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2. LETTER WRITING
Presented to:
Mam Ambreen Ijaz
Presented by:
Ayman Batool 20014002-002

3. Outline
• Definition
• Purpose of letter writing
• Importance
• Types of letters
• Features of a good letter
• Parts of a letter
• Business letters
• Formats
• Sample letters

4. Definition
• Letter writing is an important channel of communication between
two people who are graphically distant from each other.
• Letter writing is the exchange of written or printed messages.
• It is verbal type of communication. As we know that verbal
communication is about language, both written and spoken. In
general, verbal communication is use of words so writing letter is
verbal communication.

5. Purpose Of Letter writing
• The basic purpose of letter writing is to convey a message.
• To give any bad or good news
• To provide information about any matter
• To apologize
• To request any party or person
• To get clarity about how you feel about a situation.
• To apply for a job.
• To inform about any issue or problem
• To share gratitude and positive feelings towards a person or circumstances.

6. Importance
• Letters are Source of great information and knowledge.
• Letters tell the people about public image of an
organization.
• There is a permanent record of different official
proceedings in the form of a letter
• Letters provide solution to a problem
• Letters are a great source of communication when there is
no face to face interaction.

7. Types of letters
• Formal/Business letters: They are written to people who are not relatives or
friends of sender, to business men, CEOs, Directors and senior officers, to solve
a business matter, for Complains and Job applications.
• Informal letters: Informal letters are sent to relatives and friends. The topic of
an informal letter can be invitation, condolence and appreciation.
• Official letters: Official letters are similar to formal letters. Such type of letters
are written to governmental organizations and institutes.

8. Features of a good letter
• Identification of audience
• Avoiding unnecessary details
• Clarity, conciseness, concreteness and correctness.
• Purpose of writing should be stated in clear manner.
• Professionalism
• Courtesy and careful use of language.

9. Parts of a letter
• Heading
• Subject line
• Salutation
• Body
• Closing
• Complementary close
• Signature

10. Business letters
• Business letters are written to business professionals and
senior officers.
• A written communication between two companies or
organizations.
• Purpose of business letter can be exchange of information
regarding business matters or any type of request or
complaint.

11. Letter formats
• Full-block format: This is most formal format. style text is
arranged at left side. There are spaces between paragraphs.
• Semi-block format: In this style all the text is right sided.
Signature is aligned to left side.
• Indented paragraph format: In this each paragraph is
arranged according to five spaces.

12. Continued…..
• Simplified format: It is like Full-block format. Date is aligned
either left or right of the center of letter.
• Hanging indent format: It is a peculiar style of arrangement of
paragraphs. In it only first line of a letter is not indented. Rest of the
lines are left indented.

13. Sample letters
• For the post of Psychology teacher in a college.
Feb 4,2021.
The Principal,
Punjab College,
Phalia.
Subject: Applying for the post of Psychology teacher.

14. Dear sir,
I am writing to apply for the position of Psychology teacher in your
college. I did M. A Psychology six years ago. I have five years experience of
teaching. I can better understand the psycho of students and can deal properly with
them.
I assure you that if you give me the chance to teach in your institute, I will give my
best. Hoping a good response from your side. Thanking in advance.
Yours sincerely,
Rabia Iftikhar

15. Complaint letter about unprofessional behaviour
Rabia Iftikhar,
Basmi Traders,
14 Davis Road,
Lahore.
Feb 3, 2021.

16. The CEO,
Basmi Traders.
Subject: Complaining about rude behaviour.
Sir,
I want to draw your attention towards the rude behaviour of a co-worker. I am
annoyed by his behaviour. All other workers are also upset. It can be dangerous for
our company’s reputation. Rude behaviour can dissatisfy customers from our
service. Kindly solve this matter. Thank you in advance.
Yours faithfully,
Rabia Iftikhar