Nuts and bolts of letterwriting

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Nuts and bolts of letterwriting

  1. 1. Nuts and Bolts of Letterwriting
  2. 2. Letter Margins•One and half inches from theleft&right•Two inches from the top& bottom
  3. 3. Nuts and Bolts of a Letter•Letterhead 1/5-1/6 of space for this Company Name Company Address Phone, fax, telex & emailSome have ‘our ref’ and ‘your ref’ with initial of the writer or a file number will be given as a reference.
  4. 4. Date• Commence two spaces below last line of Letterhead• Month /Date/Year or Date/Month/Year• August 02, 2012 or 02 August 2012Note no 3rd, 2nd !Address traditionally is on the left hand side, but increasingly you will see it centered or right justified.
  5. 5. Inside AddressTwo spaces below Date and Single Spaced:• Name• Full Address:
  6. 6. As shown in Address Ave. / St./Pl./La.Ms. Vidya Bhandarker314 Lawley St.Waterkloof, Pretoria 0181South AfricaMs. Vidya Bhandarker435 Stanton PlaceAlexandria, VA 22304USAMs. Vidya Bhandarker314 Merida Ave.Fort Worth, Texas
  7. 7. AttentionTwo spaces below: Inside AddressImportant to identify :Person/Title/Department/OrganizationAttention: /Attn: Sales Executive, DCP Systems
  8. 8. Salutation• Two spaces below Attention:Left hand sideDear/Respected/Crisp Mr. Dr. Ms. etc.
  9. 9. Subject: Common to India• Between Inside Address and Salutation• Or between Salutation and Body of the letterDepends on the organization. If you have both Attention and Subject then :Attention: Senior Communications Officer Dear SirSUBJECT: CIRCULATION OF SPOORTHY
  10. 10. Introduction/Body/Future Action/Closing• Acknowledge previous correspondence• Or provide an intro to the matter being discussed: – Thank you for your letter of _____ – We have received you order number
  11. 11. Salutation and Complimentary Close should matchTwo spaces below the one line of Closing• Dear Sir= Yours Faithfully• Respected: SincerelyFive spaces for signatureThen name of writer, designation, Dept and Organization
  12. 12. Enclosures; CC; bcc:Enc:Two spaces below the last line of designation of writerCC:Two Spaces followed by name of recipient of the copy.Bcc: and name of the person you are sending the blind copy to
  13. 13. More than one Page?Make sure you numbering commences from page twoFormat: Ms. Vidya -2- 26 August 2012Or 2 26 August 2012 Addressee Name

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