Formal and informal letter


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Formal and Informal Letters

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Formal and informal letter

  1. 1. NAME: REINALYNE F. IGNACIOSUBJECT: EFFECTIVE WRITINGTOPIC: FORMAL AND INFORMAL LETTERSBusiness LettersA business letter is more formal than a personal letter. It should have a margin of at least oneinch on all four edges. It is always written on 8½"x11" (or metric equivalent) unlined stationery.There are six parts to a business letter.1. The Heading. This contains the return address (usually two or three lines) with the date onthe last line.2. The Inside Address. This is the address you are sending your letter to. Make it as completeas possible. Include titles and names if you know them.This is always on the left margin. If an 8½" x 11" paper is folded in thirds to fit in a standard 9"business envelope, the inside address can appear through the window in the envelope.An inside address also helps the recipient route the letter properly and can help should theenvelope be damaged and the address become unreadable.Skip a line after the heading before the inside address. Skip another line after the insideaddress before the greeting.3. The Greeting. Also called the salutation. The greeting in a business letter is always formal.It normally begins with the word "Dear" and always includes the persons last name.It normally has a title. Use a first name only if the title is unclear--for example, you are writing tosomeone named "Leslie," but do not know whether the person is male or female. For more onthe form of titles, see Titles with Names.The greeting in a business letter always ends in a colon. (You know you are in trouble if you geta letter from a boyfriend or girlfriend and the greeting ends in a colon--it is not going to befriendly.)4. The Body. The body is written as text. A business letter is never hand written. Depending onthe letter style you choose, paragraphs may be indented. Regardless of format, skip a linebetween paragraphs.Skip a line between the greeting and the body. Skip a line between the body and the close.5. The Complimentary Close. This short, polite closing ends with a comma. It is either at theleft margin or its left edge is in the center, depending on the Business Letter Style that you use.It begins at the same column the heading does.The block style is becoming more widely used because there is no indenting to bother with inthe whole letter.
  2. 2. 6. The Signature Line. Skip two lines (unless you have unusually wide or narrow lines) andtype out the name to be signed. This customarily includes a middle initial, but does not have to.Women may indicate how they wish to be addressed by placing Miss, Mrs., Ms. or similar title inparentheses before their name.The signature line may include a second line for a title, if appropriate. The term "By direction" inthe second line means that a superior is authorizing the signer.The signature should start directly above the first letter of the signature line in the spacebetween the close and the signature line.Business Letter StylesThe following pictures show what a one-page business letter should look like. There are threeaccepted styles. The horizontal lines represent lines of type. Click your mouse pointer on anypart of the picture for a description and example of that part. Semi block Style Modified Block Style Block StyleAn application letter is merely another name for a cover letter , the official business letter oftenincluded with a job application and/or resume and sent to a prospective employer. Althoughapplication letters are generally considered optional components of applying for a job, more andmore frequently, employers are singling out those who actually take the time to write anapplication letter as their top picks.
  3. 3. A resume is a written document that lists your work experience, skills, and educationalbackground. It is used as a marketing tool for job seekers.A resignation letter is a letter formally advising your employer that you are leaving your job. Aresignation letter can help you maintain positive relationship with your employer, while pavingthe way for you to move on.TYPE OF FORMAL LETTER:  Letter of excuseAn excuse letter is written to inform absence of a student from school. The letter has to clearlymention the reason of absence. This letter is an important document and should be draftedcarefully. In the letter you have to mention the date of absence, reason and when the studentwill be joining the classes. In an office too, you have to write an excuse letter. The letter can bewritten after availing a leave or before taking a leave.If you write this type of letter, it shows your professionalism. You understand the importance oftime and you are ready to finish the pending work due to your absence. All these feeling can beexpressed through an excuse letter. The letter has to be short and direct. The letter shouldspecify the reason of absence in the very beginning. The tone used in the letter should be softand polite. April 11, 2008 Ms. Lennith Bonifacio Personnel Manager Petron Corporation Limay, Bataan Dear Ms. Bonifacio: Please excuse me for being absent on April 14 and 15 because I will be preparing for my three topics proposal and also panel defense in my subject Research Method as the final requirements in Master’s Degree. Thank you for your kind consideration. Sincerely yours, Rose Mary Passion Attested by: Marianne Cruz Instructor  Cover Letter
  4. 4. A cover letter is a document sent with your resume to provide additional information on yourskills and experience. Thomas K Eden, 32 S Riverview, Ogden, Iowa 50113, (515) 555-7998. Date: 26th June, 2007. Jack Richardson, Din, ABC college., 323 South Avon Drive, Milton, NY 10945, (914) 555-2909. Dear Mr. Richardson, First I would like to thank you for taking the time to review my resume. I am looking to use my degree in Elementary Education along with my Concentration in Sociology. Prevention Educator position is the post for which I am applying, which is an alternative way to a traditional teaching position. I am working as a student teacher in XXX college. There I have an opportunity to work with children and adults of all ages. I also worked as a substitute teacher in local districts, as a Museum Educator, and as the assistant trainer at a local riding stable. I am interested to develop my career which allows me to continue working with people in different ways. I believe that I am qualified for the position you are trying to fill. Please let me know, if I can provide you with any further information on my qualification and background. I look forward to hearing from you. I can be reached at 147-444-7878 or via email at Again, I appreciate you taking the time to review my resume. Sincerely, Thomas K Eden. Enclosure Resume.A cover letter typically provides detailed information on why are you are qualified for the job youare applying for. Effective cover letters explain the reasons for your interest in the specificorganization and identify your most relevant skills or experiences.  Request LetterRequest letter is written to ask for information from corporation or individual as well asrequest letter is prepared to send a request to someone for specific action such as change indecision, increase in salary etc. Request letter is a formal letter used almost in all fields of life.Request letters contain basic details such as your name, recipient name, recipient address andcontact details. Body of request letter contains purpose of writing request letter, your requiredfavor and reason of requiring this favor. For request letter close attention to spelling andgrammar is important but while writing you need to be concise so try to keep your request letterto the point. While writing request letter you should keep your tone humble and polite becauseyou are going to request someone to take your desired action.
  5. 5. Anne Jones, Project Leader, Data Bank Solutions Ltd, Birmingham. Richard Anderson, HR-Accounts, Data Bank Solutions Ltd, Birmingham. 14th July, ’08. Dear Mr. Anderson, This is with reference to my (May) salary. I regret to bring to your notice that the salary due to me for the said month has not been credited into my account. I request you to kindly look into the matter and credit my salary as early as possible. Looking forward to your cooperation. Thanking You, Sincerely, Anna Jones  Order LetterLetters dealing with orders and payments for merchandise form a bulk of business activity. August 6, 2001 Mr. Joey Yasuke #415 Greenhills Street San Fernando, Pampanga Dear Mr. Yasuke: Will you kindly send me two of the portable lunch boxes – order number 2b36 – as advertised in Daily Inquirer of yesterday, August 5. Please charge this purchase to my account. I shall especially appreciate your usual prompt delivery, as I plan to give one of the lunch boxes to my daughter, who is leaving on a vacation within three days. One is to be delivered to me at my address, above, and the other to 124 Meadow Street, San Juan, Pampanga. Very truly yours, Abelina dela Cruz
  6. 6. Informal Letter A letter is ‘a missive communication in writing, addressed to a person or body of persons; Typical informal contexts are writing to family members, relatives and friends, and love letters.Structure of a Personal Letter 1. Date – This is the date when the letter is written 2. Greetings and Name of Recipient – The greeting usually starts with the word ‘Dear’ followed by the given name of the recipient or relationship and it ends with a comma. Two examples are shown: ‘Dear Ronald,’ ‘Dear Uncle,’. 3. Introduction – This is the opening of a letter. It may include greetings like ‘How are you?’. Sometimes, you may refer to a previous letter. 4. Body – This is the main body of the letter. It includes the message that the writer wants to tell the recipient. It is often divided into paragraphs. 5. Closure – This part indicates the letter is going to end. The writer may ask the recipient to reply here. 6. Complimentary Close – This short expression includes a few words on one line. It ends with a comma. Some examples are shown below. ‘Yours sincerely,’ ‘Best regards,’ ‘Love,’ 7. Signature – the signature of the writerLanguage Use in an Informal Letter1. Formality and Accuracy – Formal and accurate grammar and spelling are expected,depending on the relationship between the writer and the recipient.2. Style – Language use may be personal. For example, first and second person pronouns maybe frequently used.Below are sample letters:o Welcome Lettero Letter of Appreciationo Apology Lettero Collection Lettero Invoice Letter Templateo Letter of Invitationo Marketing Lettero Letter of rejectionFriendly Letter Format
  7. 7. Return Address Line 1 1 Return Address Line 2Dear Name of Recipient, 3 Date (Month Day, Year) 2 Body Paragraph1........................................................................................................................................................ Body Paragraph2........................................................................................................................................................ Body Paragraph3........................................................................................................................................................4 Closing (Sincerely...), 5 Signature 6P.S. 7 506 Country Lane North Baysville, CA 53286Dear Susan, July 16, 2007 It feels like such a long time since the last timeI saw you. I know its only been several weekssince I saw you. So far my summer has beengreat! I spend my all my weekends at the beach. I am getting a nice tan and you canno longer say I am paler than you. I have been playing lots of volleyball, surfing andbuilding a nice collection of sea shells. Just this past weekend I took second place ina sandcastle building contest! On the weekdays I work. I drive an ice cream truck around and sell ice cream tothe kids. It is so cool. It is a combination of the two things I love most, ice cream andkids. The pay isnt too great but I love the job so much. I hope the summers been going well for you too. Theres only a month and ahalf left in summer vacation and after that its back to school. Would you like to meet
  8. 8. up some time to before school starts? Your friend, SignatureP.S. John Austin says hi.