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Writing letters

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How to write well in English.

How to write well in English.

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  • 1. Writing LettersLeadership Certification Course -Level 1
  • 2. • A good letter begins with thepaper it’s written on• Letters written for your ministryshould be written on letterhead• When creating your ownletterhead, invest in goodpaper
  • 3. Fonts that are easy toread• Arial• Times New Roman•Century Gothic
  • 4. First line of theletterhead• Feminine- Commercial Script- French Script- Lucida Calligraphy• Conservativeness- Castellar- Old English Text MT- Rockwell
  • 5. The Department of Women’s Ministriesof the Trans-European Division119 St. Peter’s StreetSt. AlbansAl1 3EY HertsTel. 01727 860331Fax. 01727 866312
  • 6. Letterhead(Full Block Format)January 28, 2002Dear Mary:This is an example of the Full Block Format for letterwriting. As you will notice, everything is aligned to the leftmargin. It is a very simple format. The paragraphs are notindented.You can see the spacing of the letter as well. With fourlines between the date and address, two spaces betweenthe address and salutation and also between the salutationand body of the letter. There are two spaces between eachparagraph as well. Two spaces are between the body andthe closing line. Four spaces are between the closing lineand signature line.In each paragraph, the first sentence shares the main point.The rest of the paragraph expands on the main point.Attempt to keep each paragraph to three or four sentences.It is best if the letter is short enough to fit onto one page.Sincerely,Tamyra HorstWomen’s Ministries Director
  • 7. Letterhead(Block Format)January 28, 2002Mary DeVoe477 Woodland DrParkesburg, PA 19365Dear Mary:This is an example of the Block Format for letter writing. Asyou’ll notice, everything is aligned to the left margin except forthe date and closing lines which begin at about the middle of thepage. The paragraphs are not indented.You can see the spacing of the letter as well. With four linesbetween the date and address, two spaces between the addressand salutation and also between the salutation and body of theletter. There are two spaces between each paragraph as well.Two spaces are between the body and the closing line. Fourspaces are between the closing line and signature line.In each paragraph, the first sentence shares the main point. Therest of the paragraph expands on the main point. Attempt tokeep each paragraph to three or four sentences. It is best if theletter is short enough to fit onto one page.Sincerely,Tamyra HorstWomen’s Ministries Director
  • 8. Letterhead(Modified Block Format)January 28, 2002Mary DeVoe477 Woodland DrParkersburg, PA 19365Dear Mary:This is an example of the Modified Block Format for letterwriting. As You’ll notice, everything is aligned to the left marginexcept for the date and closing lines which begin at about themiddle of the page. The paragraphs are indented in this style.You can see the spacing of the letter as well. With fourlines between the date and address, two spaces between theaddress and salutation and also between the salutation and thebody of the letter. There are two spaces between each paragraphas well. Two spaces are between the body and the closing line.Four spaces are between the closing line and signature line.In each paragraph, the first sentence shares the mainpoint. The rest of the paragraph expands on the main point.Attempt to keep each paragraph to three or four sentences. It isbest if the letter is short enough to fit onto one page.Sincerely,Tamyra HorstWomen’s Ministries Director
  • 9. Letterhead(Simplified Format)January 28, 2002Mary DeVoe477 Woodland DrParkesburg, PA 19365DIFFERENT LETTER STYLESThis is an example of the Simplified Format for letter writing. Asyou’ll notice, everything is aligned to the left margin and thereare no salutations or closing lines. There is a subject line,which has been typed in all capitals. It could also have beentyped in regular type with everything underlined. Theparagraphs are not indented.You can see the spacing of the letter as well. With four linesbetween the date and address, two spaces between theaddress and salutation and also between the salutation andbody of the letter. There are two spaces between eachparagraphs as well. Two spaces are between the body and theclosing line. Four spaces are between the closing line andsignature line.In each paragraph, the first sentence shares the main point.The rest of the paragraph expands on the main point. Attemptto keep each paragraph to three or four sentences. It is best ifthe letter is short enough to fit onto one page.Tamyra HorstWomen’s Ministries Director
  • 10. Letterhead(Square Blocked Format)Mary DeVoe January 28, 2002477 Woodland DrParkesburg, PA 19365Dear Mary:This is an example of the Square Blocked Format for letterwriting. While most lines begin at the left margin, the date is onthe same line as the first line of the address, but is typed fromthe right margin. The writers/typist initial lines, enclosure lines,etc are typed at the right margin on the same lines as theclosing lines. The paragraphs are not indented. This style getsit’s name because the letter has a square look to it. This style isseldom used.You can see the spacing of the letters as well. With four linesbetween the address, two spaces between the the salutationand body address and salutation and also between of the letter.There are two spaces between each paragraph as well. Twospaces are between the body and the closing line. Four spacesare between the closing line and signature line.In each paragraph, the first sentence shares the main point.The rest of the paragraph expands on the main point. Attemptto keep each paragraph to three or four sentences. It’s best ifthe letter is short enough to fit onto one page.Sincerely,Tamyra Horst TLH/thWomen’s Ministry Director Enclosure
  • 11. First PageWomen of Worth Ministries --11672 Mine Rd, Paradise PA 17562717/442-9685tnthorst@compuserve.comJanuary 28, 2002 --2The Bennett Agency -- 33744 Nolt RdLandisville PA 17538Attention: Tina Bennett -- 4Dear Friends: -- 5Subject: Letter Writing Seminar -- 6My favorite letter format is the Modified format. This isan example of the Modified style, with every part of a letter that Iknow how to use included in it. For some reason, I like a letterwith indentations in the paragraph and the date and closing linesbegun in the center. It seems less formal.-- 7The letterhead is a letterhead I’d like to be able to usefor real some day. My dream is to have a ministry, “Women ofWorth”, which would help women to achieve their dreams ofministry through writing and speaking, while providing resources(speakers, musicians, etc.) to Women’s Ministries Leaders.-- 8The information will be indented about ten spaces oneach side.With two lines between the paragraph before and afterit.This will set off the data and draw the reader’s eye to it.You’ll notice that the previous paragraph was written with themain thought for the first sentence. The rest of the paragraphexplained the idea. And it is a true paragraph – I do want to start a“Women of Worth” ministry some day.With His love, -- 9Tami Horst -- 10Tamyra Horst -- 11DirectorTLH:mld -- 12Enclosure -- 13cc Mr Tim Horst – 14
  • 12. Second page#1Mary DeVoeJanuary 28, 2002Page two#2Mary DeVoe, January 28, 2002, page two#3Mary DeVoe January 28, 2002 page 2
  • 13. Writing the Letter• Keep it simple and relaxed• Write it with a natural tone, as ifyou are talking to someone• Avoid using phrases and jargon• Avoid sounding critical orcomplaining• Point out things that are positive• Write the letter remembering thatwe are all a partof the same team,God’s team
  • 14. Before writing yourletter• Organize your thoughts• What do you want to say?• What are the key points youwant to make?• Organize your keypoints in the order oftheir importance• Make sure yourinformation islogical, complete,and concise
  • 15. Organising you letter• Make your point in the firstsentence of each paragraph• Explain or build on the point inthe rest of the paragraph• Each point should be a newparagraph• Opening paragraph shoulddraw the reader in• Your closing paragraph shouldremind the reader of any actionyou want them to make
  • 16. Most common uses ofpunctuation• Colon (:) is used after a wordintroducing a quotation,explanation, example or aseries• Commas (,) are used toindicate a separation of ideasor elements in asentence, it goesbetween items in alist. If there are threeitems or more, placea comma beforethe word “and”
  • 17. Most common uses of punctuation (cont.)• The Dash (--) is used to set offclauses or to set off a thoughtrepeated for emphasis or tointroduce a series• Ellipsis Points (…) Threeperiods are used in the middleor beginning of a sentence toindicate omitted material. Fourperiods are used at the end ofthe sentence with one pointrepresenting the period• Exclamation point (!) isused at the end ofa sentence toindicate emphasis
  • 18. Most common uses of punctuation (cont.)• Hyphen (-) is used in between the partsof a compound word or name. It is alsoused between syllables of a word that isdivided at the end of a line• Parentheses () is used when you wouldlike to enclose an explanation• Period (.) is used to indicate the end ofa sentence and the end of anabbreviation• A Question Mark (?) is used at the endof a direct question• Quotation Marks (‘ “) Double quotationmarks are used to set off a quotation.Single quotation marks are used to setoff a quote within a quotation• Semi Colons (;) are used to connectindependent clauses when you want toinclude them all in the same sentence
  • 19. PostageSpecial Delivery – 5The Bennett Agency – 23744 Nolt RoadLandisville PA 17538 Women of Worth Ministries – 11672 Mine RdParadise PA 17562ADDRESS CORRECTION REQUESTED – 4Special Delivery – 5ATTENTION: TINA BENNETT – 3The Bennett Agency – 23744 Nolt RdLandisville PA 17538The Envelope
  • 20. The MemoMemoTo: Tina BennettFrom: Tami HorstDate: January 28, 2002Subject: The difference between Memos and LettersThis is what a typical memo looks like. Memos areless formal than letters. If you have a lot ofinformation to share, a memo is not for you. Memosare short and informative.You will always need to have a “To,” “From,”“Date,” and “Subject.” The paragraphs are stilldouble spaced between each one. Many computerprograms have memo template already set-up—usethem. Send memos to people with whom you havea close and/or friendly working relationship.Memo’s are not signed but are often initialed. Signyour initials at the end of the body of the memo orfollowing your name.tlh
  • 21. EmailFrom: Susie BloggTo: Frank PlaneSent: Friday, March 14, 2003 9:26 AMSubject: I Picked You!Dear Frank:This is an example of the Full Block Format forletter writing. As you will notice, everything isaligned to the left margin. It is a very simpleformat. The paragraphs are not indented.You can see the spacing of the letter as well. Withfour lines between the date and address, twospaces between the address and salutation andalso between the salutation and body of the letter.There are two spaces between each paragraph aswell. Two spaces are between the body and theclosing line. Four spaces are between the closingline and signature line.In each paragraph, the first sentence shares themain point. The rest of the paragraph expands onthe main point. Attempt to keep each paragraph tothree or four sentences. It is best if the letter isshort enough to fit onto one page.SincerelyAnne-May WollanWomen’s Ministries Director
  • 22. Who will you writeletters to and why• Church/Conference/Union/DivisionLeaders–Keeping the leaders aware of whatyou and your team are doing• Team members–Letters and memos is a tool forsharing ideas, keeping them informedand updated• Pastors–They can help to support and promoteWomen’s Ministries• Speakers–Use the letter to confirm the invitation• Those who write to you–Answer in a timely manner
  • 23. Conclusion

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