The document provides guidelines for writing business letters, including: 1) It outlines the standard parts of a business letter such as the letterhead, date, inside address, salutation, body, complimentary close, signature block, and reference initials. 2) It describes the content and formatting for each part, such as capitalization rules, punctuation styles, and spacing between elements. 3) Additional optional elements like the attention line and subject line are also described in terms of formatting and placement within the letter.

1. LETTER WRITING
BY
Ms. SHYAMALA SHUKLA
SOFT SKILLS TRAINER
KARNAL (HARYANA)
#09254159805

2. • Letters are the most important means of
written communication.
• Modern information technology has not
diminished their importance.

3. • ADVANTAGES:
• Provide a permanent record that can be filed
& referred to in the future.
• Can be reread & studied, which is important if
a letter is long, is complex, or has been written
in anger.
• Can be revised & edited to ensure they adhere
to the principles of business communication.
• Can have legal value.

4. • The number and location depends on the format
you have chosen.
• Most letters have 7 standard parts.
• 1-HEADING
• Letter head or return address
• Date
• Business organisations should use LETTER HEAD
• Personal business messages may prefer to use a
return address and dateline rather than create
their own letterhead.

5. • LETTERHEAD CONTAINS..
• 1 Name of the organisation & complete mailing
address.
• 2 Phone number.
• 3 A fax number.
• 4 An e-mail address.
• 5 A web (URL).
• 6 An organisation slogan.
• 7 Emblem or logo.
• 8 Other information.

6. • DATE
• Day
• The month (The month should be spelled in full)
• The year
• Dates should be in the following manner
• JULY 6,200..
• 6 JULY 200..(THE PUNCTUATION IS OMITTED WHEN
THE DAY APPEARS BEFORE THE MONTH IN THE
DATELINE)
• Placing the day first is the preferred style for
International & Military use

7. • When the return address is keyed at a
Personal letter, the dateline is keyed on the
line below it.
• When the return address appears below the
page signature block of a Personal business
letter the date is placed between lines 10 & 15
from the top of the page.

8. • CONTUATION PAGE
• Letterhead stationary is used only in the first page of a letter.
• Stationary of the same colour & quality , but without the letterhead is
used for the continuation pages.
• The heading on each additional page begins on the line seven, leaving
a top margin of 1 inch.
• The continuation heading should contain the first line of the inside
address, the page number, and the date
• Example:
• 1-Mr Rakesh Mohan 2 JULY 20, 200….
• 2- Mr Rakesh Mohan
• Page 2
• July 20, 200….

9. • CONTINUATION PAGE ( BODY)
• The body of the letter continues a double space, (leave
2 blank lines below the above Example)
• At least 1 complete paragraph of the letter should be
carried to a continuation page.
• Divide a paragraph only if you can leave at least 2 lines
on the preceding page and carry over at least 2 lines to
the following page.
• Leave at least a one inch margin at the bottom of the
1st page.
•

10. • INSIDE ADDRESS
• Qs after the date
• 1- Receiver’s courtesy title:
• Ms- Unmarried or marital status not known)
• Mrs- as per the individual’s preference
• Mr- all men
• Professional: Professor, Dr, Captain, Justice, Brigadier, etc
• Firm: Messers ( messers Gulab and Company)
• Dignitaries (President, Prime Minister, Governor, chancellor,
religious head, Royalty): His/Her Exellency, His/Her highness,
His?Her Holiness, (as the case may be)
• Limited Company: Designation of the officer concerned ( The
General manager, Bharat Petroleum Limited)
• Firms with name element (Sardar Jaswant Singh & sons): No Title

11. • 2- Receiver’s name
• 3- Receiver’s professional title
• 4- Departments name
• 5- company’s name
• 6- Receiver’s street address (or other specific mailing
designation such as post office box number)
• 7- City
• 8- State & pin code
• 9- Abbreviate state addresses (eg., Ave. Avenue, Rd.
Road) only when necessary to achieve balanced
display.

12. • SALUTATION
• Double space after the inside address or the attention line
• The salutation is omitted in the simplified format.
• Is the greeting that begins the message.
• The content of the salutation depends on the first line of
the inside address.
• When a letter is addressed to a company & contains an
attention line, the salutation is directed to the company &
not to the person named in the attention line.
• If the 1st line of the inside address is singular, the salutation
must be singular, if the 1st line is plural the salutation must
be plural.

13. • Members of our family we write- “My dear….(
Father, mother, brother, etc)
• To friends we write. “My dear….(Susan, Michelle etc)
• To acquaintances we may address. “Dear Bhandari”
etc.
• To officials & those not well-acquainted, we write.
“Dear Sir”.
• To editors of the newspapers may be addressed, “Sir”.
• Open punctuation: no punctuation after the salutation
• Mixed punctuation: colon after the salutation

14. • Salutation depends on the relationship between
the sender & the receiver.
• If you met the person or persons face to face use
Ms for a female receiver unless she specifies
another title.
• If you do not know gender of the addressce use
the receiver’s full name without a courtesy title
(Dear M. L. Bansal) or use the simplified letter
style .

15. • Correct INCORRECT
• Dear Ms Sharma Dear Ms Rita Sha
• Dear Rita Dear Ms Rita
• Dear Mr & Mrs Chaturvedi Dear Chaturvedi
• Dear Vishesh & Abha Dear Sharmas
• Dear customers: Dear Gentlemen:
• Ladies & Gentlemen: Dear Ladies & G

16. • If your letter is addressed to an organisation of
only women or only men, use----Dear Sirs,
Dear Ladies, Dear Mesdames (plural form of
MADAME; pronounced as /mei’da;m, ‘dam/
• Gentlemen
• Ladies

17. • BODY
• Double
• Space below the salutation
• The body is the message section of the letter.
• It begins a double space below the salutation.
• The body is single spaced within paragraphs & double
spaced between paragraphs.
• The body of the letter starts straight in a very polite
language, eg. I shall be grateful (or obliged) if you…..
• Please refer to your letter no. ( if any) dated ….
• We beg to invite your kind attention to…
• Your kind attention is invited to…..

18. • COMPLIMENTARY CLOSE
• Double space below the last line of the body.
• The complementary close ends the message.
• The word(s) used in the close should match the formality or the message.
• Formal Business Correspondence…(Respectfully, Very truly yours, Sincerely yours.)
• General Business Correspondence….(Sincerely, Sincerely yours)
• Informal Business Correspondence…( Sincerely, Sincerely yours, Cordially yours)
• To relatives we write: Yours affectionately”.
• To friends, “Yours sincerely”
• To strangers & officials , “Yours faithfully”.
• To editors of newspapers, “Yours truly”
• Sometimes we write ‘ Yours very sincerely’, Yours very truly’, Sincerely yours , ’
Yours loving son’, etc.

19. • Only the first character of the word in the
complimentary close is capitalised.
• The closing should be punctuated using the
style (mixed or open) as was used with the
salutation.
• The simplified letter format omits the
complementary close.

20. • SIGNATURE BLOCK:
• Four spaces below the complimentary close.
• Writer’s signed name, keyed name , & title.
• A courtesy title is optional in the signature block.
• It may be included with or without parentheses (marked off by bracket,
dashes etc) when the gender of the writer is unclear lines, whichever
creates the more balanced display.
• If the name 7 the title are on the same line, a comma separates them.
• The sender of the messages signs the letter in the space between the
complementary close 7 the keyed name.
• The signature does not include the courtesy title even if it is keyed in
signature block.

21. • REFERENCE INITIALS:
• Shows who keyed the letter.
• When the letter is keyed by someone else then the person who wrote it
, the key boarder includes his or her initials in the document.
• The initials of the writer may also be included, but they are not required.
• When the writer is someone other than the person who signs the
letter, display the writer’s initials with those of the keyboarder.
• The writer ‘s initials should be upper case letters : the keyboarder’s, lower
case.
• The sets of initials may be separated by either a colon or a diagonal.
• Place the reference initials flush with the margin a double space below the
sender’s title.
• Example: ev ( keyboarder’s initials)
• NRE:pd (writer’s initials: keyboarder’s initials)
• JHT/ras (writers initials/keyboarder’s initials)

22. • ATTENTION LINE
• Double space below the last line of the inside address is more traditional.
• When a company name is used as the first line of the inside address, the
attention line can be used to direct the letter to a person, position title, or
department within the company.
• Using a person’s name in the first line of the inside address is preferred
over using an attention line.
• The trend is to place the attention line beneath the company name in the
inside address; the same format is used on the envelope.
• It should be capitalised.
• The word attention should not be abbreviated.
• Placing a colon after the word ATTENTION is optional.
• The salutation agrees with the 1st line of the address & not the attention
line.

23. • Attention line placement is as following:
• College Station Medical Center
ATTENTION: RADIOLOGY
1064 Rock Prairie Road
College Station, TX 77842-1437
Ladies & Gentlemen:
College Station Medical Centre
1604 Rock Priarie Road
College Station, TX77842-1437
Attention: Beth Ek, Nurse Manager
Ladies & Gentlemen:

24. • SUBJECT LINE:
• Identifies the topic of the letter.
• It is considered part of the body of the letter.
• The subject line should be short- less than one
line- & should not be a complete sentence.
• If a letter contains both an attention line & a
subject line, use the same format for both.

25. • COMPANY NAME IN SIGNATURE BLOCK:
• The name of the company may be keyed in uppercase letters a
double space below the complimentary close.
• The company name is placed in the signature block when the letter
is contractual in nature or when the letter is printed on a plain
paper rather than on letterhead stationary.
• The 1st character of the company name is aligned with the 1st
character of the complimentary close.
• Example: FALCON ACCOUNTING
Jammie falcon
( MS) Jammie Falcon, President

26. • ENCLOSURE or ATTACHMENT NOTATION:
• Any item sent with the letter, such as a check,
invoice, photograph, is considered as enclosure.
• Single or double space.
• Writer may list the items enclosed or merely indicate
the number as part of the notation.
• When items are attached then use ATTACHMENT OR
att. In place of enclosure notation.

27. • Example:
• 1-Enclosure or enc.
• Cheque enclosed
• Enclosures 3
• 3 enc
• 2- Attachment or att.
• Attachment: Reimbursement form
• Attachments (2)
• Att.2

28. • COPY NOTATION:
• Is used when a copy of a letter is being sent to someone else than
the addressee.
• The copy notation may appear as cc for courtesy copy or c for copy.
• Double space below the reference initials (or enclosure notation, if
used)
• Examples:
• 1-CC: Tim Miller
• CC: Tim Miller, Sne , Manos
• C:Accounting
• 2- C: Ms Chin Ding
• 112 West Elm Street
• Shokel, 1L 6067-2726

29. • BLIND COPY NOTATION:
• Is used when it is unnecessary on inappropriate for an
addressee to know that a copy of the letter is being
sent to other individuals.
• The blind copy notation should appear only on copies
not on the original.
• Place the blind copy notation where the regular copy
notation normally appears.
• Example:
• bcc: Burt La Blanc
• bcc: Mrs Joan Yang, CPA

30. • CLASSIFICATION OF LETTERS
• Formal letter
• a) Official letter ( officials, for requests or complaints. Letters to
Editors Application letters i.e. job applications also fall in this
category.)
• b) Commercial letter ( business letters, they serve as a means to
reach to people not only within the locality and neighbourhood but
also in other cities and countries)
• c) Demi official letters (written by officials to another officials,
senior or junior public person may also write a
• D. O. to an official.
• Informal letter ( explained further)

31. • FORMAT OF BUSINESS LETTER
• 1- FULL BLOCK STYLE
• 2- MODIFIED BLOCK STYLE
• 3- SEMIBLOCK STYLE

32. Margins
Top
When you begin keying a 2”-2.5”
business letter, first set
the correct margins: Left 1”
•2” or 2.5” top
margin depending
on the length of
the letterhead
•1” side margins
•1” bottom
margins
File, Page
Setup in
Word 97-
2003
Right 1”
Page Layout
tab-Margins Bottom
icon in Word
2007 1”

33. Style
Letters can be keyed using two styles: block style and modified block style.
Block style: all letter parts are keyed at the left Modified Block style: the date,
margin. There will be nothing indented with complimentary closing, and writer’s name
tabs or the tab key. and title are indented to 3.25”. (You will
learn more about modified block in a later
assignment)

34. Punctuation
Letters can use two types of punctuation: open or mixed.
Open punctuation: no colon after Mixed punctuation: a colon is keyed
the salutation and no comma after after the salutation and a comma is
the complimentary closing. keyed after the complimentary closing.

35. Dateline
The dateline the is first
part of the letter.
It should be typed with
the month spelled out
and the full year as noted
in the sample.
The dateline should
reflect the date the letter
is prepared and signed.
Quadruple space after
the dateline.

36. Inside
Address
The inside address is the
second part of the
business letter.
The inside address is the
address of the person
receiving the letter.
The inside address should
include the name, street
address and city, state
and zip code of the
recipient.
Double space after the
inside address.

37. Salutation
Also known as the
greeting, the salutation is
the hello part of the
business letter.
Salutations should
include a greeting word,
recipients title and last
name.
Open Punctuation: no
punctuation after the
salutation
Mixed Punctuation:
colon after the salutation
Double space after the
salutation.

38. Body
The body of the letter is
the message in paragraph
form.
Most letter bodies consist
of three paragraphs:
statement of purpose,
information/facts, call for
action.
Double space between
the paragraphs and single
space between them.
Double space after the
body.

39. Complimentary
Close
The complimentary close
is the goodbye of the
business letter.
Complimentary closes
can vary and include
words and phrases such
as Sincerely, Yours Truly,
Thank you.
Open Punctuation: no
punctuation after the
complimentary close
Mixed Punctuation:
colon after the
complimentary close
Quadruple space after
the complimentary close.

40. Signature
Block
The signature block is the
writers typed name and
title.
There will always be a
quadruple space before
the signature block to
allow for the writer to
hand sign their name.
Double space after the
signature block.

41. Reference
Initials
Reference initials are the
typist initials.
Reference initials are
used when the writer of
the letter and the typist
of the letter are different
people.
Reference initials are
lowercase and have no
punctuation or spaces.
Double space after
reference initials.

42. Enclosure
Notation
An enclosure notation is
used when something is
enclosed (included)
within the envelope with
the letter.
Enclosures can include
anything from a form to a
picture to a check.
Double space after the
enclosure notation.

43. • SEMI- BLOCK STYLE
• This resembles MODIFIED – BLOCK style
except that the start of each paragraph is
indented, i.e. each paragraph of the message
starts a few spaces away from the margin.
• This style makes the letter somewhat clumsy
& has gone out of date.

44. • SIMPLIFIED STYLE
• This style is often used when a letter is
addressed to a company rather than as
individual
• When the gender is unknown
• Marital status of a female is unknown.

45. • In this style , the salutation & complimentary close
are eliminated.
• A subject line, displayed in uppercase letters without
the word subject, replaces the salutation.
• The writer’s keyed signature & the title is displayed in
one line using uppercase.
• Example:
• Writer’s name &title: Amy Elam
• ALAM ELAM, TRAINING SPECIALIST

46. • PERSONAL BUSINESS LETTERS
• Is written by an individual when conducting
business of a personal nature.
• An application for employment,
• A request for information,
• Comment about services received.
• FULL BLOCK STYLE or MODIFIED BLOCK STYLE
with open or mixed punctuation is suitable.

47. • Return address of the sender should be placed
2 inches from the top edge of the paper.
• The date should be keyed below the return
address (the date is not considered a part of
the return address)
• The SIMPLIFIED BLOCK is not recommended
for application letters because many
individuals interpret the lack of salutation as
being impersonal.

48. • INFORMAL LETTER
• Are also known as friendly or personal letters.
• The are written to relations & friends in an
easy & conventional style.
• They are informal & free & easy as compared
to formal letters.
• Take care of the grammar, spelling &
punctuation.

49. • Form of address in INFORMAL LETTER:
• In friendly letters to relations & intimate
friends, the proper form of address is
• The name( without title) of the person to
whom you are writing, prefixed by such
qualifying term as Dear, My Dear, Dearest, etc
• Example: Dear Father, Dear Mother, Dear
Brother, Dearest Sister, Dear Archit, My Dear
Kushagra etc.

50. • If you are writing to an ordinary friend who is
much older than you are, or of superior rank it
is respectful to use the title “shri”;
• e.g. My dear shri Agarwal.
• Students writing friendly letters to their
teachers or professors should always address
them thus.

51. • COMPLIMENTARY CLOSE (Informal letter)
• In letters to relatives & near friends
• Yours affectionately,
• Your affectionate son or brother or friend
• Your loving son
• Yours very sincerely (to friends)

52. • To family members & close friends
• Love
• Love from
• Lots of love
• To friends & acquaintances
• Best wishes
• Al l the best
• Take care
•

53. • APPLICATIONS
• Address & the date are not given at the
beginning.
• Instead the Address ( Name, Roll No., name of
the class etc.) is given at the end below:
• “Yours faithfully,” “Yours faithfully,”( To the
principal , teacher etc)
• The date is written on the left hand against
signature of the writer.