understanding • the most suitable words that can cater all the needs.

  5. Standard Elements • The modern business letter contains various standard elements, and you will need to know what these are and where they are located on the page. Here is a checklist followed by a skeleton example and a full example. Later we see some alternative layouts. • (a) Letterhead/Sender’s Address • (b) Reference • (c) Date • (d) Recipient name and address • (e) Subject • (f) Greeting/salutation • (g) Main body • (h) Complimentary close • (i) Signature • (j) Author name and designation • (k) Enclosure/copy reference

  6. Open and Closed Punctuation J.D. Qureshi 14 Jinnah Road Karachi 13th February, 1996

  7. Close Punctuation • The alternative, which is quicker to type and plainer on the page, is openpunctuation. This involves omitting all punctuation from the elements outside the main body of the letter. No comma is necessary in the date, nor after each line of the name/address block, nor after the salutation and complimentary close: full stops are also omitted from abbreviations and initials. Note, however, that the main body of the letter should be fully punctuated as usual. • *Consistency within each letter is the most important thing: punctuation should be all open, or all closed.

  8. Hussain Industries 13S WahdatRoad Samanabad PH: 7321389 2nd April 2008 Ref. No. LK/31/52 45 Westridge Rawalpindi Subject: Late Payment of Bills Dear Sirs Yours sincerely Signatures (Ms. RubinaSarwar) Manager Public Rlations *Enclosure: Copies of Warning Notice

  9. (Letter head) • January 18, 2008 • Javaid G. Luqman & Co • Areadian Shipping Centre • Karachi • Purchasing Department] • Gentlemen: • Sincerely • (Signature) • JamilBadar-u-Din • Manager • Enclosures 3

  10. (Letter head) July 9, 2002 Mrs. Jan Muhammad 132 Barlow Street Quetta SUB: INSECTICIDE FOR INDOOR PLANTS _________ Signature (A.R. Gardey) Research manager cc.: ParvaizYounus

  11. Pak Panther Ltd • Quality Drive • Lahore 54000 • Tel: 042 ‑ xxx xxxx Fax: 042 ‑ xxx xxxx • Our Ref: MM/tp • 16th January, 1997 • Mr. Nadeem Khan • Campus Road • Lahore • 54000 • Dear Sir, • Quality Complaint • With reference to your letter of yesterday, we have thoroughly investigated your complaint regarding the quality of the items despatched to you on the 3rd January, and there does seem to have been a temporary problem in our Inspection Department on that day. • I would appreciate further details of the defects found, the particular product affected and its batch number. I enclose our Defects Report Form, and would be grateful if you could complete and return it to me as soon as possible. I will then be happy to replace the relevant items immediately. • Meanwhile, please accept my apologies for any inconvenience caused. • Yours faithfully • M. Maqsood • Sales Director

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