Important parts of letter 2013

2,041 views

Published on

Related with letter's parts and formats.

0 Comments
1 Like
Statistics
Notes
  • Be the first to comment

No Downloads
Views
Total views
2,041
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
40
Comments
0
Likes
1
Embeds 0
No embeds

No notes for slide

Important parts of letter 2013

  1. 1. Important Parts of Letter Appendix A 1
  2. 2. Important Parts Of Letter  Sender’s Address  Date  Reference (Optional)  Receiver’s Address (INSIDE ADDRESS)  Subject 2
  3. 3. Important Parts Of Letter Salutation Attention Line (Optional) Body Complimentary Close Signature Block C.C / B.C.C / Encl. (Optional) 3
  4. 4. Sender’s Address • Written on top left or right. (Personal or not representing any company) • Letterhead (For Official matters) 4
  5. 5. Letter Head Contains • Name • Address • Phone number • Email & website address • Logo etc 5
  6. 6. Letter Head • Note: No rule is followed to prepare letterhead of companies. 6
  7. 7. Date • Written after sender’s Address. • Several ways of writing Date: like  06 January 2011 January 06, 2011 6th January 2011 06/01/2011 7
  8. 8. Reference (Optional) • Reference of any policy, or any letter is included or file number is included. like Your Ref: Our Ref 8
  9. 9. Inside Address (Receiver’s address) • Name of receiver • Post • Department • Name of company • Address of company 9
  10. 10. Subject • Provides the recipient a glance about the subject matter of the letter. • Usually appears below the salutation. • Can also be placed above the salutation. • Examples: Guest Speaker to Workshop 10
  11. 11. Salutation • Manner of greeting • Should be written like 1. Dear Sir 2. Dear Madam 3. Dear Sir / Madam 4. Mr. is used for men 11
  12. 12. Salutation 5. Miss is used for unmarried women 6. Mrs. for married 7.Ms if you don’t know the woman is married or not. 12
  13. 13. Attention Line (Optional) • Not commonly used. • Used if you know the last name of receiver. • It can also direct a letter to a position titile or department. • Place attention line on the first line of the Inside Address and name of company on the second. 13
  14. 14. Attention Line (Optional) • Can also be written after the inside address. • It is written like : Attention Manager Marketing  Attention of Mr. Mental 14
  15. 15. Body • Contains matter of the letter like 1. Enquiry 2. Order 3. Complain 4. Adjustments 5. Sales promotion 15
  16. 16. Complimentary Close • Yours Truly • Yours Faithfully • Cordially 16
  17. 17. Signature Block • Name and signatures of sender. • Three lines space is essential write it like this Yours Truly Saad Hamid Usmani 17
  18. 18. Encl. (Optional) • Stands for enclosure • Included when documents or sample cards, or designs attached with the letter 18
  19. 19. C.C / B.C.C (Optional) • C.C means carbon copy • B.C.C. means blind carbon copy • Included when carbon copies of the same letter are sent to others. 19
  20. 20. Second Page Heading (Optional) • Whenever additional page is required, use a second-page heading. • Some companies have second-page letterhead. • In case of no second-page letterhead follow this pattern. 20
  21. 21. Second Page Heading (Optional) • Ms.Tania May 26, 2013 Page 2 • Ms.Tania May 26,2013 Page 2 21
  22. 22. Per pro (P.P) (Optional) • When letter is sent on someone else behalf, pp is written. • Like this • Pp • S.H. Usmani 22
  23. 23. Formats of the Letters 23
  24. 24. Full Block Format • Every heads begin at the left hand side. • So, its very easy to follow. 24
  25. 25. Full Block Format (British) • All heads are placed on the left hand side but only date is placed on the right hand side. 25
  26. 26. Modified Block Format • The date, complimentary close & signature section near right-hand margin, attention line/subject line may be indented, centered, or at the left margin. 26
  27. 27. Modified Block Format • Paragraphs are indented. 27
  28. 28. Simplified Block Format • • • • No salutation No complimentary close Subject line is written in capital letters. Every head is placed on the left hand side. 28

×