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Formal Letter Presentation(English).pptx
- 1. Group Members M Siddique MAfzaal M Rehan Amna Naz Amna Tariq Presented to Miss Noor Formal Letter
- 2. Definition of Formal Letter PurposeStandard Format Sender & Receiver Subject, Salutation & Closing Language Used Tone & Style Do’s & Don’t 02 03 04 06 07 08 05 01 Contents
- 3. What is aFormal Letter? A formal letter is a written form of communication used for official or professional purposes. It follows a fixed format and uses polite, respectful, and formal language.
- 4. Purpose of aFormal Letter I. To communicate official information II. To make requests or complaints III. To apply for jobs, courses, or permissions IV. To maintain professional communication
- 5. Where Are FormalLetters Used? I. Schools & Universities – applications, leave letters, complaints II. Offices & Companies – job applications, official communication III. Government Departments – requests, complaints, legal matters
- 6. Types of FormalLetters I. Complaint Letter II. Application Letter III. Inquiry Letter
- 7. I. Complaint Letter Acomplaint letter is a formal letter written to express dissatisfaction with an unsatisfactory product, service, or situation. Complaint letters are also known as claim letters or adjustment letters. II. Application Letter Also known as a cover letter, is a document that accompanies your resume when you're applying for a job. This letter allows you to elaborate on your qualifications and explains why you want the position.
- 8. Inquiry Letter Inquiry lettersare written for the purpose of asking for something from the recipient. Inquiries can be sent as a formal business letter (outside of your company) or as an e-mail. Before sending your inquiry, you should be certain that the information is not available through other means, such as the company website. Request Letter A formal way of asking for something specific in letter format. Your request could be as simple as asking for a few minutes of someone's time, or it could be as substantial as a few months of dedicated work.
- 9. Standard Format of a FormalLetter A formal letter includes: 1. Sender’s Address 2. Date 3. Receiver’s Address 4. Subject 5. Salutation 6. Body 7. Closing 8. Signature
- 10. Sender’s Address DateReceiver’s Address Sender & Receiver Details • Written at the top left • Includes house number, street, city • Written below sender’s address • Name/designation of the receiver • Organization name and address
- 11. Salutation Closing • One-linesummary of the letter • Clear and specific • “Respected Sir,” / “Dear Madam,” • “Yours sincerely,” • “Yours faithfully,” Subject Subject, Salutation & Closing
- 12. Language Used inFormal Letters • Polite and respectful • Simple and clear • No slang or casual words • Grammatically correct ❌ Avoid informal language like: • “Hi” • “What’s up” • “Thanks a lot”
- 13. Tone & Style •Professional and serious tone • Direct but polite sentences • No emotional or aggressive wording • Proper paragraphing ✔ Example: “I kindly request you to consider my application.”
- 14. I. Do’s • Followproper format • Be clear and concise • Proofread before sending II. Don’ts • Do not use short forms (u, thx) • Do not write long unnecessary details • Do not forget subject and signature Do’s and Don’ts
- 15. Importance of FormalLetters • Creates a professional impression • Helps in official documentation • Improves communication skills • Required in academic and professional life
- 16. Real-Life Example 📌 ExampleSituation: • A student writing a letter to the principal for leave Why formal letter? • Respectful communication • Official record • Proper procedure
- 17. Sample Formal Letter *Sender’sAddress:* House No. 24, Block B Model Town Lahore Date: 16 December 2025 Receiver’s Address: The Principal City Grammar School Lahore Subject: Application for Sick Leave Respected Sir, I hope this letter finds you in good health. I am writing to inform you that I am suffering from fever and have been advised complete rest by the doctor. Due to this reason, I will not be able to attend school for two days, from 17th to 18th December 2025. I kindly request you to grant me leave for the mentioned period. I shall be very thankful to you for your cooperation. *Yours obediently,* Ahmed Raza Class 10-A Roll No. 23
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