The document provides information on letters and their components. It discusses the different types of letters, including formal business letters and informal personal letters. Guidelines are given for key parts of letters such as the address, date, salutation, body, complimentary close, and signature. Different formats for letter writing like full block, semi-block and modified block are also described. Finally, the document notes some common abbreviations used in letter writing and differences between hard copy and electronic letters.

3. LETTERS

4. LETTER:
 A letter is a written or typed message from one person to another.
 Historically, letters were the only reliable means of communications between
two persons at different locations.
 The role of letters in communication has changed significantly since the 19th
century.

5. GOOD BUSINESS LETTER
• Be clear, brief and businesslike
• Do not write confused, overlong or pointless letter
• Be polite and friendly
• Do not be rude or patronizing
• Write concise and purposeful letter
• Do not try to impress with your writing

6. INTRODUCTORY COMPONENTS OF A LETTER

7. SAMPLES

8. • Personal Address
• Street address
• City
• State
• Zip Code
• Company Address
• Company’s name
• Street address
• City
• State
• Zip Code

9. • Full Calendar Date
• May 31,2009
• 31May 2009
• 2-4 spaces

10. • Address of the reader
• Reader’s Name
• Reader’s Title
• Company Name
• Company Street Address
• Company City
• Company State
• Company Zip Code
• 2-4 spaces

11. • IF you know the reader’s name,
salutation will be
• First / Last Name
• Followed by Colon
• For example
• Dear Mr. Smith:
• Dear Ms. Jones:
• Dear Miss / Mrs. Jones:
• Dear Chris Evans:
• OTHERWISE
• Use title
• Dear Vice President:
• Use department’s name
• Accounting Department:
• 2 spaces

12. • Includes
• Introductory Paragraph
• Discussion Paragraph
• Concluding Paragraph
• 2 spaces below salutation
• 2 spaces b/w paragraphs

13. • Place a comma after
complimentary close
• Preferred close is Sincerely,
• 2 spaces below body

14. • Sign your name legibly

15. • Type your name
• Mention your title (Optional)
• 4 spaces below complimentary
close

16. ABBREVIATIONS USED IN LETTER WRITING
• asap = as soon as possible
• cc = carbon copy (when you send a copy of a letter to more
than one person, you use this abbreviation to let them know)
• enc. = enclosure (when you include other papers with your
letter)
• pp = per procurationem (A Latin phrase meaning that you are
signing the letter on somebody else's behalf; if they are not
there to sign it themselves, etc)

17. CONTINUE
• ps = postscript (when you want to add something after you've
finished and signed it)
• pto (informal) = please turn over (to make sure that the other person knows the letter
continues on the other side of the page)
• RSVP = please reply

18. Reading maketh a full man;
Conference a ready man;
And writing an exact man.
Bacon

19. FOUR LEVELS OF
COMMUNICATION
1) Intrapersonal communiaction
2) Interpersonal communication
3) Group communication
4) Public communication

20. COMMUNICATION
INVOLVES THREE
COMPONENTS
1) verbal messages (what we say )
2)Paraverbal messages (how we say)
3)Nonverbal messages (our body
language)

21. Types Of Letters
There are two basic types of letters.
1. Formal Letters
2. Informal Letters.
Formal Letters:
A formal letter is a letter written to a business, a college, or any
professional that are not considered friends or family. These are also called
official letters.
Informal Letters:
An informal letter is a letter written to a friend or family. These are also
known as personal letters.
Electronic Mail (email):
Messages distributed by electronic means from one computer user to
one or more recipients via a network.

22. Formal LettersInformal Letters
Electronic Mail

23.  Business
 Official
 institute
 organization
FORMAL AND INFORMAL LETTERS
Formal Letters Informal Letters
 Friends
 Relatives
 parents

24.  Agreement letter
 Apology letter
 Invitation letter
 Excuse letter
 Letter of support
 Goodbye letter
 Inquiry letter
 Reply to inquiry letter
 Order letter
 Sales letter
 Goodwill letter
 Claim letter
 Adjustment letter
 Credit letter
SOME COMMON LETTERS
Business letters Social letters

25. The art of communication is
the language of leadership.
James humes

26. WHY ARE BUSINESS LETTERS WRITTEN ?
There are many reasons why we may need to write business letters :
>> to persuade >> to apologize
>> to congratulate >> to reject a proposal or offer
>> to introduce a policy >> to invite or welcome
>> to inform >> to request
>> to express thanks >> to remind

27. WHO WRITES BUSINESS LETTERS AND TO
WHOM ?
“Letters are written from a person/group, known as the sender to a
person/group, known in business as the recipient.”
Here are some examples of senders and recipients:
• business «» business
• business «» consumer
• job applicant «» company
• citizen «» government official
• employer «» employee
• staff member «» staff member

29. FORMATS OF LETTER WRITING
Full Block
Format
Semi Block
Format
Modified Block
Format

30. 1:Full block
format
 Begin at the lift margin.
 Font size should be 12 in times
new roman.
Distance between each part is
double space while lines of body
are single spaced.
Open punctuation
Popular because of print media.
Quick and simple to type.
Convey formal sense of order.

31. 2:Semi Block
Format
Also known is ‘Indented
style’ .
Each paragraph started
farther from margin.
 Writer name+Date+
Complimentry close+Signature
slightly pass the center of
page.
Lines are single spaced
while parts are double spaced.
It uses close punctuation
style.

32. 3:Modified Block
Format
Margin are the same as for
full block format.
the author's address, date,
and complimentary closing
are begin slightly past the
centre of page.
It uses open or mixed
punctuation style.
Commonly use for business
purposes.

33.  use by administrative
management society (USA).
Just like full block format
but it has no salutation &
complementory close.
Subject in capital letter
without the word “subject”,
on place of salutation.
It uses open punctuation
style.
It reserved for bulletins &
notices.

34. Block Style Semi Block Style Modified Block Style

35. Samples Of Electronic Mail (email)

36.  Body of letter is punctuated like any other text.
Writer address and signature area are never
punctuated.
The remaining four parts –date, reader address ,
salutation and complemantry close – are
punctuated differently in different styles.
Remember the word DISC.
There are three letter punctuation styles.

37. 1. CLOSE
PUNCTUATION
DISC parts are punctuated.
Full stop at the end of date line & the
last line of inside address.
Comma is placed at the end of other
line of inside address and the
complementry close.
A comma or colon after salutation.

38. None of the DISC parts i.e. date,
inside address, salutation, and
complementary close is puctuated.

39. Also known as standard punctuation.
Only last two parts of DISC parts are
punctuated i.e. salutation and
complementary close.

40. Difference between Hard letter and Soft letter writing
• Hard letters are in the form
of printed or written on
pages.
• Hard letters do not need
any electronic mean to read
them.
• Soft letters are in the form
of soft copies.
• These can either be saved
in cd’s, hard disks or flash
drives.
• These can also be
electronic letters.
• Soft copy letters need
electronic means to read
them.
Hard Letter Writing Soft Letter Writing

41. Letter Application
• A letter you write because
you are replying to
someone or letting
someone know what is
happening.
• Writing a letter you can
explain your purpose in
more than one or two
paragraphs.
• An application is written to
apply for something.
• While writing an
application you summarize
your purpose.
Difference Between Letter And Application:

42. Internal letter.
Singular word is “memorandum”.
Plural is “memoranda”
People use short form ‘memo’ or ‘memos’.
Sent by one person of a company to other person in the
company
Reply may be written on origional memo or on a
separate memo.
For business and office purposes.
Include To and From , date and body.

44. Cold communication.
Words show your personality.
Descriptive form of resume.
Summary and a compact form of resume.
First communication to a certain commpany.
Non-verbal communication.
Contain only basic info.
Attach to resume.
Describe ourselves with words.

46.  Resume is a French word meaning “ summary”.
 Summary of one’s employment, education , and other skills , used in
applying for a new position.
 Seldom exceed on one side of A4 sheet.
 Don’t list out all skills and specification, only highlight specific
skills customized to the target job.
 Written in third person, objective and formal.
 Suited for job where experience and specific skills are important
rather than education.

49.  C.V. is a Latin word meaning “course of life”.
 Contain 2 to 3 pages & can run longer as per
requirement.
 Lists out every skill, job detail , qualification, degrees
and professional affiliation but in chronological order.
 Display general talent rather than specific skill for any
specific position.
 Preferred option for fresh graduates, and those
applying for academic position, and people looking for
career change.