Drafting-letter-20210617140346.ppt
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This document provides guidance on drafting official letters and communications. It discusses the basics of drafting, including what constitutes a draft, when a draft is necessary, and the key elements that should be included in a draft. The document outlines best practices for drafting, such as using clear and simple language, logically sequencing information, and including summaries for lengthy communications. It also describes the common forms that written communications can take and provides a sample template for drafting an official letter.
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Letter and its types (letter writing)
A letter is a handwritten or printed message that is sent to others for conveying a certain message.
Types of letter
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2. Informal letter
Letter writing
This document provides guidance on writing effective letters for business or contractual communication. It outlines the key elements that should be included in a letter such as identifying the sender and recipient, including a reference number and date, clearly stating the subject or purpose, and having a main body that communicates the key information along with a clear conclusion. The document also discusses styles of address, signatures, attachments and copying other relevant parties. Well-structured letters that follow these guidelines can help formalize important communications and record decisions or issues for traceability.
Letter writing
This document provides guidance on writing effective letters for business or contractual communication. It outlines the key elements that should be included in a letter such as identifying the sender and recipient, including a reference number and date, stating the subject or purpose, presenting the main body of information, and concluding with any required actions. Follow-up letters should reference earlier correspondence. The document also recommends structuring the letter clearly with sections for an introduction, main points, counterpoints if needed, and a conclusion. Proper formatting and including attachments and carbon copies ensures effective communication.
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1. **Sender's Address:** Positioned at the top right corner of the letter, it includes the sender's name, address, and contact information.
2. **Date:** Placed below the sender's address, indicating the date when the letter is written.
3. **Recipient's Address:** Positioned on the left side below the date, containing the recipient's name, title, company/organization, and address.
4. **Salutation (Greeting):** A formal greeting addressing the recipient, such as "Dear Mr. Smith," or "To Whom It May Concern."
5. **Introduction/Opening:** The initial paragraph that introduces the purpose of the letter and establishes a formal tone.
6. **Body:** The main content of the letter, where the sender presents information, makes requests, or discusses specific matters in a clear and organized manner. The body can be divided into paragraphs for better readability.
7. **Closing:** A formal closing statement that summarizes the purpose of the letter and leads to the conclusion. Common closings include "Sincerely," "Yours faithfully," or "Best regards."
8. **Signature:** A space for the sender to sign the letter, usually placed between the closing and the typed name.
**Types of Formal Letters:**
1. **Job Application Letters:** Used when applying for a job, internship, or any employment opportunity.
2. **Cover Letters:** Accompany resumes or job applications, providing additional information about the applicant's qualifications and interest in a particular position.
3. **Business Letters:** Addressed to individuals or organizations for various business-related purposes, such as inquiries, complaints, or proposals.
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1. **Sender's Address:** Positioned at the top right corner of the letter, it includes the sender's name, address, and contact information.
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1. **Job Application Letters:** Used when applying for a job, internship, or any employment opportunity.
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3. **Business Letters:** Addressed to individuals or organizations for various business-related purposes, such as inquiries, complaints, or proposals.
4. **Complaint Letters:** Express dissatisfaction or make a complaint regarding a product, service, or situation.
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𝐄𝐱𝐩𝐥𝐚𝐢𝐧 𝐭𝐡𝐞 𝐍𝐚𝐭𝐮𝐫𝐞 𝐚𝐧𝐝 𝐒𝐜𝐨𝐩𝐞 𝐨𝐟 𝐚𝐧 𝐄𝐧𝐭𝐫𝐞𝐩𝐫𝐞𝐧𝐞𝐮𝐫:
-Define entrepreneurship, distinguishing it from general business activities by emphasizing its focus on innovation, risk-taking, and value creation. Students will describe the characteristics and traits of successful entrepreneurs, including their roles and responsibilities, and discuss the broader economic and social impacts of entrepreneurial activities on both local and global scales.
HYPERTENSION - SLIDE SHARE PRESENTATION.
IT WILL BE HELPFULL FOR THE NUSING STUDENTS
IT FOCUSED ON MEDICAL MANAGEMENT AND NURSING MANAGEMENT.
HIGHLIGHTS ON HEALTH EDUCATION.
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Drafting-letter-20210617140346.ppt
- 1. Welcome all participants Language Skills Drafting and Writing Abilities Basics Drafting of an official letter ,giving the facts ,as directed R T I,Jaipur
- 2. Basic Drafting Drafting an Official letter Note Noting Draft Drafting Importance of Noting and Drafting
- 3. Draft Draft is a rough sketch of a communication to be issued after approval of the officer concerned. Drafting is the process of preparing this rough sketch.
- 4. Is draft necessary? Who will be addressed? Who will sign? Relationship between sender and receiver
- 5. Contd….. What should be the form? Is something to be conveyed or called for? Are all details are available? What is the intention of the decision? What should be the recipient’s response?
- 6. Contd….. Has the referencing been done? Is it logically sequenced? Does it have proper urgency/ security grading? Is it logically sequenced?
- 7. Contents of a Draft Identifying the sender Adopting the right form Visualizing the response Clarity, consistency and uniformity Redundancy, verbosity and repetition Providing a summary for lengthy draft
- 8. General Instructions Language should be simple and clear. Lengthy sentences, idioms and phrases should be avoided. Views of Govt./office should be specifically expressed. Lengthy communication should be concluded with a summary.
- 9. Contd…. Subject matter should be mentioned. File number of draft should be given. Specify the enclosers, if any. Name ,designation and phone number of sender. Sufficient margin for correction. Slip bearing D F A Should be attached.
- 10. Contd…. Urgent/Immediate slips ,if necessary. Enclosures reference, if any. Endorsement, if required. Addressing by name, if necessary. Read again to ascertain facts. Proof reading and specify mode of post i.e. speed post/Regd.post/ Insured parcel etc..
- 11. Demi official Letter D.O. if personal attention is required. Style should be direct, personal and friendly. Preferably short limited in one page only. Between officers of equivalent officers or one rank above the sender. D O to non-officials and public representatives.
- 12. Style of drafting a letter Heading(Printed letter head). Number and date. Address of recipient. Subject. Salutation. Main body- (i)Reason for writing (ii)Letter contents (iii)Concluding para (iv)Summary for lengthy draft. Sender’s’ name, designation etc. Enclosure ,if any. Endorsement if required. .
- 13. Forms of written communication Letter D O letter Office Memorandum U O note Order Office order Notification Circulars
- 14. Contd… Resolution Press release E. O .I . N. I. T. M.O.U. Advertisement
- 15. Specimen of a letter No. MOF/DOE/ pe/2021-22/…Dated….. Government of India Department of Expenditure North Wing, Central Secretariat New Delhi 110001. To, ………… ……….. ……….. Subject: ……. Sir/Madam,
- 16. With reference to your letter No……dt….. on the above subject, I am directed to….. Yours faithfully, ABC Under Secretary Phone Number: ………
- 17. Exercise Write a D O letter from Accountant General (G S SA)Karnataka to the Principal Secretary (Finance),Govt. of Karnataka asking him to provide necessary accommodation and supply proper records in time to Audit parties.
- 18. Any Questions please Thanks Prabhakar Joshi, Retd.Sr.A.O./IAAD