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LETTER WRITING

LETTER WRITING. A letter is a formal or informal piece of communication directed to an individual or an organization. KINDS OF LETTERS- INFORMAL LETTER- Written to our: Parents, relatives, friends or close acquaintances

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LETTER WRITING

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  1. LETTER WRITING • A letter is a formal or informal piece of communication directed to an individual or an organization. KINDS OF LETTERS- • INFORMAL LETTER- Written to our: Parents, relatives, friends or close acquaintances • FORMAL LETTER-Written to business associates, formal relations and acquaintances.

  2. FORMAT OF A FORMAL LETTER SENDER’S ADDRESS DATE RECEIVER’S ADDRESS SUBJECT SALUTATION MAIN BODY THANK YOU COMPLIMENTARY CLOSE-YOURS SINCERELY (if we address by name)/FAITHFULLY(if we address by Sir/ma’am

  3. FORMAT OF INFORMAL LETTER SENDER’S ADDRESS DATE SALUTATION MAIN BODY COMPLIMENTARY CLOSE/SIGNING OFF YOURS AFFECTIONATELY/ YOURS LOVINGLY OR YOUR LOVING FRIEND/YOUR AFFECTIONATE FRIEND

  4. Common Types of Business Letters • Acceptance Letter (yes/ legal) • Acknowledgement Letter (Receipt) • Adjustment Letter (a legal document / addresses a complaint or claim) • Application Letter (request job consideration/ interview) • Complaint Letter (a legal document) • Cover Letter (accompanying resume or order) • Inquiry Letter (posing a question) • Order Letter (request letter) • Refusal Letter (reject an offer) • Response Letter (answers inquiry) • Sales Letter (marketing)

  5. WAY TO WRITE THE DATE • 5 September 2016 • 5 Sept. 2016 wrong • September 5, 2016 • 5.09.2016 wrong • 9/5/16 wrong • 5th September 2016

  6. SALUTATION • BEGINNING • Dear Akshay • Dear Mr/Mrs/Ms Sharma • Dear Sir or Madam or ma’am

  7. COMPLIMENTARY CLOSE ENDING INFORMAL LETTER- Yours affectionately/Your affectionate friend Yours lovingly/Your loving friend FORMAL LETTER- Yours sincerely (if the name is known) signature NAME (full) Yours faithfully (if the name is unknown) signature NAME (full)

  8. Before writing a letter . . . • Read the letter or letters to which you need or want to respond • or read a written announcement or article motivating or requesting a letter response. • Examine the tone (language) of the letter, announcement or other printed material to which you will respond. The tone of the motivating piece helps you determine the tone of your written response (formal or informal). • Identifyyour audience and purpose in order to determine the type of letter you will write (formal or informal). • Think about / Plan your response.

  9. Body • A generally acceptable format for the body of most business letters is block style, with no indentions or centering of any parts. • Paragraphs should also be single spaced within the paragraph and double spaced between different paragraphs.

  10. JOB APPLICATION Introduction: I am writingtoappyforthe place/post/job/position advertised in---on… I am particularlyinterested in applyingforthe post of .... I wouldliketoapplyforthe position/post .....advertised in ..... I am writing in connectionwithyouradvertisement in....forthe place/post....of I am replyingtoanadvertisementthatappeared in ...... forthe post/job.....of I am writingtoinquireaboutthe post advertised in yesterday's ------ I haveread/seenyouradvertisement in today´s ------ and I wouldliketoapplyforthejob/place/post/position of .... My reasonforwritingistoappyforthejob I sawadvertised in….

  11. JOB APPLICATION I haveattached a resume outlining my qualifications and experience and pleasecontact me at any time toarrangeforan interview. • I enclose my CV and wouldbegladtoattendan interview at any time convenienttoyou. • My CV with my qualifications and experience has beenattached and I wouldbehappytoattendan interview at any time convenienttoyou. • I haveenclosed my CV in the hope thatyouwillconsider my application.

  12. REFERENCE TO QUALIFICATIONS: • Ifeel I am wellqualifiedforthe position (and nameyourqualifications ). • I havequalifications in ..... • I am in my final year of .. • I havegraduatedfrom • I have a degree in .....from...... • I havealsocompleted a -----yearcourse in...... • I havealso done ------ • I have a certificate in... • I can speak ---------fluently...... • I holdcertificates in ......

  13. MAIN BODY( SECOND PARAGRAPH) GIVE DETAILS OF OUR WORKING EXPERIENCE MENTIONING THE KIND OF JOB, THE DUTIES,ETC... • Someyearsago/Lastspring I worked as.... • I havehadtwoyearsexperience as .... • Afterfinishinguniversity/graduatingI spent .... working in.... • At thepresentmoment I am workingfor...... • I havealsobeenemployedby...... • Forthelasttwoyears I havebeenworking as a .... • I havebeen in charge of..... • My dutiesincluded

  14. PERSONAL • I am a veryorganized and reliablepersonwhoenjoysworkingwithpeople • I am a very sociable and hardworkingperson • I am ableto cope withdifficultsituations. • I am veryeasytoworkwith. • I am friendly, reliable and workwellunderpressure. • I am anenthusiastic and friendlypersonwhoenjoys workingwithpeople.

  15. COMMON ABBREVIATIONS • Pp : per procurationem (A Latin phrase meaning that you are signing the letter on somebody else’s behalf, if they are not there to sign it themselves, etc.) • P.S. : postscript (When you want to add something after you’ve finished and signed it….) • P.T.O. : please turn over (to make sure that the other person knows the letter continues on the other side of the page) • RSVP : please reply • ASAP : as soon as possible • Cc. : carbon copy (When you send a copy of a letter to more than one person, you use this abbreviation to let them know) • Enc. : enclosure (When you include other papers with your letter)

  16. STYLE Do’s- • Factual rather than emotional tone • Formal language and grammar • Focused approach • Use terminology and concepts related to the industry / field. (Jargon-business or journalistic • Maintain courtesy and propriety • Adhere to the format Don’ts- • No short forms or SMS lingo • No slang or colloquial words • Avoid Passive Voice • Brevity at the cost of bluntness. • Avoid vagueness- Be specific in requests or statements of facts. • No hanging participles like- Thanking you

  17. ALWAYS REMEMBER • Do not offer misleading information. • Do not make promises which you do not have authority to keep. • Do not make untrue, damaging allegations because a letter is a permanent record and proof of intention. 4. Follow- Completeness, Concreteness, Clarity, Conciseness, Coherence, Consideration and Courtesy.

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