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LETTER WRITING

LETTER WRITING. STRUCTURE AND LAYOUT. DEFINITION. A Letter is really a piece of conversation in writing. LAYOUT. 1.The Indented Style 2.The Block Style 3.The Semi- block Style 4.The Hanging – indented Style. THE FULL- BLOCKED STYLE. COMMON COMPONENTS OF BUSINESS LETTERS.

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LETTER WRITING

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  1. LETTER WRITING STRUCTURE AND LAYOUT

  2. DEFINITION • A Letter is really a piece of conversation in writing.

  3. LAYOUT • 1.The Indented Style • 2.The Block Style • 3.The Semi- block Style • 4.The Hanging – indented Style

  4. THE FULL- BLOCKED STYLE

  5. COMMON COMPONENTS OF BUSINESS LETTERS • 1 Heading • 2 Date • 3 Reference • 4 Inside address • 5 Attention line • 6 Salutation • 7 Subject • 8 Body • 9 Complimentary close • 10 Signature • 11 Identification marks • 12 Enclosure

  6. HEADINGS • Name, address and other details are printed on the top of the page • Any other information is indicated in the margin.

  7. SAMPLE

  8. RULES OF WRITING DATE • Typed two space below the last line of the letter head • Indicated on the upper right hand corner or depending on the format you adopt • Preferable way of writing should be in a logical order, if so no comma is used

  9. CONTINUED • Name of the month and year is written in full • No suffix as –nd or –th is added to the day. • EXAMPLE: 2 August 2007 August 2, 2007

  10. REFERENCE • Now a days companies prefer to indicate the reference number in the body of letters: Thank you for your letter No. AB/46/P497 of April 2, 2009.

  11. INSIDE ADDRESS • Should be written two spaces below the date and two spaces below the attention line • If no attention line then two space above the salutation in the left margin • The details should not be abbreviated • Names should not be misspelt

  12. SPECIAL MARKINGS • It ensures prompt attention • It’s written two space below the inside address and two space above the salutation • This line is generally underlined • Example: • Attention: The Sales Manager

  13. SALUTATION • Two spaces below the attention line/inside address • Depends upon-1.personal relationship • 2.form of the inside address If the name of the recipient has been used in the inside address it is usual to use personal salutation. Addressing a firm, company, a board, etc use ‘Dear Sirs/Madams.’

  14. SUBJECT • Purpose- to let the reader know immediately what the message is about. • It saves time • Type the line in a double space between the salutation and the first line of the body of the letter.

  15. SAMPLE • To • Mr. R. K Sinha • Sales Executive • Raipur, (C.G) • Dear Sir, • Sub: INTERNATIONAL CONFERENCE- 24 AUGUST 2009

  16. BODY • Main purpose is to convey a message • First paragraph, reference, to any correspondence which has already taken place should be given • Second paragraph should state main message • Closing paragraph states expectations, wishes, or intentions

  17. CONTINUED • The paragraph should not have any heading • Participial ending should be avoided • If used it should end with ’I am,’ as- Hoping to hear from you soon, I am, Yours faithfully

  18. COMPLIMENTARY CLOSE • Typed two space below the last line of the body of the letter • The close must agree the salutation • ‘Yours’ should be placed before sincerely, faithfully, etc. • ‘s should not be used at any cost

  19. SIGNATURE • Placed below the complimentary close • Name is typed four space below the closing line providing enough space for signature • Routine letters of the firm may be signed by other officer by inserting ‘for’ or pp (per procurationem).

  20. ENCLOSURE • If there is anything attached to the letter it must be indicated against the enclosure line • Typed two lines below the last line of the letter on the left hand side • The abbreviated form Encl. is used

  21. FORMS OF LAYOUT • Standard size of paper-8 1/2 by 11, others- 8x10 inches, 5x10 inches • Margins – one inch on the sides, one and half inch on the top and bottom • Envelopes- According to the size of the paper with least folds • In window envelops address should come under window.

  22. PUNCTUATION • Open Punctuation-No commas, no full stops in entire letter except body • Mixed punctuation- The comma is put after the date, the house number, the salutation, and the complimentary close and the full stop follows after the last line of the address

  23. CONTINUED • Closed style – This is the conventional style • All the parts of the letter are punctuated properly Of the three styles, the mixed punctuated style is most accepted

  24. GIST OF THE PRESENTATION • HEADING- • 1/5th of the space • DATE- • Right side, follow logical order, -nd and –th should not be used

  25. CONTINUED • INSIDE ADDRESS • Details not to be abbreviated, take care of spellings • ATTENTION LINE • Should always be underlined

  26. CONTINUED • BODY- • 1st para-Reference • 2nd para-main message • 3rd para- expectations, intentions • Participial ending to be avoided, if not then use ‘I am’

  27. CONTINUED • COMPLIMENTARY CLOSE • ‘s should never be used • Signature should be above your name • PAGE • Standard size is 8 ½ by 11 • 1’’ margin on sides and 1 ½’’ at top and bottom

  28. thanks….archana.shrivastava@bimtech.ac.in

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