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Important parts of letter 2013
 

Important parts of letter 2013

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Related with letter's parts and formats.

Related with letter's parts and formats.

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    Important parts of letter 2013 Important parts of letter 2013 Presentation Transcript

    • Important Parts of Letter Appendix A 1
    • Important Parts Of Letter  Sender’s Address  Date  Reference (Optional)  Receiver’s Address (INSIDE ADDRESS)  Subject 2
    • Important Parts Of Letter Salutation Attention Line (Optional) Body Complimentary Close Signature Block C.C / B.C.C / Encl. (Optional) 3
    • Sender’s Address • Written on top left or right. (Personal or not representing any company) • Letterhead (For Official matters) 4
    • Letter Head Contains • Name • Address • Phone number • Email & website address • Logo etc 5
    • Letter Head • Note: No rule is followed to prepare letterhead of companies. 6
    • 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
    • Reference (Optional) • Reference of any policy, or any letter is included or file number is included. like Your Ref: Our Ref 8
    • Inside Address (Receiver’s address) • Name of receiver • Post • Department • Name of company • Address of company 9
    • 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
    • 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
    • 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
    • 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
    • Attention Line (Optional) • Can also be written after the inside address. • It is written like : Attention Manager Marketing  Attention of Mr. Mental 14
    • Body • Contains matter of the letter like 1. Enquiry 2. Order 3. Complain 4. Adjustments 5. Sales promotion 15
    • Complimentary Close • Yours Truly • Yours Faithfully • Cordially 16
    • Signature Block • Name and signatures of sender. • Three lines space is essential write it like this Yours Truly Saad Hamid Usmani 17
    • Encl. (Optional) • Stands for enclosure • Included when documents or sample cards, or designs attached with the letter 18
    • 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
    • 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
    • Second Page Heading (Optional) • Ms.Tania May 26, 2013 Page 2 • Ms.Tania May 26,2013 Page 2 21
    • Per pro (P.P) (Optional) • When letter is sent on someone else behalf, pp is written. • Like this • Pp • S.H. Usmani 22
    • Formats of the Letters 23
    • Full Block Format • Every heads begin at the left hand side. • So, its very easy to follow. 24
    • Full Block Format (British) • All heads are placed on the left hand side but only date is placed on the right hand side. 25
    • 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
    • Modified Block Format • Paragraphs are indented. 27
    • 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