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Formal letter final
- 3. LETTERS FORMAL BUSSINESS LETTERS ENQUIRIES PLACING ORDERS CANCELLING ORDERS OFFICIAL LETTERS JOB APPLICATION COMPLAINT LETTERS LETTERS TO PRINCIPAL LETTERS TO EDITORS INFORMAL LETTERS WRITTEN TO FAMILY AND FRIENDS Prof Neepa Maisheri
- 4. • Formal letters are written to the heads or managers of civil, public or private companies, • such as the • Police Commissioner, Director, Branch Manager, Chairman, Mayor etc. Language should be polite and simple . Prof Neepa Maisheri
- 5. • To ask or give information • To register complaints • To apply for job • To apply for leave • To redress grievances (to bring into notice public/social issues) • To persuade customers , etc. Prof Neepa Maisheri
- 7. • It is written at the top on the left hand corner of the page. Specify the house number first, followed by the street, town/state and pincode. Next comes the date on which the letter is written. Example: • 503, Moksha Mahal • Mumbai- 4000080 • 5th January 2020 • This portion includes the sender’s full address. Prof Neepa Maisheri
- 8. Date and Receiver’s Address • The receiver’s address comprises of the receiver’s name/designation and the complete address. Example: The Editor The Times of India Mumbai 400001 Prof Neepa Maisheri
- 9. Subject • Subject is written in order to highlight the purpose of your letter. • It gives the reader a quick and clear idea of your letter and talks about its importance too. • It must be brief as possible,not more than eight words . Prof Neepa Maisheri
- 10. Salutation • The salutation used in formal letters is a greeting to whom the letter is addressed. • This consists of the words of greetings and is written below the subject line. • It is never followed by any other word. • Dear Sir/Madam • This is used when you do not know the name of the person you are writing to Prof Neepa Maisheri
- 11. Body of the Letter/Message • This is the main important part of the letter. Your purpose of wrIting come here . So, it must be drafted carefully so as to create a convincing and appealing impact on its readers. • The message can be divided into paragraphs to distinguish or mark the subject matter properly. If the matter is too short, it is not required to divide it into paragraphs. Prof Neepa Maisheri
- 12. The body of the letter can be divided into the following parts • Introductory Paragraph/Sentence State the purpose of writing. • Information Paragraph Give details of the issue, problem (cause, effect, solution etc.) • Concluding Paragraph States your hopes, request, comment etc. Prof Neepa Maisheri
- 13. • Read the question carefully to understand it properly. • Write the key points for establishing good content and make sure that the body of the letter is in sync with the main theme. • Your letter must be coherent and not begin or end abruptly. • Avoid using long sentences. Avoid writing too much for explaining a single point. • Keep your letter brief and to the point. • Use simple language so that the letter is easy to understand. • Never ask the Editor to solve your problem. • These letters are written in a crisp and clear pattern and in a matter of fact style. Prof Neepa Maisheri
- 14. 6. Subscription/Leave Taking • It is a courteous way of ending the letter. The expression used must match the salutation. For example, Yours sincerely / Yours faithfully/ Yours truly. Prof Neepa Maisheri
- 15. Sender’s Adress ________________ _________________ __________________ Receivers Address __________________ _____________________ ______________________ Subject : _________________________ Salutation – Body of the letter Para -1 – introduction /purpose of wrting Para-2 details – cause /effects /solution /etc Para -3 – states of hopes / request /comments Thanking you Subscription Yours faithfully Prof Neepa Maisheri
- 17. Letters to the Editor • They can • Express agreement or disagreement with the news items or articles published in a newspaper. • Redress social issues or problems and give suggestions or seek solutions. • Note :- • Be specific and clear. • Always remember that the editor can give your opinions, suggestions or questions ‘a voice’. Don’t ask for a solution. • Be positive and polite, whatever serious issue you are drawing attention to. Prof Neepa Maisheri
- 18. Letters to Principal • These letter are written to • Change of subject, granting leaving/character certificate etc. • Organizing an event/guest lecture for the benefit of students etc. • Taking the students to some fair, seminar etc. • Providing or increasing certain facilities. Prof Neepa Maisheri
- 19. Letters of Complaint • Letters are written to complain against • mishaps like theft/losses.. • Delay of the things ordered . • Though, this type of letters demand strong persuasive force in your words, they should be drafted in formal language as other official letters. No personal influence or threats should be reflected in your letter. Prof Neepa Maisheri
- 20. • SAMPLE LETTER • Write a letter to the editor of the Newspaper about the Traffic Jam in your city Prof Neepa Maisheri
- 21. • A403, Moksha Mahal • DD ROAD • Mulund • Mumbai 400009 • 5th March 2020 • The Editor • Times of India • Mumbai 400001 • Subject : Traffic Congestion in Mumbai • Respected sir, • I shall be thankful if you grant permission the attention of the consent authorities regarding Traffic Jam in Mumbai through your Newspaper. Traffic Pace during peak hours test maximum patience of a person /traveller • Traffic Jam is a common sight all over Mumbai as the numbers of vehicles are increasing day by day. The condition is more worst as some car owners park in such a way that it affects the smooth flow of the vehicles and the result is traffic jam. Such car owners must be fined heavily or their cars should be taken away by towing. People should be encouraged to use more public transport to overcome the situation. This may help controlling the pollution . Some changes are the need of the hour . • I sincerely hope that concerned authorities will take necessary action at the earliest. • Thanking you • Yours faithfully xyz Prof Neepa Maisheri
- 22. Tips • Complaint Letter • We regret to remind you that… • I am writing to complain about… • We are sorry to inform you that Prof Neepa Maisheri
- 23. Letter To Editor • Through the esteemed columns of your newspaper, I wish to bring to the notice of the concerned authorities… • In my opinion… • This is a very shocking/ disturbing use of… Prof Neepa Maisheri
- 24. • So Today we learnt about formal letters • Notes on formal letter writing is given in study material and even some more sample letters are given you can refer them Prof Neepa Maisheri
- 26. Some letters for practice 1. Write a letter to the editor about the frequent electricity failure in your city . Suggest measures for improvement Prof Neepa Maisheri
- 27. Assignment 1. Write a letter to the editor about the frequent electricity failure in your city . Suggest measures for improvement Prof Neepa Maisheri